Walsall Community Transport (WCT) (Our website: https://walsallct.org.uk) is a non-profit voluntary organisation, who are committed to protecting your privacy and maintaining the security of any personal information received from you. We strictly adhere to requirements set out in the EU General Data Protection Regulation 2018 (GDPR), and the Data Protection Act 1998 (DPA).
- Individual Registration Form – We collect information to establish if you are eligible to use our Community Transport services which include the People to Places and Door to Door Shopper Bus. We also collect your contact details to enable us to contact you once we have reviewed your application.
- Group Registration Form – We collect information to establish if your group is eligible to use our Community Transport vehicles. We also collect your contact details to enable us to contact you once we have reviewed your application.
- Group Booking Form – We collect information about the trip your group wishes to make with our Community Transport vehicles. We collect information about the requirements of your passengers to ensure we provide you with suitable vehicles.
- Training Request Form – We collect your contact details and ask you to identify which of our courses you are interested in. We ask you to identify if you have any special requirements in order to ensure our courses are fully accessible.
- Volunteer & Employment Application Form – We collect information about the roles you are interested in and the time you may be able to offer. If you are interested in a role that involves driving, we also request information about your experience and qualifications. We also collect your contact details to enable us to let you know what opportunities we have available.
- Enquiries – When you make an enquiry, we may ask you for your name, address, contact details and marketing information.
Pages on our website may include embedded content (e.g. videos, images, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
We may use a technology called “cookies” as part of a normal business procedure to track patterns of behaviour of visitors to our website. A cookie is an element of data that our website sends to your browser which is then stored on your system.
You can set your browser to prevent this happening. Any information collected in this way can be used to identify you unless you change your browser settings.
Criminal conviction data
We will only collect criminal conviction data where the law permits us. We use criminal conviction data to satisfy our legal obligation to safeguard colleagues and service users.
How We Collect Your Data
We collect data about you in a variety of ways including over the website or via email. Further details may be collected directly from you in the form of official documentation. Personal data is kept in personnel files or within the WCT’s customer and IT systems.
Keeping Information Safe
- We will not leave material containing personal data where it can be seen by visitors or unauthorised staff.
- Filing cabinets containing personal data will be locked at times when access is not directly supervised.
- Offices and desk drawers in which confidential information is stored will be locked at times when they are not in use.
- Our computer booking package will not be left open when unattended. To gain access to this and any other information held on a computer personal passwords are required. Under no circumstances will confidential information be sent by email.
- All information such as individual passenger information and route lists used on vehicles will be given to road staff on the day of travel and then kept securely on the vehicle until they are removed at the end of each shift by staff and returned to the office. All route sheets will be counted back into the office and then securely stored for 6 months before being shredded.
We follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access in accordance with GDPR. We do not collect sensitive information about you except when you specifically knowingly provide it.
How We Use the Information We Collect
When processing your data, we will:
- Process it fairly, lawfully and in a clear, transparent way.
- Collect your data only for reasons that we find proper for the service we are providing in ways that have been explained to you.
- Only use it in the way that we have told you about.
- Ensure it is correct and up to date.
- Keep your data for only as long as we need it.
- Process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.
We receive funding from various bodies to provide our services and we are required to check that individuals and groups are eligible to receive our support. We are required to analyse data on our entire customer base and provide monitoring reports to the organisations that provide us with funding. We will not identify any individual records in these monitoring reports.
We never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above without also providing you an opportunity to opt-out or otherwise prohibit such unrelated uses. We do not share individual records that you provide in your applications with any third parties. We do not sell, rent, or exchange your personal information with any third party for commercial reasons. We will only contact you with your consent or to fulfil the service we are providing.
Sharing Your Data
Your data will be shared with colleagues within WCT where it is necessary for them to undertake their duties. For WCT Passenger bookings, we will also share your details with our insurance provider to ensure you are covered at the time of the hire and to progress if a claim is required.
Exceptions to the Rule
We will always make every effort to gain consent before sharing information, but Health & Safety takes precedence over the right to confidentiality in exceptional circumstances such as the following:
- Putting others at risk
- Prevention of risk to personal or public health
- Legal obligations to provide information to court / police or disclosure to appointees.
Your Rights Over Your Data
You can request to receive all personally identifiable information that we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. You can ask us to check, update or remove your personal details by contacting us using these details:
Call 01922 685555 or send an email to firstname.lastname@example.org