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Transport and Fleet Privacy Notice

Who are we and what do we do 

Transport and fleet services is part of Gateshead Council. We are based at the Civic Centre, Gateshead. We provide the following services:  

  • maintenance, servicing and provision of the entire transport fleet for Gateshead Council 
  • MOT's, taxi vehicle testing as part of the taxi licensing requirements 
  • maintenance of all grounds' maintenance machinery and all associated functions 

This privacy notice provides specific information about how we process your personal data. It is an addition to the information contained in our Corporate Privacy Notice.   

What type of information is collected about you  

We collect personal information to understand your needs and provide services. Information may include: 

  • name 
  • address 
  • contact details, including for those wishing to book MOT's 
  • driving license details 
  • date of birth 
  • black box vehicle tracking information for council vehicles - speeding, times of use, location  
  • health information that is relevant to your driving license  
  • images 
  • racial/ethnic origin 

How we collect information about you  

We collect information about you from various sources to ensure that we meet your needs, including: 

  • from application forms 
  • phone bookings for MOT's 
  • through the DVLA 
  • from driving license checks 
  • from vehicle black boxes fitted to Council vehicles 
  • if you are involved in an incident, we may receive information from insurance companies and legal representatives making claims against the council 

Why we need your information

Our purpose for collecting personal information is to enable us to: 

  • to provide you with a service that you have requested (MOT)  
  • to ensure that all drivers using Council owned vehicles are legally permitted to do so and are not disqualified from driving or have excessive points on their license, 
  • as part of the safe taxi licensing applications 
  • to monitor use of Council vehicles 

The lawful basis for our processing is: 

  • performance of a contract to which data subject is party 
  • legal obligation to which the data controller is subject, Health and Safety at Work Act,   
  • task in the public interest or in exercise of official authority 
  • legitimate interests 

Our lawful basis for processing of sensitive personal data is:  

  • employment, social security and social protection (if authorised by law) 

Who your information can be shared with  

Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery. 

If we wish to share your information with other council services or third parties for purposes outside of those listed above we will ask your permission.   

How long we will keep your information  

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact Transport and fleet services via 0191 433 3000. 

Where your information is held 

Paperwork may be held at Park Road depot and electronically on the Council's servers or on secure cloud-based applications . 

How you can update your information  

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 
  • personal circumstances 
  • postal address  
  • any other information we hold 

Please contact transport and fleet services via 0191 433 3000. 

Your information rights  

Please see the relevant section of our Corporate privacy notice.  

Marketing and e-newsletters  

Please see our email marketing privacy notice.  

Business intelligence, profiling and automated-decision making  

Please see the relevant section of our Corporate privacy notice.  

Protecting your information  

Please see the relevant section of our Corporate privacy notice.   

Data Protection Officer  

Data Protection Officer  

Civic Centre  

Regent Street  


NE8 1HH  

0191 433 3000  

Information Commissioner's Office  

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us. 

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:  

Information Commissioner's Office 

Wycliffe House 

Water Lane 


Cheshire SK9 5AF  

0303 123 1113 or 01625 545 745