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Home to school transport (Additional needs) Privacy Notice

Who we are and what we do  

The Home to School Transport Team is based within Commissioning, Performance and Service Development, part of Integrated Adults and Social Care Services at Gateshead Council.  

We are based at the Civic Centre and provide support with home to school and college travel (taxi provision) for eligible children where we consider it necessary following an assessment.  

This privacy notice provides specific information about how the Home to School Transport Team process your personal data and is an addition to the information contained in our corporate privacy notice.

What type of information is collected about you 

  • name 

  • address 

  • email address 

  • telephone number 

  • date of birth of applicant 

  • applicants medical condition including mobility, behavioural issues and Educational Health and Care Plan details 

  • contractor details including name, address, email address, telephone number, trader information including applicable licenses medication needs and interventions 

  • family circumstances 

  • school/college attended including attendance details 

How we collect information about you 

We collect information about you from a number of sources including: 

  • application form 
  • medical information including your child's Education Health Care Plan  

Information is collected in the following ways and this information is recorded within our electronic case management, financial and procurement systems: 

  • face to face   
  • by secure email    
  • by post  
  • by telephone  
  • online referral form 

Why we need your information 

Our purpose for collecting your personal data is: 

  •  to enable us to assess your application, or any appeals against a decision we make in relation to your application, and identify services to meet your needs.  

For providers our purpose is: 

  •  to ensure services are commissioned in accordance with council regulations.  

The lawful basis for our processing is: 

Legal obligation: Home to School Transport Guidance for LA's (Statutory) 2014 


  • The Education Act 
  • The School Information (England) Reg 2002 
  • Equality Act 2010 
  • Schools Admission Code 
  • European Convention of Human Rights 
  • The School Travel (Pupils with Dual Registration England) Regulations 2007 
  • Public Service Vehicles (Carrying Capacity) Regulations 1984 
  • The School Standards and Framework Act 1 

Our lawful basis for processing of sensitive personal data is: 

  •  Health or social care with a basis in law. 

Who your information can be shared with 

Our Corporate Privacy notice sets out the general types of information sharing that the Council carries out to fulfil statutory obligations, legal requirements and service delivery. Commissioning, Performance and Service Development can share your information with: 

  • schools and colleges 
  • transport contractors and their drivers/passenger assistants 

Our lawful basis for this sharing is a statutory legal requirement and your consent is not required.  

If we wish to share your information with other council services or third parties for purposes outside of those listed above, we will ask for 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 about this please contact Business and Assurance Manager at 

Where your information is held 

Information is held electronically in secure Council internal spreadsheets and on the Synergie System, education and transport modules. 

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 of the other information we hold 

Please contact:

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