Privacy Notice
Volunteer Cornwall’s Community Transport Scheme arranges transport for people who would otherwise find it difficult to access vital services, education and social activities. In order that the arrangements for transport are made and that suitable transport is provided we need to ask for, and store, information about passengers, booking organisations, and volunteer drivers and their vehicles.
Why we collect and use this information
We use this information:
- to create a personal or organisational record of you on our Transport Bookings database
- to ensure that we match suitable drivers and vehicles with passengers
- to ensure that drivers can pick up people from the right place and that if there is any problem that we or our driver can contact the passenger
- to ensure that volunteer drivers’ vehicles are roadworthy and legal
The lawful basis on which we use this information
We collect and use your information:
- Because we have what is known as a ‘legitimate interest’ in holding the information in order to arrange the transport services which people have asked for. What this means is that most people asking us to arrange volunteer-led transport understand that we can only do so if we can tell the driver where they need to go, who they are picking up and give them contact information for the passenger.
- For some types of sensitive information, we will specifically ask your consent to share that information with a volunteer driver. Information where we will specifically ask your consent to share includes:
- Health or Medical information which is relevant to keeping you safe when you travel with one of our volunteers, for instance if the driver is likely to need to help you in and out of the car.
- Where you are travelling to a destination that might tell us information which is sensitive, such as attending a particular type of medical appointment , or where your transport is arranged by the probation service.
Storing your information
We will store your information
- Within our bookings system for 12 months after the date of your journey. This means that regular customers are not asked to provide the same details on multiple occasions.
- Within our archive for 7 years for audit purposes. Once it is archived this data will not be retrievable by staff in their normal business.
Who we share your information with
We will share your information with:
- Our volunteer driver (if you are a passenger, or are arranging transport for someone else)
- Our insurers in the event of an accident.
- Cornwall Council in the event of information coming to light which we feel merits referral to the safeguarding team. We have a legal duty to report such matters whether or not we have your consent to do so.
You also have the right to:
- Object to processing of personal data that is likely to cause, or is causing, damage or distress.
- Withdraw your consent to share your information at any time. We will let you know if your withdrawal of consent is likely to prevent us continuing to provide transport for example if we believe the information is necessary to ensure your safety or wellbeing.
- Review the information we hold about you, correct anything which is incorrect or which you think is upsetting.
- Ask us to stop any future use being made of your details. We will still have to retain a record of your previous interactions with our service but they will not be visible to front-line staff.