Community Transport service privacy notice

The Community Transport Service forms part of Milton Keynes Council. This Privacy Notice sets out how we deal with your personal information within this Service. It links in with the Council’s Corporate Privacy Notice so therefore should be read alongside it. Read the Corporate Privacy Notice here.

Who we are

Community Transport offers an accessible, door to door transport service, in and around Milton Keynes. Registered users of the service include vulnerable adults, disabled and the elderly.

Everything we do with information about people, such as how we collect it and who we share it with, has to comply with the Data Protection Act and the General Data Protection Regulation (GDPR) that came into force in May 2018.  A key part of this is being open about what personal information we hold about you, how we use it, who we share it with, how long we keep it for, etc. You also need to know what rights you have in this respect.

What information do we hold?

Most of the information we hold starts as a result of:

  • An individual directly contacting us wanting to use one of our services.
  • Another organisation, such as Social Services, making a referral to us, generally on the individual’s behalf and with their knowledge.

We also sometimes hold some information about individuals that other organisations are required to provide to us. This may include organisations like the police/NHS, etc.  They will have their own Privacy Notices that explain what information they collect and who they share it with.

Personal information that we currently hold within Community Transport includes the likes of name, address, phone number, email address, etc.  We also hold sensitive personal data (referred to as Special Categories of data under GDPR) disclosing an individual’s disabilities and medical conditions.

Why do we have it and what do we use it for

We have a public duty to provide the above services which are in the vital interest of our customers; and to deliver these we need to collect and use personal information of those using or affected by these services.

If you access our services then the requirement mentioned above will be our lawful basis for collecting and using your personal data, as we can’t provide you with the service without it.

Whenever we use information, we always limit this to only the details that are needed and we ensure that it is used safely and securely. We require anyone we share information with, or who uses it on our behalf, to do so too. All our staff receive training on data protection and information security.

All of the personal information we hold is kept securely on our Council servers and is therefore held within the UK.

Who we share information with and why

We share information with a range of different types of people and organisations depending on the service being provided or the statutory requirement that we have to comply with.  The types of recipients include:

  • Service users (and families where relevant)
  • Our contractors: organisations that we commission to provide goods and services
  • Law enforcement agencies, such as Thames Valley Police (if requested)
  • Regulatory bodies, investigators and ombudsman (for example Ofsted, CQC, Local Govt Ombudsman)
  • Councillors and political parties (if requested)

How long we keep hold of information for

We only keep information for as long as it is needed. This will differ according to what information we hold and its purpose. It will be based on either a legal requirement (where a law says we have to keep information for a specific period of time) or accepted business practice. Within our Service, we keep Membership applications/ Customer information whilst using our service and for 12 months after last use.

What rights you have

You have various rights around the data we hold about you. More information on these can be found on our Corporate Privacy Notice here

If you wish to access a copy of your personal information, or are unhappy with any aspect of how your information has been collected and/or used, you can make a complaint to the corporate Data Protection Officer.

Data Protection Officer contact details


Tel. No: 01908 254900

Post: Data Protection, Milton Keynes Council, Civic, 1 Saxon Gate East, Milton Keynes, MK9 3HS