Concessionary Travel Card Privacy Notice

How we use your personal information to process Concessionary Travel Card applications.

The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for Concessionary Travel Card purposes. This information should be read in conjunction with the Council’s corporate privacy notice

1. Who we are, what we do.

Rhondda Cynon Taf’s Integrated Transport Unit administers the Concessionary Travel Card Scheme for its elderly and disabled residents, on behalf of Welsh Government, and in conjunction with Transport for Wales.

2. What and whose personal information we hold?

We hold information about concessionary travel card-holders. This information includes:

Contact Information

• First name(s)
• Surname
• Address
• Contact details, i.e. telephone and email address

Other Personal Information

• Date of Birth
• National Insurance Number
• Photograph

3. Where does the service get my information from?

We obtain this information directly from you either when you complete the application form or from correspondence with us by post, telephone or e-mail.

4. What we will do with your personal information?

We will use the information you provide to;

• Send an application form to you at your request;

• Process your application and print your travel card – your data will then be stored securely in a national system, which is administered by Welsh Government and Transport for Wales (and their service providers) for the purpose of administering the concessionary travel scheme;

• Assess your eligibility and if necessary, contact a medical professional to obtain additional information regarding your assessment for a disabled person’s travel card;

• Advise you of the outcome of your assessment for a disabled person’s travel card;

5. What is the legal basis for the use of this information?

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.

Our lawful basis for processing your information when applying for a concessionary travel card is in line with our ‘Legal Obligation’ as per:

• The Transport Act 2000  http://www.legislation.gov.uk/ukpga/2000/38/pdfs/ukpga_20000038_en.pdf and;
• The Mandatory Travel Concessions (Reimbursement Arrangements) (Wales) Regulations 2001 http://www.legislation.gov.uk/wsi/2001/3764/pdfs/wsi_20013764_mi.pdf

We also ask for your ‘Consent’ to contact you for marketing purposes. We will only contact you and / or share your information in line with your preferences as outlined on your application form. You can change your mind about your marketing preferences, including how we communicate with you by contacting the Integrated Transport Unit (contact details on section 9 below). This will not affect your application for a concessionary travel card.

6. Does the service share my personal information with any other organisation?

For the Service to administer concessionary travel cards, we are required to share information with the following:

Other Council Services:

•   First Response

Other Organisations:

• Health Services (e.g. Medical Professionals, GP, Consultant)
• National Fraud Initiative
• Police
• Transport for Wales

Transport providers:

•   Bus companies will have access to your travel card number only, to claim their reimbursement when you use your travel card. They will not be able to access any of your personal data.

System Suppliers:

• Applied Card Technologies
• ixRM

7. How long will my information be kept?

We will only keep your personal information for as long as is necessary to fulfil the purposes described in this notice.

Your personal information will be retained for 7 years in the format that you originally applied for a concessionary travel card.  Once you have been issued with your concessionary travel card your personal information will be stored securely in a national system, which is administered by Welsh Government and Transport for Wales.  Your personal information will be retained on the national system for 7 years after your travel card has been cancelled.

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

View further details on your information rights and how to exercise them.

9. Contact us

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

By email: transportationservices@rctcbc.gov.uk

By telephone : 01443 425001

In writing: Integrated Transport Unit, Sardis House, Sardis Road, Pontypridd, CF37 1DU