Apply for a bus pass

Why we keep your information

We use the personal data provided to allow us to process applications for bus passes as well as bus pass renewals. We provide concessionary bus passes under the Transport Act 2000.

This could include:

•  Basic Personal information, e.g. name, contact details or address
• Data revealing racial or ethnic origin e.g. photographs of yourself
• Health data e.g. Disability related information
• Financial data, e.g. bank statements or utility bills
• Identification records e.g. passport or driving license

All information we record, and hold is handled securely, and in accordance with the law (Data Protection Act 2018 and the UK GDPR.)

How long we keep your information

We will retain your details while your pass is valid. We will securely destroy your information 12 months after your pass expires.

Who we share your information with

If you are a Disabled Bus Pass applicant, you may need to be referred for an assessment where your details (name, address and supporting evidence) will be sent by secure file transfer to our contracted third party. The third-party will contact you to arrange the assessment.

Details of all ENCTS older or disabled bus pass holders are sent to the Cabinet Office for the National Fraud Initiative (NFI). 

The NFI compares data between public and private organisations to prevent and detect fraud. It does not need your consent under Data Protection law or GDPR.

The council may also share data with third-party organisations where we are required to because of a court order, legal duty or statutory obligation.

Our lawful basis for processing

Under Data Protection Law, we are required to have a Lawful Basis for any processing activity involving personal data. For the majority of processing related to Bus Passes we will rely on a lawful basis of:

(e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. This is because we are obliged as the Transport Authority by the Transport Act 2000 to provide concessionary bus passes to those within Staffordshire who are eligible.

There may be times when we rely on another basis, such as consent, legitimate interests or legal obligation. We will always ensure that processing is carried out with an appropriate lawful basis identified in advance.

We are also required to have an Article 9 condition when processing special category data. In most cases, the Bus Pass service will rely upon Article 9(b): Employment, social security and social protection law. This is because we are processing data to assist individuals with a disability in line with our obligations under the Transport Act 2000 and in line with the guidance for assessing eligibility published by the government - Assessing eligibility of disabled people for concessionary bus travel

There may be times when information is processed with another article 9 condition. We will always ensure that processing is carried out with an appropriate lawful basis identified in advance.

Your Rights

The Data Protection Legislation 2018 gives you rights about how organisations handle information about you. Find out more about Your information rights.

How do I request my information?

Requesting your personal information is known as making a subject access request. If you want to find out how to access files held by us, go to the Your information rights page.

Further Information

Further information about how we process personal data, such as how to make a complaint and how to contact the Information Commissioners Office (ICO), can be found via our main privacy notice.