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Fleet Privacy Notice

This privacy notice tells you what to expect us to do with your personal information. It should be read in conjunction with our overarching privacy notice. 

Contact details for our Data Protection Officer 

Data Protection Officer
Dorset & Wiltshire Fire and Rescue Service
Five Rivers Health and Wellbeing Centre
Salisbury
Wiltshire
SP1 3NR 

01722 691000 

[email protected] 

What information we collect, use, and why 

We collect or use the following personal information: 

for the following purposes: 

We use Drivetech to administer our vehicle licensing checks and their privacy notice can be found here 

We also collect the following special category information to ensure a driver’s legality to drive DWFRS vehicles: 

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are set out in brief in our overarching privacy notice. You can find out more about your data protection rights and the exemptions which may apply on the Information Commissioner’s Office (ICO) website. 

Our lawful basis for the collection and use of your personal information 

Our lawful basis for collecting or using personal information for fleet purposes are:  

(b) Contract – we have to collect or use the information so we can enter into or carry out a contract.  

(c) Compliance with a legal obligation – we must collect or use the information so we can comply with the law. 

(e) Public task – we have to collect or use the information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours.  

(f) Legitimate interest – we’re collecting or using the information because it benefits the person, our organisation or someone else, without causing an undue risk of harm to anyone. Legitimate interest is our lawful basis for vehicle tracking, telemetry and integrated cameras.  Our legitimate interests are: 

The requisite basis in law for the legal obligation and public task condition comes from: 

Our lawful basis for the collection and use of your special category information 

Our lawful basis for collecting or using special category information for ensuring driver’s legality to drive DWFRS vehicles is:  

(b) Employment, social security and social protection law (if authorised by law) – processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Domestic Law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject. 

The requisite basis in law for the (b) employment, social security and social protection law, condition comes from: 

The associated condition in UK law, set out in Part 1 of Schedule 1 of the Data Protection Act 2018 is: 

Employment, social security and social protection.  This condition is met if the processing is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or the data subject in connection with employment, social security or social protection, and when the processing is carried out, the controller has an appropriate policy document in place. 

Where we get your personal information from 

All personal information used is collected from you (the data subject). 

How we store your information 

Your personal information is maintained securely at all times within a database which is subject to strict security controls to ensure that access is limited to those who need to see it. 

Some of your information is stored in third party systems, these can be found on our Information Asset Register. 

For information on Drivetechs retention policy please see their privacy notice: https://www.drivetech.co.uk/global-business-fleet-solutions/privacy-notice/ 

How long we keep your personal information for 

The period that your information is kept for varies according to statutory requirements and other legitimate business reasons. We have set out these retention periods within our Information Asset Register, which is available upon request to the Information Governance Team if you do not have access to our intranet. 

Who we share your personal information with and why 

Data processors 

Drivetech 

This data processor does the following activities for us: 

Others we share your personal information with and why 

We share information with the Police as required, if we consider a crime has been committed, or we are required to share information with them for the purposes of the prevention and detection of crime.   

We may also share information with our insurance company in the event of a road traffic collision.  

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

0303 123 1113 

www.ico.org.uk/make-a-complaint 

Last updated
January 2025 

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