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Fleet Operations

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Privacy Notice

This Privacy Notice explains how we use the information that we collect about you.

Fife Council Fleet Operations uses the personal information provided by you in order to carry out and deliver fleet management and maintenance services..

In order for us to deliver this service, it is necessary for us to collect and use information about you. The information collated and held will vary and depend on the nature of the service(s) provided.

We collect and process your personal data for the purposes of carrying out the following activities:

  • Provision of fleet items under a contract hire agreement, internally or externally sourced.
  • Insurance/avoidable damage management and administration.
  • Funding of fleet items including purchase and disposal.
  • Conformance to Operator Licensing requirements and other statutory legislation.
  • Preparation of fleet specification and evaluation of tenders for new items.
  • Legislation updates, administration of drivers' instruction manual.
  • Co-ordination of Council driver/operator assessment/training programmes.
  • Driver CPC (Certificate of Professional Training) Approved Centre Bankhead Central.
  • Fleet Management and administration.
  • Fuel Management of internal fleet.
  • Provision of vehicle and plant hire.
  • Taxi/private car hire inspection and testing.
  • Approved DVSA MOT test stations.
  • Approved DVSA ATF (Authorised Test Facility - In-House).
  • Pool car provision and administration.

We have a statutory function to carry out our service in terms of various pieces of legislation, including, but not limited to:

Goods Vehicles Legislation: The Goods Vehicles (Licensing of Operators) Act 1995

  • The Road Vehicles (Construction and Use) Regulations 1986 and (Amendment) Regulations 2017
  • Road Transport Operator Regulations 2011
  • Road Traffic Act 1988
  • Civic Government (Scotland) Act 1982

Fife Council Fleet Operations uses the personal information provided by you in order to carry out and deliver fleet management and maintenance services..

In order for us to deliver this service, it is necessary for us to collect and use information about you. The information collated and held will vary and depend on the nature of the service(s) provided.

We collect and process your personal data for the purposes of carrying out the following activities:

  • Provision of fleet items under a contract hire agreement, internally or externally sourced.
  • Insurance/avoidable damage management and administration.
  • Funding of fleet items including purchase and disposal.
  • Conformance to Operator Licensing requirements and other statutory legislation.
  • Preparation of fleet specification and evaluation of tenders for new items.
  • Legislation updates, administration of drivers' instruction manual.
  • Co-ordination of Council driver/operator assessment/training programmes.
  • Driver CPC (Certificate of Professional Training) Approved Centre Bankhead Central.
  • Fleet Management and administration.
  • Fuel Management of internal fleet.
  • Provision of vehicle and plant hire.
  • Taxi/private car hire inspection and testing.
  • Approved DVSA MOT test stations.
  • Approved DVSA ATF (Authorised Test Facility - In-House).
  • Pool car provision and administration.

We have a statutory function to carry out our service in terms of various pieces of legislation, including, but not limited to:

  • Goods Vehicles Legislation: The Goods Vehicles (Licensing of Operators) Act 1995
  • The Road Vehicles (Construction and Use) Regulations 1986 and (Amendment) Regulations 2017
  • Road Transport Operator Regulations 2011
  • Road Traffic Act 1988
  • Civic Government (Scotland) Act 1982

The personal information we gather and may use includes name, address, contact details, date of birth, address history, gender, age, email, phone number/s, NI number, payroll, professional qualifications, driving licence, medical. We also hold identifiers - for example reference numbers used in data collection systems to identify you.

At times, we will share your information with internal partner services as well as external partners and organisations. These include:

  • Association for Public Service Excellence (APSE)
  • Driver and Vehicle Licensing Agency (DVLA)
  • Driver and Vehicle Standards Agency (DVSA)
  • Internal and External Audit
  • Other Council Services
  • Other Government Bodies
  • Other Local Authorities
  • Other Professional Bodies eg FTA, SOE
  • Police Scotland
  • Suppliers/Contractors

We may share some of your information with our contractors and suppliers to enable us to deliver our services.

We receive information about you from:

  • Details that you provide us on paper forms, over the phone, by email, using online forms, or in face-to-face meetings such as service review meetings, conferences and seminars.
  • Information provided to us by people in other agencies eg GP's or other medical professionals, Police Scotland (Corporate), educational establishments.

In the event that we did not obtain and use this information then it would not be possible to carry out our statutory functions.

Fleet Operations do not use any automated decision making or profiling tools.

The Council will not keep your information for longer than is necessary. In some instances the law sets the length of time information has to be kept. The Council has a retention schedule which sets out how long we hold different types of information. This can be found here.

Further information on how your information is used and why can be found at fife.gov.uk/privacy. The Council's Data Protection Officer can be contacted at: dataprotection@fife.gov.uk.