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Fleet Management Privacy Notice

Read the privacy notice for Fleet Management.

South Ayrshire Council staff may be required to operate a vehicle as part of their duties of employment. As a vehicle operator South Ayrshire Council has a responsibility to ensure all employees driving on behalf of the Council have the required entitlement on their licence to drive legally on the public highway and are driving in a safe manner in line with Council policies and procedures. To meet this requirement regular licence checks are carried out by Fleet Management and staff may be allocated driver key fobs.

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for.

This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data will we collect from you?

We will only collect the personal information we need to provide you with relevant information, services and support. The personal data we will collect includes:  

Driver DVLA Checks:

Driver Key Fobs

  • Name
  • Address (to verify the address on your licence against our records as part of our checks)
  • Work telephone number (where held)
  • Work email address (where this is not held, completion of a DVLA D906 Form is required this form includes your date of birth)
  • Employee Number
  • Driving Licence Number
  • Certificate of Professional Competence (CPC) Number (if applicable)
  • Digital Tachograph Card Number (if applicable)
  • Name
  • Driver Fob ID Code
  • Routes of Driving
  • Driver Performance

How will we use your information?

Driver DVLA Checks

Driver Key Fobs

Your personal information will be used to validate the driving licence check with the Driver and Vehicle Licensing Agency (DVLA). On completion of the DVLA's online e-consent form, we will check your name and address on our transport management system against your employee record held in the Council's HR database (a paper consent DVLA D906 form is available for completion where employees do not have an email address). Once this validation is complete, your name, address, employee number and driving licence number will be sent to DVLA who will then return the driving licence check information.

Your personal information will be used to establish which driver number you have been allocated, and to ensure that staff who are driving South Ayrshire Council owned vehicles are driving in accordance with the Council's policies and procedures.

Where it is reported your driving standards have failed to meet Council policy or legal requirements this data may be used for investigation purposes, e.g. where traffic violations or parking offences are reported to us.

What is the legal basis for using/sharing your information?

Our legal basis for using and sharing your personal data is that the processing is required for the purposes of carrying out obligations and exercising rights of the Council in the field of employment, i.e. to allow the employee to meet their employment contract requirements where driving on behalf of the Council is a mandatory requirement of a job role.

Who will we share your information with?

Driver DVLA Checks

Driver Key Fob:

The Fleet Management Service will share your personal data with the DVLA to enable them to verify the validity of your driving licence.  They will not share your personal data with any other 3rd party

The Fleet Management service will allocate access to the monitoring of driver information to supervisory staff within the Council assigned with the task of driver monitoring within each service using this facility.

For lone working purposes, driver routes and monitoring may also be tracked by the service, any such tracking will be anonymised on the tracking screen.

This information will not be shared with any other 3rd party.

How long do we keep hold of your information?

Driver DVLA Checks

Driver Key Fob

We will keep your personal data for no longer than reasonably necessary, for the current year plus 6 years, in line with our Corporate Records Retention Schedule.

We will keep your personal data for no longer than reasonably necessary, for the current year plus one year in line with our Corporate Records Retention Schedule.

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. For example, some rights will not apply in this case you do not have the right:

  • to object to the processing of your personal information

However, you do have the following rights and can ask us to:

  • erase your personal information.
  • enable the right to data portability
  • correct your personal information if it is inaccurate;
  • complete your personal information if it is incomplete;
  • restrict the processing of your personal information in certain circumstances.

What are the consequences of failing to provide personal information?

Failure to provide this information will result in you being unable to drive on behalf of South Ayrshire Council. This will include driving Council fleet vehicles, vehicles on hire to the Council and your own private vehicle when used in connection with Council business and as a result may be unable to fulfil your obligations under your employment contract with the Council or re-claim expenses when using your own vehicle.

What about Automated Decision- Making?

The Council does not use profiling or automated decision-making. Some processes are semi-automated (such as data matching for the prevention or detection of fraud), but an actual person will always be involved before any decision is reached affecting any individual.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer

South Ayrshire Council

County Buildings

Wellington Square


KA7 1DR 

Telephone: 01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk


Telephone: 0303 123 1115