Privacy policy
Overview
This privacy notice applies to Transport for the South East communications and stakeholder engagement activities. We take data protection seriously; please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely, and will not be processed unless the requirements for fair and lawful processing can be met.
Date of issue: 20 April 2024
Review date: 20 April 2025
Who are we?
Transport for the South East is the Sub-national Transport Body (STB) for the South East of England. We are a partnership bringing together local authorities, representatives from protected landscapes, and national delivery partners to make the case for investment in our region’s strategic transport networks and infrastructure.
The Data Protection Act
Under the General Data Protection Regulation (GDPR) (EU) 2016/679, we have a legal duty to protect any information we collect from you. We do not pass on your details to any third party unless you give us permission, or if we are legally obliged to do so, or it is for the prevention or detection of crime or fraud.
What type of information is collected from you?
To provide relevant communications and access to our Centre of Excellence site, we will collect the name, job title, email address, name of organisation, and, if appropriate, the type of organisation you represent, e.g. business, local authority, transport operator, etc.
For engagement activities, we may collect additional data, including special category data, individual privacy notices will be provided, where appropriate.
We will also collect information on political affiliation for elected members of local authorities and Members of Parliament where this information is already in the public domain.
In some circumstances, we may search for information about you from third parties and webpages, to help us understand how we can tailor event invitations and communications activities. We may use this data to reach out to you, but we will not retain it without explicit consent.
How is your information used?
The data will be used to provide relevant communications about the work of Transport for the South East. Your information will never be sold for direct marketing purposes.
We aim to maintain high standards, adopt best practice for our record keeping, and regularly check and report on how we are doing. Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
What is the legal basis for processing your information?
The legal basis for our use of this information is your consent – we will only retain your details if you have positively indicated that you are happy for us to do so.
If you want to remove your consent, please contact us at the following email address tfse@eastsussex.gov.uk and we will deal with your request.
We may retain personal data on elected officials across our region, under the legal basis of legitimate interest.
How long will your information be kept for?
We will keep your data within our stakeholder management system until you unsubscribe.
You will also have the opportunity to review your communications preferences annually.
Sharing your information
Any sharing of personal data is always done:
• on a case-by-case basis;
• using the minimum personal data necessary;
• with the appropriate security controls in place; and
• in line with legislation.
Information is only shared with those agencies and bodies who have a “need to know” or where you have consented to the sharing of your personal data with such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
If you chose to voluntarily post submissions to our Centre of Excellence site, be aware that such information is viewable by anyone else on that site.
Use of third-party organisations
We may share your information with trusted external organisations to process your data on our behalf.
To effectively manage and provide you with a comprehensive range of services, Transport for the South East makes use of expert third-party service providers to perform functions and/or provide services on our behalf (such as email newsletters and events management communications). These third-party service providers (“Data Processors”) may use your personal information to assist Transport for the South East or to provide the agreed service to you on our behalf. All our Data Processors are bound by strict contractual terms to ensure that your personal information will be protected appropriately.
Our stakeholder management database, Tractivity, is used to manage and track stakeholder activity effectively. Data including name, organisation, job title, and email address, is stored in Tractivity. The database is also used for event management, email newsletter publication, and surveys.
Any organisation commissioned by Transport for the South East will be under contractual obligation to comply with data protection legislation.
Your rights
Under data protection legislation, you have the right:
• to be informed why, where, and how we use your information;
• to ask for access to your information;
• to ask for your information to be corrected if it is inaccurate or incomplete;
• to ask for your information to be deleted or removed where there is no need for us to continue processing it;
• to ask us to restrict the use of your information;
• to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information;
• to object to how your information is used; and
• to challenge any decisions made without human intervention (automated decision making).
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please contact us:
Email: tfse@eastsussex.gov.uk
Transport for the South East
County Hall
St Anne’s Crescent
Lewes
BN7 1UE
East Sussex
To complain about the use of your information, please contact East Sussex County Council’s Customer Services Team or its Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner’s Office for further information or to make a complaint:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
Email ICO
Report a concern on the ICO website
