What we do

The Fleet and Waste Strategy team manage the council’s fleet of vehicles and drivers. The team ensures that the fleet is managed effectively, legally and safely.  The team only hold personal data for council staff, not residents.

Why we need your information and how we use it

The information provided to us will be used to undertake the following:

  • Ensure employee eligibility and ability to drive a specific vehicle
  • Ensure the vehicles are driven in a lawful and safe manner
  • Ensure employees drive within legal limits
  • Ensure vehicles are maintained appropriately
  • Improve how the Council plans/schedules works to improve organisational efficiency
  • Improve vehicle usage by services
  • Reduce the environmental impact of the vehicle fleet by improving driving standards and reducing fuel usage
  • Assist in the recovery of broken down or stolen vehicles
  • Assist in fleet improvement projects, such as electrification projects related to the Carbon Neutral Plan
  • Provide evidence in defending insurance claims
  • Responding to complaints, freedom of information requests and investigation of malpractice
  • Investigate and defend insurance claims and prevent fraudulent claims against the Council
  • Assist in the investigation of accidents involving Council vehicles

Failure to provide personal data will result in the employee losing their ability to drive any vehicle on council business.

What is our power to obtain and use personal data?

In accordance with the Goods Vehicles (Licensing of Operators) Act 1995, the Road Traffic Act 1991 and the Health and Safety at Work Act 1974, the council has a statutory obligation to ensure the safety of all employees, residents and road users who come into contact with the council’s fleet.

Under the Health and Safety at Work Regulations 1999 the Council has a duty to control and monitor its health and safety arrangements.

Under the Corporate Manslaughter Act 2007 the Council has a duty to its employees to ensure that its vehicles are roadworthy and safe.

Under the Transport Act 1968, the Working Time Directive and the EU Regulation (EC) 561/2006 the Council has a duty to ensure adherence to Domestic Drivers Hours and broader restrictions on working time.

We rely on the following legal basis:

  • Legal Obligation as the processing is necessary for us to comply with the law.
  • Public task as the processing is necessary for us to perform a task in the public interest or for our official functions.
  • Legitimate interest as the processing helps to ensure that the Council’s vehicles are being used safely, that vehicles provided to drivers are being used appropriately, to ensure that control of all Council vehicles is established at all times and to provide wider societal benefits, such as fuel savings, carbon reduction and air quality improvement.
  • When we collect special category personal information relating to health we do this as the processing is necessary for the purposes of carrying out our obligations in the field of employment under Article 9b of the General Data Protection Regulations.
  • We process your personal information so that we can meet our legal, compliance and regulatory obligations, for legal purposes, such as to respond to a valid legal claim, summons or regulatory order.
  • We also process your personal information for crime prevention and detection purposes.
What type of information we collect

In order to effectively and efficiently manage the council’s fleet the following information is collected, although this will vary depending on vehicle type and usage:

  • Name
  • Address
  • National Insurance Number
  • Driving Licence details
  • Hours spent at work/driving/rest/breaks
  • Driver health
  • Driving qualifications
  • Driving convictions, disqualifications and endorsements
  • Driving locations (GPS) and telemetry including braking, speed, idle times etc.
  • Vehicle maintenance data
  • Vehicle usage data including fuel, RPM, PTO, weight etc.
  • Vehicle camera footage
Who we may share your information with

Your data may be shared with the following:

  • Internal departments
  • Greenwich Services Plus
  • Tracking and telematics service providers
  • Camera service providers
  • Insurance providers
  • Project partners, such as external contractors and service providers
  • Agencies with whom we have a duty to cooperate i.e. police and the Driver and Vehicle Standards Agency (DVSA)
How long we keep your information

Personal data will not be retained for longer than necessary in relation to the purposes for which they were collected.  Personal information regarding employee licence, conviction and address details will only be held whilst the employee is eligible to drive a council vehicle and for up to 1 year after this has been revoked.  Tracking and telematics data will only be held for a maximum period of 2 years unless it is required as part of an ongoing investigation or project, in which case it will be deleted following the conclusion of the investigation/project and associated processes. Camera footage is held for a maximum of 3 months unless it is required as part of an ongoing investigation, in which case it will be deleted following the conclusion of the investigation and associated processes.

Version date
November 2021