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Privacy notice - Fleet Services

Who are we and what do we do?


Middlesbrough Council are responsible for the procurement, maintenance, leasing and operation of vehicles controlled by Middlesbrough Council and provide MOT tests for members of public and licensed taxis.

What type of personal data do we collect and how do we collect it?


We collect personal data such as name, date of birth, contact details, vehicle registration or identification numbers, driver license number, and payment details. We occasionally use location and vehicle operation data. We also collect ‘special category’ data including health information and criminal conviction data. We obtain this information from members of the public and employees via phone conversations, email, in person, or complaints and claims. We also obtain some information from third parties from online databases, telephone calls emails and correspondence. 

How the Law allows us to use your personal data


We use this personal data to comply with our ‘legal obligations’ and to carry out ‘public tasks’ based in law. We use special category data where there is a ‘substantial public interest’ such as statutory and government purposes. Some of the laws that require or allow us to use personal data include the Environmental Protection Act 1990, Equality Act 2010, Health and Safety at Work Act 1974, Local Government Act 2003, Road Traffic Regulation Act 1984, the Road Traffic Act 2016, Local Government (Best Value Authorities) (Power to Trade) (England) Order 2009, Localism Act 2011, Public Passenger Vehicles Act 1981, Goods Vehicles (Licensing of Operators) Act 1995 and Home-to-School travel and transport statutory guidance.

What is your personal data used for?


We use your personal information for vehicle procurement, vehicle adaptations, vehicle and machinery repairs and servicing, mini bus driver training, MOT tests and a car hire service. We also use personal data relating to vehicle operation and vehicle tracking of Middlesbrough Council controlled vehicles on a case by case basis in circumstances where the vehicle is missing or staff cannot be contacted, the reporting and investigation of any damage and incidents, complaints made against a Council staff member, dealing with any offences (e.g. speeding), insurance claims, or any other functions designed to protect the public.

Will your personal data be shared?


We share your personal information where we have a business need or the law requires us to do so with other Council service areas such as the Licensing, Complaints, Insurance, or Health and Safety Teams and third-parties such as the Driver and Vehicle Standards Agency (DVSA), Driver and Vehicle Licensing Agency (DVLA), Police, and Insurers.

How do we keep your personal data secure?


We use the following measures to ensure that your personal data is secure: data protection and security policies, information security incident reporting, data and device encryption, system and data access controls, user accounts and passwords, physical and environmental security, staff vetting practices, staff training and awareness, data back-ups, ICT network penetration testing, and business continuity and disaster recovery plans.

How long will we keep your personal data?


We only keep your data for as long as the Law requires it and this is set out in our ‘records management retention schedules’.

Is your personal data processed overseas?


No, the personal data is processed and stored only in the UK.



We will only send you ‘public service messages’ about when your next MOT or service is due.

What are your information rights?


Your Information Rights are set out in law and, subject to some exceptions, you have the:

  • Right to rectification - to ask for information to be corrected
  • Right to erasure - to have your personal data deleted
  • Right to object - to how your data is used
  • Right to restriction - to request limits on how your data is used
  • Right to portability - to request that we move your data to another organisation
  • Right of subject access - to request a copy of data the Council holds about you

Making a complaint


If you have a concerns about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner's Office. Visit the website of the Information Commissioner's Office.



If you would like to discuss anything in this privacy notice or your information rights, please contact:

The Data Protection Officer
Middlesbrough Council
PO Box 500, Middlesbrough, TS1 9FT
Phone: 01642 245432
Email: dataprotection@middlesbrough.gov.uk