Electric Fleet Management privacy notice

Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use Personal Data about you

We collect and hold personal information relating to the ‘try before your buy’ scheme in relation to the Electric Fleet project to promote the use of electric vehicles within Coventry and reduce the NO2 emissions within Coventry.

  • Contact information
  • business address
  • What your business/field occupation is
  • Telematics Data
  • Dash Cam Footage

We use this information to:

  • To contact you regarding your interest in the trial scheme
  • To help us develop where your local (already installed) charge points are located
  • To make sure we provide you with the best service possible
  • To enter into a hire agreement if you decide to trial a vehicle
  • To provide you with a usage report at the end of the trial using the telematics data
  • Dash Cam footage is for your own protection in the event of an accident for insurance purpose of the Taxi trial

What information do we collect about you?

  • Current vehicle/fleet quantity
  • Monthly mileage usage (estimate)
  • What the van is used for (understand what storage capabilities you need)
  • How many people within the business will need access to the EV/Fleet of vehicles?
  • How long would you want to trial the vehicle/fleet for
  • What benefits do you think this trial could have for your business?
  • Why haven’t you made the switch to electric vehicles before?
  • Telematics data such as (Mileage, carbon footprint, driving behaviour)
  • Dash Cam footage during the trial (will only be viewed in the event of a claim. Footage will be deleted within a month of the trial completion if there is no incident where footage needs to be reviewed)

Who we share your personal data with

The data will be kept within Coventry City Council and will only be shared with the internal Electric Fleet Project Team. If the data from the telematics needs to be shared as part of a case study or final report, permission will be asked of the participant before any activity is taken. Also, the data collected from the dash cams for the taxi trial will only be reviewed in the event of an incident for insurance purposes.

How long will we keep your information?

We will only keep your information for as long as we need to so we can give you the service you need, we will store your information for the duration of the 2 year project so we can continue to support you beyond the trial experience. The dash cam footage will be deleted within a month of the trial completion if there are no incidents during your trial experience.

The council may request to use your information as part of an end of project report/case study, but this will be requested prior to any activity taking place and the participant/business will be asked permission on this.

Your rights

You have the right to:

  1. Ask to see the personal information we hold about you
  2. Ask us to change information we hold about you if it is wrong
  3. Ask us to delete the information we hold about you
  4. Ask us to limit the way we use your personal Information
  5. Ask for human intervention regarding decisions made about you by a computer
  6. Data portability (have your data transferred to another Authority)
  7. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact the Electric Fleet Team: [email protected]           

Complaints

You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision. [email protected]

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.

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