Northern Ireland Concessionary Fares Scheme – Privacy Notice

Data Controller:

• Telephone: 028 9054 0551
• Email: smartpass@infrastructure-ni.gov.uk

The UK General Data Protection Regulation has been introduced from 31 January 2020 and this Privacy Notice, which incorporates new requirements, outlines how we collect, use, share and store your information and replaces the previous Data Protection Statement within the Northern Ireland Concessionary Fares Scheme Terms and Conditions.

Why do we need your personal information?

We request personal data to confirm eligibility for the Northern Ireland Concessionary Fares Scheme and to manage and operate the Scheme. In addition, if you are a member of a Rural Community Transport Partnership and use your SmartPass to confirm eligibility to travel at a reduced rate under the Assisted Rural Travel Scheme, your personal details are needed to manage and operate the Assisted Rural Travel Scheme.

If the Department cannot collect, process and/or verify your personal information you may not be eligible to participate in the Northern Ireland Concessionary Fares Scheme or the Assisted Rural Travel Scheme.

We process your personal data lawfully under Article 6 (1) (e) of the UK General Data Protection Regulation. Article 6 (1) (e) relates to the lawful processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.

The Northern Ireland Concessionary Fares Scheme is provided under Article 5 of the Transport (Northern Ireland) Order 1977, to allow travel concessions on public transport throughout Northern Ireland.

The Assisted Rural Travel Scheme is provided under Section 36 of the Transport Act (Northern Ireland) 2011.

What categories of personal data are you processing?

Personal Information: Name, Address, Date of Birth, National Insurance Number, Telephone Number, Photograph, Signature and Confirmation of Residency.

Special Category: Medical details.

The personal data we hold about you is gathered when:

• You make an application for a Concessionary Fares SmartPass;
• You corroborate an applicant’s identity on an application for a Concessionary Fares SmartPass;
• You complete a renewal application form for a Concessionary Fares SmartPass;
• You advise us that your circumstances have changed;
• We require further information from you or a third party to support your application for a Concessionary Fares SmartPass; or
• When you use your SmartPass to obtain a travel discount under the Assisted Rural Travel Scheme.

This information will be used, as appropriate, to enable us to:

• make a decision on your application;
• manage and operate the Concessionary Fares Scheme;
• complete our response to any queries or comments you may have;
• produce and disseminate official statistics and research; and
• manage and operate the Assisted Rural Travel Scheme

Should you be successful in an application for a Concessionary Fares SmartPass then the following information will be contained on your SmartPass for the purposes of verification and the prevention of fraud;

• Name;
• Photograph;
• Date of Birth;
• SmartPass card number; and
• Signature.

The SmartPass card expiry date will also be displayed on the SmartPass.

Do you share my personal data with anyone else?

The Department for Infrastructure are the Data Controller for your personal data in respect of the administration of the Scheme. A number of organisations support the administration of Scheme and handle your personal data on our behalf and under instruction. These organisations, as “data processors” conduct the following work:

• Translink: Recording SmartPass applications (including renewal applications or change in details) in the Concessionary Fares Card Management System and subsequent processing of applications; answering enquiries on applications and SmartPasses;
• ESP: Recording SmartPass applications (including renewal applications or change in details) in the Concessionary Fares Card Management System and subsequent processing of applications including storage of applications and printing of SmartPasses;
• Department for Communities: Confirm eligibility and continuing eligibility for a SmartPass because of an entitlement to mobility elements of Disability Living Allowance benefit or Personal Independence Payment benefit;
• Rural Community Transport Partnerships: Confirm eligibility to a travel concession under the Assisted Rural Travel Scheme.

If necessary, we will share your personal data with enforcement agencies for the purpose of the prevention and detection of crime. We may also share your information with Northern Ireland Statistics and Research Agency for the purpose of research and the production of official statistics.

How long do you keep my personal data?

The databases holding Concessionary Fares applications are located in the UK and are subject to security oversight and review in compliance with agreed Government standards. Documentation in paper format is similarly subject to oversight and review.

We will only retain your data for as long as necessary to process your application and regularly check scheme eligibility. Should your SmartPass expire and not be renewed, your data will be deleted two years after the date your SmartPass expired. If your SmartPass is no longer required and deactivated, your data will be deleted two years after the date your SmartPass was deactivated.

We keep our retention periods under review and will update this section of the Privacy Notice should we make changes.

What are your rights with respect to your personal information?

You have the right to:

• obtain confirmation that your data is being processed, and access to your personal data;
• have personal data rectified if it is inaccurate or incomplete;
• have your personal data erased and prevent processing in specific circumstances;
• to ‘block’ or suppress processing of personal data, in specific circumstances;
• You have the right to object to the processing, in specific circumstances.

How do I complain if I am not happy?

If you are unhappy with any aspect of this privacy notice, or how your personal information is being processed, please contact the Departmental Data Protection Officer at:

• Telephone: 028 9054 0806
• Email: dfigdpr@infrastructure-ni.gov.uk

If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Telephone: 0303 123 1113
• Email: casework@ico.org.uk
• Web: https://ico.org.uk/global/contact-us/

If this document is not in a format that meets your needs please contact us. We will be pleased to provide additional copies of this document in accessible formats. We will also consider any requests for the document to be produced in alternative languages.

You can contact us by writing to us at the address below or by

• Email: smartpass@infrastructure-ni.gov.uk
• Telephone: 028 9054 0551
• Text relay prefix (18001)

Last Updated June 2024