Introduction
Active Travel England is an executive agency to the Department for Transport established to enable more walking, wheeling and cycling. To effectively manage our engagement with local authorities and other stakeholders, we have implemented a case management system (CMS), to manage our distribution lists and records of correspondence.
What data we are collecting and how we will use it
We are processing the following personal data:
- your first and last name
- your email address
- your employer or local authority you are aligned to
- your job title and seniority
- elected member status, where applicable
- meeting attendance and minutes
Personal data is required to effectively record our communication with stakeholders and maintain our distribution lists. We hold information on your job type and employer to ensure our communications reach the appropriate audience.
Our lawful basis for collecting your data
Under data protection law, the lawful basis for processing your data is:
Article 6(1)(e) – public task
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
Data sharing
Your data will be kept on the CMS, with access restricted to named users in ATE and contractors working on the CMS. The CMS is hosted on Microsoft Dynamics 365 and the Power Platform, these are Software as a Service based offerings provided by Microsoft.
How long we retain the data
Your personal data will be kept by us for the duration of your involvement with ATE. ATE will carry out a review of the data at 12 monthly intervals and update the data as necessary.
We need to keep the personal data to ensure that assurance on active travel intervention decisions has a clear audit trail. This will be 5 years as per routine casework.
Data will be removed from the system following the expiry of the retention period.
Further information
For more information about your rights in relation to your personal data, how to complain or how to contact the DfT Data Protection Officer, view our Personal Information Charter.