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Vehicle management system privacy notice

Privacy notice for the vehicle management system.

We're committed to protecting your personal data, and ensuring it is processed fairly and lawfully. Information you provide to us will be processed in accordance with the General Data Protection Regulation, Data Protection Act 2018 and subsequent legislation.

Purpose of processing

We have a statutory duty to operate and maintain its vehicle fleet to an acceptable standard, as determined by the Driver and Vehicle Standards Agency, an executive agency of the Department for Transport. To assist with this, we use a council-wide Vehicle Management System (VMS) that monitors the operation and location of our vehicles, including some items of plant.

We also take steps to ensure that its occupational road risk responsibilities are effectively managed and all costs incurred are recovered in the case of a road traffic incidents where we are not at fault. To assist with these, our vehicles may be configured with forward facing dashboard mounted cameras ('dash cams').

The legal basis for processing is:

Article 6(1)(f) – processing is necessary for the purposes of the legitimate interests pursued by the controller or a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

Information collected will not be processed for any other purpose.

Sharing your information

Access to the information we collect is restricted to our officers involved in the legal, financial and administrative processes associated with:

  • managing occupational road risk
  • managing our operations
  • managing third party insurance claims against us
  • recovering costs from third parties where we are a victim
  • managing complaints or allegations against us, our employees and contractors

Information may also be accessed by or supplied to contractors employed by us to undertake work on our behalf.

Information may also be provided to third parties who have a legitimate need to access it, say as part of legal proceedings.

How long we keep the information

The information provided will be kept in accordance with the relevant retention schedule.

keeping your information secure

We are committed to protecting personal data and have data policies and procedures in place to ensure that it is safeguarded. The information will be kept in accordance with these policies.

Your rights

Should you wish to raise any concerns about how we have processed your personal data you can contact the data protection officer, email: or write to:

Data Protection Officer
Derbyshire County Council
County Hall

You also have the right to contact the Information Commissioner.

For further information on how we process personal data, please contact the data protection officer, email:

If you would like a copy of this information in a different format, please email: