Electric Towns and Cities (ETCI) – Guildford Project – privacy notice


  • Name of Service - Strategic Transport Group
  • Directorate - Environment, Transport and Infrastructure
  • Date of issue - 17 July 2023
  • Date of current version - 17 July 2023
  • Review date - 17 July 2026


The reasons why we use your personal data

This privacy notice applies to the functions of the Electric Towns and Cities – Guildford (ETCI) Project, within the Strategic Transport Group that carries out implementation of air quality improvement measures on the A3 in Guildford within Surrey.

The ETCI – Guildford Project is being delivered in partnership with National Highways and Guildford Borough Council, with funding from National Highways.

What processing of personal data is undertaken by the service

Your personal data is collated for the purposes of processing applications, ensuring compliance with terms and conditions of the scheme, providing updates and answering queries to deliver the ETCI scheme.

In addition, we collect your personal data for the following:

  • Prevention and detection of crime or fraud
  • Statistical analysis and reporting

What Information do we collect?

Accredited dealerships and applicants:

Name, job title, address, email address, telephone number, organisation name and Companies House registration number, bank details, financial returns, VAT registration number, Dealership Franchise Number and Financial Conduct Authority Number

Electric Vehicle Grant Applicants:

Sole trader, partnership, company or charity name, address, email address, telephone number, Companies House registration number, financial returns including financial status of organisation or sole traders, VAT registration number, and evidence of journeys on the qualifying section of the A3 could include contracts and invoices. Vehicle: registration numbers, sales information, V5, insurance, tax and MOT, vehicle telematics with geo-fenced to a location on the A3 to log journeys on the A3 and monitor that telematics unit is on and operating correctly.

Active Travel Scheme:

Sole Trader, partnership or business: name, address, telephone number and email address.

How we are allowed to use your personal data


To process your personal data, we will explain to you what we are asking you to agree to and why. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following email addresses and we will deal with your request.

For applicants email: ETCIqueries@surreycc.gov.uk

For dealerships email: ETCIdealership@surreycc.gov.uk

Who we share your personal data with

Data will be shared with various departments within SCC, such as audit, finance, procurement and complaints.

In addition, data will be shared with:

  • Approved dealerships
  • Telematics company
  • Guildford Borough Council
  • Consultants or contractors employed to work on the scheme
  • Active travel company
  • National Highways – high level anonymised data only

Automated decision making (when computers make any decisions about you)

We do not use automated decision-making.

Personal data being sent or processed outside of the UK and EU

We do not send or process data outside of the UK and EU.

Retention of data

Telematics data will be retained for 5 years. All other data will be retained for 7 years.

Other information

For further information on our privacy notices, please see information and privacy.

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