Transport Policy Correspondence - Privacy Notice


  • Name of service - Transport Policy - Correspondence
  • Directorate - Environment, Transport and Infrastructure
  • Date of issue - 24 May 2018
  • Date of current version - 24 May 2018
  • Review date - 15 February 2025


The reasons why we use your personal data

This privacy notice applies to the functions of the Transport Policy service that oversees county transport policy, including the Surrey Transport Plan, and the development and delivery of major transport schemes for Surrey County Council.

What processing of personal data is undertaken by the service

Your personal data is collated for the purposes of

  • recording correspondence that actions or decisions have been taken as a result of, in order to be transparent about why we have acted in the way we have
  • recording who we have contacted, or been contacted by, how and when contact was made and the purpose of that contact


  • if applicable, recording your support for, commitment to or objection to a scheme which has been used as evidence to support a bid or decision

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

  • Service delivery
  • Service improvement and planning
  • Research
  • Statistical analysis and reporting

What information do we collect?

We record any personal information you supply in your correspondence as we store your correspondence in full without editing it. Personal information you supply might include:

  • Name
  • Postal address
  • Email
  • Organisation(s) you represent
  • Telephone number

How we are allowed to use your personal data

We will use your data in accordance with our legal obligations and our duties to undertake tasks in the public interest under various UK legislation including but not limited to:

  • Highways Act (1980)
  • Local Transport Act (2008)
  • Local Government Act (2007)
  • Localism Act (2011)

Who we share your personal data with

If you are writing in support of a scheme or to confirm a commitment to a scheme, we may share your personal data with a Local Enterprise Partnership or other bodies Surrey County Council submits bids to.

Your correspondence could become the subject of a Freedom of Information request. When someone makes such a request for information that includes your personal data, Surrey County Council will carefully balance the case for transparency and openness under the Freedom of Information Act against your right to privacy under the Data Protection Act in deciding whether to release the information.

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

Data will be retained in accordance with the Surrey County Council countywide data retention schedule.

Other information

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

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