Privacy policy

1. About this policy

This policy explains how School Transport Innovations handles personal information across the public website, account service, operator and staff portal, council portal, Parent app and Driver app (together, the "Services"). It applies whether an app is used on Android, iOS or the web.

The transport operator, council or other organisation arranging the school transport service will normally be the data controller for passenger, parent, driver, route, contract and journey records. School Transport Innovations will normally act as its data processor and use that information only to provide and protect the Services under the controller's instructions. School Transport Innovations is the controller for information it uses for its own website, account security, platform administration, support, service improvement and legal obligations.

2. Information we handle

• account details, including names, email addresses, telephone numbers, roles, company or council membership and authentication records;
• driver and passenger-assistant identifiers, addresses, contact details, assignments, driving-licence, badge and compliance documents, uploaded images, vehicle details and safety checks;
• student and guardian details needed for authorised transport, including addresses, pickup and destination information, schedules, accessibility, health or safeguarding instructions, attendance and non-travel requests;
• contracts, schools, councils, routes, GPS coordinates, journey events, timestamps, route progress, assignments, cancellations and service notifications;
• incident reports, notes and photographs submitted as safeguarding, compliance or service evidence;
• device and technical information, including platform, app version, notification token, security logs, IP address and diagnostics; and
• communications, support requests, imported contracts and enquiries sent to us or an organisation using the Services.

Information may be supplied directly by a user, entered by an authorised operator or council, imported from a transport contract or email, generated during a journey, or supplied by the user's organisation or device. We do not sell personal information or use passenger or child information for advertising or behavioural profiling.

3. Why we use information

Information is used to plan and deliver school transport; provide authorised journey information; optimise and navigate routes; show service progress; manage delays, non-travel requests and incidents; maintain safeguarding and compliance records; calculate service performance and contract reporting; administer accounts; prevent misuse; support users; meet contractual and legal duties; and improve service security and reliability.

Depending on the controller and circumstances, processing may rely on performance of a contract, compliance with a legal obligation, a task in the public interest, legitimate interests in providing and securing the service, protection of vital interests, or consent where specifically requested. Special-category information is handled only where an additional lawful condition applies, such as substantial public interest, safeguarding, health or social-care purposes, or explicit consent where appropriate.

4. Children's information

The Services support school transport and apply heightened protection to children's information. The apps are provided to authorised adults, drivers and staff rather than directly to children. Access is role-based, organisation-scoped and limited to people who need the information for transport, safeguarding, oversight or support. A parent account displays only children linked to that verified account. The Services do not display advertising, sell children's data or use it to encourage extended app use. Parents, guardians and children able to exercise their own rights should contact the transport operator or commissioning council first about an operational record.

5. How each app uses information and permissions

Parent app

The Parent app uses verified account details and linked-child journey records to display scheduled journeys, service status and notifications. Where enabled by the operator, a parent can submit an AM, PM or whole-day non-travel request for operator approval. The app may request notification permission and stores a secure session credential on the device.

Driver app

The Driver app uses the driver's identity, assigned routes, passenger instructions, vehicle information and journey events to support delivery of a run. It may request camera or photo access for authorised compliance, vehicle or incident evidence. It may use location during an active journey to support navigation, route progress, arrival records and operational oversight. Location is not used for advertising.

Operator, staff and council services

Authorised operator and staff accounts manage contracts, routes, people, vehicles, documents, assignments, approvals and incidents. Council accounts see only contracts and journeys associated with their council across authorised providers, including compliance and spending information. Platform administrators use restricted tools for company and council administration and support.

Council Field Work app

The Council Field Work app is for authorised local-authority officials. It uses the official's council account and may use location at the start and end of a visit to identify nearby schools and timestamp an inspection. Officials can search authorised driver and passenger-assistant badges and vehicle registrations, complete compliance checklists, record notes and optionally use the camera to attach issue evidence. Inspection records and evidence are shared only with the relevant council and operator compliance services. Location and photographs are not used for advertising or tracking.

Device permissions can be changed in operating-system settings, although disabling a permission may stop the related feature working.

6. Who information is shared with

Information may be shared, where necessary, with the relevant transport operator, commissioning council or local authority, authorised staff, drivers and passenger assistants, parents or guardians, establishments, safeguarding professionals, emergency services, and suppliers that host or support the Services under contract. Mapping, navigation, email and push-notification providers receive only the information needed to deliver those functions. Information may also be disclosed where required by law, to protect vital interests, or to investigate security incidents or suspected wrongdoing. Each user receives only the view appropriate to their role, organisation and assigned work.

7. International transfers

We aim to use UK-hosted services where practical. If a supplier processes information outside the UK, the controller will require an approved transfer mechanism and appropriate safeguards, such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum, with security and contractual controls.

8. Retention

Information is kept only for as long as needed for its purpose and to satisfy safeguarding, contractual, insurance, audit and legal requirements. Retention periods are set by the relevant controller and vary by record type. Expired sessions, invitations and password-reset tokens are short-lived. Device notification tokens are removed or replaced when no longer valid. Evidence and operational records are deleted or anonymised when the applicable period ends, unless a legal hold, safeguarding need or active investigation requires longer retention.

9. Security

We use encrypted connections, password hashing, secure session storage, role-based and organisation-scoped access, audit records, restricted administrative access, backups and monitoring. Sensitive mobile credentials are stored using secure device facilities. No online service can guarantee absolute security. Users should protect their credentials, keep devices secure and promptly report suspected unauthorised access.

10. Your rights, corrections and account deletion

Depending on the lawful basis and circumstances, you may have rights to be informed, access your information, correct inaccuracies, request deletion or restriction, object to processing, receive portable information, and challenge solely automated decision-making. The Services do not make solely automated decisions that produce legal or similarly significant effects.

To correct an operational record or request deletion of an app account, contact the transport operator or council named in the invitation, app or service communications. Deleting an account removes access, but the controller may need to retain underlying transport, safeguarding, incident, financial or audit records where it has a lawful reason. You may also email postmaster@schooltransportinnovations.com. We may verify identity and forward the request to the appropriate controller.

You can complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint.

11. Website cookies and app storage

The public website does not use advertising cookies. Secure portals use cookies, and the apps use secure device storage, where necessary for authentication, session security and requested functionality. Notification tokens are used to send requested service messages. Any future non-essential analytics or marketing technology will be introduced only with the required notice and choice.

12. Changes to this policy

We may update this policy when the Services, suppliers or legal requirements change. The latest version will appear at this address with its revision date. Material changes will be communicated through the Services where appropriate.