Privacy Notice – SME Fleet Analysis Support Scheme

Who are we? 

Transport Scotland is an executive agency of the Scottish Government and the data controller for personal data processed as part of the SME Fleet Analysis Support scheme. 

This Privacy Notice explains how and why we collect, use, store and share your personal information in connection with this scheme.

What this scheme is

The SME Fleet Analysis Support scheme provides grant funding to support small and medium-sized HGV operators in Scotland to understand and plan their transition to zero-emission vehicles. 

Funding supports the production of a fleet decarbonisation analysis report, typically delivered with a consultancy, university, or analytical provider.

What personal data we collect

We collect limited personal data necessary to administer the scheme, including:

  • Name, job title, and organisation 
  • Business contact details (email address, phone number)
  • Your role in the application or project
  • Contact details for your finance team, reporting, and grant administration
  • Information provided within application forms, grant agreements, and reports

How we collect your data

We collect personal data directly from you or your organisation through application forms, grant offer letters and correspondence and from consultants acting on the behalf of SME fleet operators. 

How we use your personal data

We process your personal data to:

  • Assess eligibility and evaluate applications
  • Award and administer grant funding
  • Communicate with applicants and delivery partners
  • Receive and assess fleet analysis reports
  • Monitor, evaluate, and report on scheme outcomes

Processing is limited to what is necessary and proportionate to deliver the scheme and manage public funds, in line with UK GDPR principles.

Legal basis for processing

We rely on the following lawful basis:

  • UK GDPR Article 6(1)(e) – Public task

This processing is necessary to perform functions carried out in the public interest and under official authority, including delivery of transport and climate policy objectives. 

This includes functions under:

  • The Transport (Scotland) Act 2019
  • Delivery of the National Transport Strategy

Who we share your data with

We share your personal information with the third parties outlined below. We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.

We may share your data with:

  • Internal Transport Scotland teams (policy, finance, audit and assurance)
  • Policy development and research partners, where agreed, to support development of the HGV decarbonisation evidence base

You may also agree to:

  • Sharing contact details with relevant stakeholders (e.g. infrastructure providers, financiers, manufacturers) to support collaboration

We will only share information:

  • Where it is necessary, lawful, and proportionate
  • Under appropriate agreements, contracts, or controls

Where there is a suspicion of fraud or misuse, we may share your personal and/or transactional details with the Crown Office and Procurator Fiscal Service, Police Scotland, and other relevant public authorities (and bodies which provide services to public authorities in Scotland) listed in Schedule 8 of the Digital Economy Act 2017.

How long we keep your data

We retain personal data in line with Transport Scotland’s records management and retention schedules, and only for as long as necessary to deliver the scheme, meet legal obligations, and support audit and evaluation activities.

The main retention periods applied to this scheme are:

  • Grant application and administration records (including application forms, assessments, grant agreements, and claims):
  • Retained for up to 5 years after the end of the scheme or final grant payment, then reviewed and securely deleted where appropriate
  • Financial and payment records (including bank details and claim evidence):
  • Retained for up to 7 years after final payment, to meet audit and financial accountability requirements
  • Fleet analysis reports and supporting outputs:
  • Retained for up to 5 years after scheme closure. 
  • Reports may be anonymised and retained for longer where necessary for research, evaluation, or policy development
  • Scheme management and evaluation data:
  • Retained for up to 5 years after scheme closure, with key outputs potentially retained longer for policy and evidence purposes

Personal data is not kept for longer than necessary. Where possible, data will be deleted or anonymised once it is no longer required.

Where we store your personal data

Your personal information may be stored inside the UK, the European Economic Area (EEA) or outside the EEA. 

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with UK GDPR, such as adequacy regulations or the use of approved international data transfer agreements.

How we keep your data secure

We use appropriate technical and organisational measures to protect your data, including:

  • Secure IT systems with role-based access controls
  • Use of secure document management systems
  • Secure data sharing platforms where appropriate
  • Staff training and clear procedures for handling personal data

These controls help reduce risks such as unauthorised access, data loss, or human error.

Your rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion (where applicable)
  • Restrict or object to processing

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Contact details

Transport Scotland
177 Bothwell Street
Blythswood New Town
Glasgow
G2 7ER

Email: fleetsandinfrastructure@transport.gov.scot 

Data Protection Officer Email: dpa@transport.gov.scot

Complaints

You can contact the Information Commissioner’s Office at https://ico.org.uk or call 0303 123 1113 if you are unhappy.

Changes to this notice

We may update this notice periodically.