Privacy Policy

Policy reviewed on: 2026-03-31

1. Introduction and Data Controller

The Bus Centre of Excellence (BCoE) is a programme hosted by the Chartered Institution of Highways & Transportation (CIHT). CIHT is the registered data controller for all BCoE activities under UK data protection law. BCoE operates within CIHT's legal, operational, and data governance framework.

This privacy notice explains what personal information we collect about you, how we use it, your rights in relation to it, and how to contact us. It applies to all BCoE activities, including membership, events, the BCoE newsletter, website use, and activities delivered in partnership with the Department for Transport - including the BCoE Bus Forum.

CIHT is committed to protecting your personal data and processing it lawfully, transparently, and fairly, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please note that references to 'we', 'us', or 'our' in this policy refer to CIHT acting on behalf of BCoE. References to 'BCoE' and 'CIHT' may be used interchangeably except where context requires otherwise.

2. Personal Information We Collect

We may collect and process the following categories of personal data:

Identity and contact information: name, job title, employer, telephone number, email address, and postal address.

Professional information: professional qualifications, institutional affiliation, areas of expertise, and interests.

Event and membership data: registration details, attendance records, networking preferences, and speaker information.

Communications: copies of correspondence, enquiries, or feedback you submit to us.

Website usage data: IP address, browser type, pages visited, and session data, collected via cookies and analytics tools.

Optional equalities data: where you voluntarily provide it, gender and ethnicity. These are used only for diversity monitoring.

3. How We Use Your Personal Data - Lawful Bases

We identify a lawful basis for each purpose for which we process your personal data, in accordance with Article 6(1) of the UK GDPR. The lawful bases we rely on are:

Lawful Basis	When we rely on it
Performance of a contract	Carrying out obligations arising from your BCoE membership or event registration; notifying you of changes to services.
Legitimate interests	Administering membership and events; managing our website; circulating the newsletter; operating BCoE networks and forums (see Section 4 for detail).
Consent	Sending marketing or promotional communications; processing special category data such as ethnicity for diversity monitoring. Consent may be withdrawn at any time.
Legal obligation	Where processing is necessary to comply with a legal obligation to which CIHT is subject.

4. Legitimate Interests

We rely on legitimate interests under Article 6(1)(f) of the UK GDPR for the following activities, having assessed that our interests are not overridden by your rights and freedoms:

Administering BCoE and CIHT membership accounts and processing membership applications.

Operating BCoE networks, forums, and peer-learning groups, including the BCoE Bus Forum.

Managing event bookings and attendance records; recording speaker information.

Circulating the BCoE newsletter and other communications to members who have indicated a preference to receive them.

Sharing relevant data with event co-organisers and co-hosts to facilitate networking and event delivery.

Identifying duplicate accounts between BCoE and CIHT to maintain accurate membership records.

Managing BCoE's website, database, and digital platforms, including CIHT Connect and CIHT Learn.

Analysing anonymised data and trends to improve BCoE's programme and services.

Recording potential conflicts of interest for BCoE volunteers and advisers.

Processing applications for BCoE events, awards or involvement in networks.

5. Communications and Your Preferences

Depending on your preferences, we may contact you by email, telephone, post, or via digital platforms including CIHT Connect and social media. We may send you event invitations, newsletter issues, policy updates, and other information relevant to BCoE's work.

You can update your contact preferences and professional interests at any time via the MyCIHT portal at www.ciht.org.uk. You may also unsubscribe from the BCoE newsletter using the unsubscribe link in any issue, or by emailing bcoe@ciht.org.uk. For any other requests or assistance, please contact bcoe@ciht.org.uk.

6. Sharing and Disclosure of Your Data

We do not sell your personal data. We may share it with trusted third parties in the following circumstances:

Service providers: companies that support our website, event booking platforms (including Eventbrite), CRM systems, CIHT Learn, and CIHT Connect.

Event co-organisers and co-hosts: we may share attendee names, job titles, and employers with other organisations jointly delivering an event with BCoE, to support networking and event administration. If you do not wish your details to be shared in this way, please email bcoe@ciht.org.uk before the event.

Legal and regulatory authorities: where required by law or to protect the rights, property, or safety of CIHT, our members, or others.

All third parties with whom we share data are required to apply equivalent or greater data protection standards. We do this through due diligence checks and contractual requirements, in accordance with our UK GDPR obligations. CIHT will not share your data for third-party marketing purposes without your explicit consent.

7. Cookies and Website Analytics

Our websites (www.buscentreofexcellence.org.uk and www.ciht.org.uk) use cookies and similar technologies to improve your experience and to collect anonymised analytics data about how our sites are used. A cookie consent notice will be displayed on your first visit to each website. You may manage your preferences at any time via your browser settings or our cookie management tool. A full cookies policy is available on each website.

8. International Data Transfers

Personal data is currently held within the United Kingdom. Where any transfer of personal data outside the UK is required or proposed in the future, CIHT will ensure that appropriate safeguards are in place in accordance with UK GDPR Chapter V, including reliance on UK adequacy regulations or standard contractual clauses as appropriate. We continuously monitor our third-party provider arrangements and will update this notice accordingly.

9. Retention of Your Data

CIHT operates a formal data retention policy and schedule to ensure that personal data is kept only for as long as necessary for the purpose for which it was collected. We take appropriate technical and organisational measures to keep your data secure.

If you have any questions about our retention practices, please contact info@ciht.org.uk. We aim to update personal data within seven working days of receiving a correction request.

10. Automated Decision-Making and Profiling

We do not currently carry out automated decision-making or profiling activities that produce legal or similarly significant effects on individuals, as described in Article 22 of the UK GDPR. If this changes in future, we will update this notice and ensure that appropriate rights and safeguards are communicated.

11. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you.

Right to rectification: to ask us to correct inaccurate or incomplete data.

Right to erasure: to request that we delete your data in certain circumstances.

Right to restriction: to ask us to restrict processing of your data.

Right to data portability: to receive your data in a structured, machine-readable format.

Right to object: to object to processing based on legitimate interests.

Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please email bcoe@ciht.org.uk or write to: Head of the Bus Centre of Excellence, CIHT, 119 Britannia Walk, London, N1 7JE. Requests are handled free of charge, though charges may apply for manifestly unfounded or excessive requests.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

Version 3.1	Last Reviewed 31 March 2026	Next Review March 2027
Data Controller CIHT	Contact bcoe@ciht.org.uk	Address 119 Britannia Walk, London, N1 7JE