EES - Privacy Notice

Introduction

he Department for Transport (DfT) is seeking responses to this research to understand the realised impacts of the EU Entry/Exit System (EES) and the Schengen 90/180 rule on UK commercial HGV and coach operators driving between Great Britain and the EU’s Schengen area. The research is being carried out by the National Centre for Social Research (NatCen) on behalf of DfT. NatCen are working with Field Locker as a partner to deliver the survey fieldwork and recruitment for qualitative interviews.

The study will collect evidence from commercial road transport operators through cognitive interviews, a survey and follow-up qualitative interviews. It will help DfT understand how EES and the 90/180 rule are affecting the work of operators’, staffing, scheduling, compliance and costs, and how operators have responded or adapted in practice.

What data we are collecting and how we will use it

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information. The processing of personal data, including special category data, is governed by the UK General Data Protection Regulation (“GDPR”), and associated legislation including but not limited to the Data Protection Act 2018.

Personal data is required to invite operators to take part in the research, manage survey and interview fieldwork, confirm eligibility, administer incentives, and analyse responses by relevant operator characteristics.

Survey responses and interview data will be analysed by NatCen for research purposes. The findings may be written up in reports or other outputs for DfT and may be published, but findings will be reported in a way that protects the anonymity of individual respondents and organisations.

The anonymised dataset and anonymised findings will be provided to DfT.

Our lawful basis for collecting your data

Under data protection law, the lawful basis for processing your data is:

Article 6(1)(e) – public task (for all participants in the surveys and interviews)

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Data sharing

Organisations who process personal data on our behalf:

  • NatCen is processing personal data on behalf of the DfT for this research. NatCen is responsible for collecting, storing and processing personal data for the survey and interviews. NatCen holds ISO 27001 and Cyber Essentials Plus accreditations, providing independent assurance that NatCen’s information security and data protection arrangements meet recognised industry standards.
  • Field Locker the Data Sub-Processor are processing personal data as NatCen’s fieldwork partner. Field Locker will support activities such as developing the survey sample, matching contact details, sending survey invitations, conducting survey fieldwork and telephone follow-ups, supporting recruitment for interviews and administering incentives. Field Locker is compliant with GDPR, Cyber Essentials, is ISO20252 accredited and is registered with the ICO (registration number: z723150x).
  • NatCen’s approved transcription supplier, McGowan will process interview recordings or transcripts for transcription purposes. Where interview recordings are transferred to approved transcription suppliers, the EES DPIA says transfers will use secure methods and access will be restricted to authorised personnel only.

Organisations we share your data with for their use:

  • DfT is the data controller. As the commissioners of this research, DfT have defined the purposes, scope and intended use of the data collection. We will receive the DfT anonymised research data or findings. They will not receive any personally identifiable information.

How are we collecting information?

Survey:

  • The survey data collection is being undertaken by Field Locker, on instruction from NatCen.
  • Field Locker is identifying all in scope operators for the survey using the publicly available ‘Traffic Commissioners: goods and public service vehicle operator licence records’ database. This data will be used by Field Locker to issue letter invitations to participate in the survey. This survey data collection will be undertaken online and via telephone.
  • To follow up with non-respondents after the invitation letters have been sent, Field Locker will use sample lists containing names, telephone numbers and addresses, and match these to the master list of in-scope operators. Address and telephone details will be supplemented using other databases, with additional desk research undertaken where necessary to fill any remaining gaps.
  • DfT will not have access to the sample lists data. Any operators contacted through this means will complete the survey via telephone with Field Locker.
  • The survey data will be collected, stored and processed by Field Locker in line with their Privacy Policy (Privacy Policy – Field Locker), with the data transferred in anonymised form to NatCen for analysis.
  • All survey response data will be collected through Confirmit software, which is GDPR compliant.
  • Your participation in the research is completely voluntary, and you can refuse to participate or withdraw at any time up until the point of anonymisation.

Interviews:

  • Step 1 recruitment (6th July – 10th August 2026): Field Locker will conduct web-based desk research to identify in-scope operators to participate in an initial interview.
  • Step 2 recruitment (31st August – 14th September): As part of the survey (described below), operators will have the option to sign-up to an interview with NatCen.
  • All depth interviews are being carried out by NatCen online via MS Teams or telephone.
  • Your participation in the interviews is completely voluntary, and you can withdraw at any time.
  • The information provided during the course of the interviews will be audio-recorded (with your consent), and will be written up by the interviewer.
  • The recording will be used solely for note-taking purposes, and will be deleted after it has been used for this purpose. The recording will be shared with McGowan, NatCen’s trusted transcription supplier.

What information is being collected?

  • Where possible, the sample lists include business representative Name, Business address, Email Address, Telephone number, and SIOL licence details.
  • If you’re interviewed in Phase 3 as part of our cognitive testing (4th – 14th August, 2026), we will ask for your feedback regarding our survey design.
  • If you take part in the survey (7th September – 6th November, 2026), will ask questions about your organisation characteristics and current practices, as well as any changes your organisation has made (or anticipates making) as a result of the EU’s EES.
  • If you’re interviewed as part of the qualitative interviews (14th September – 12th October, 2026), we will ask you to provide more detailed feedback or additional points of interest which were not explored in the survey.
  • In addition, we’ll ask some questions about your organisation characteristics and current practices, as well as any changes your organisation has made (or anticipates making) as a result of the EU’s EES.

Why is it being collected?

  • Your business address and contact details are being collected so we can invite you to participate in this research.
  • If you take part in the cognitive interviews, your responses will enable us to ensure the survey questions, answer options and general format is suitable ahead of launch.
  • Your responses to the questions in the interviews and/or survey will help DfT to understand how EES and the 90/180 rule are affecting the work of operators’, staffing, scheduling, compliance and costs, and how operators have responded or adapted in practice.
  • Your business characteristics are being collected so we can understand how any changes that operators have made to date (or anticipate making in the future) might vary between different types of operators.

How will it be used?

  • All personal data held as part of this project will be held in accordance with NatCen, and Field Locker’s Data Protection Policies.
  • NatCen and Field Locker comply with their obligations under the GDPR by: keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
  • Your business characteristics will help with understanding how any changes that operators have made to date (or anticipate making) vary between different types of operators.
  • Your business address and contact details are being used to invite you to participate in this research. These details are not shared with any third parties.

Interviews:

  • The depth interviews are being carried out by NatCen online via MS Teams or by telephone.
  • The recording of the interview will be transcribed and used by NatCen to ensure all key points raised in the discussion have been noted. The recording will be deleted at project completion.
  • The research findings produced by NatCen will be synthesised, analysed and reported on an anonymous basis. 

Survey:

  • The survey data will be collected, stored and processed by Field Locker.
  • Field Locker will transfer the anonymised survey dataset to NatCen (i.e. you will not be personally identifiable).
  • NatCen will use the anonymised clean dataset for analysis. The anonymised dataset will also be shared with DfT.
  • There will be no way for NatCen or DfT to identify you personally from your survey responses.

Who will it be shared with?

  • No personal identifiers will be used in any reporting.
  • All data collection, processing and storage for this project will take place in the UK and EU.

Interviews:

  • Field Locker will share the names and email addresses of operators recruited to the interviews with NatCen.

Surveys:

  • The publicly available records in the ‘Traffic Commissioners: goods and public service vehicle operator licence records’ database will be shared by NatCen with Field Locker.
  • The anonymised survey data will be shared by Field Locker to NatCen.
  • NatCen will share the final cleaned, analysed and anonymised survey data with DfT.

How long we retain the data

NatCen and Field Locker will retain personal data until the project is completed, when it will be securely deleted after 12 months.

Further information

For more information about your rights in relation to your personal data, how to complain or how to contact the DfT Data Protection Officer, view our Personal Information Charter.