# School Bus Pass Terms & Conditions
## 1. Authority to Travel
In order to use any service, you must purchase a valid unique QR Code through the Portal or the App, prior to travel. The QR Code may be downloaded to a smart card; or may be printed as a single-use QR paper pass or downloaded to your App.
A valid QR Code must be scanned when boarding using our ticket machines.
Lost Smart Cards must be immediately reported to Z & S Transport – a charge of £5.00 will be levied for any replacement card.
Z & S Transport will report any passenger who attempts to manipulate the Portal, App or any QR Code to the school.
You agree that passengers booked on a service will be named on the vehicle smart ticket system.
A pupil not holding a valid QR Code will be permitted to travel and a report will be made to the school. The cost of any transport will be invoiced to the relevant parent or guardian at the current daily rate for travel on the service used.
## 2. Timetables
Buses will run to a strict timetable allowing of a 5-minutes margin for arrivals at stops and destinations. Subject to the remainder of these Terms and Conditions, every service will operate on every day required by the timetable.
Services will depart from each bus stop at the timetabled departure time.
In the event that a route, service or particular bus stop is to be terminated, Z & S Transport will provide no less than 6-weeks’ notice of the termination date.
Where a service is terminated Z & S Transport will make proper arrangements for the repayment of any unused travel charges following termination.
Passengers may only travel on the service they have booked and paid for, and no other service.
## 3. Passenger Behaviour
Pupils are bound by the school’s own behaviour policy and by these Terms and Conditions.
No person will be removed from any vehicle for any reason, except at the direction of a police officer or the emergency services or in order to protect the safety and well-being of any passenger.
In the event that a passenger commits an act of serious misconduct or commits repeated acts of lesser misconduct, the school and Z & S Transport will, in consultation, consider whether to disallow any future travel to that passenger. A refusal to allow further travel may be temporary or permanent and any unused travel charges held by Z & S Transport will not be repaid to a passenger.
Misconduct by pupils will be reported to the school immediately and any sanctions will be dealt with by the school. Misconduct includes failing to remain seated whilst using a service.
No person shall smoke, use any vaping device or other such item whilst on board any service.
## 4. Parents and Guardians
Parents and Guardians are not permitted to accompany pupils for travel or to board any bus except with the written permission of the school or Z & S Transport. Permission will only be given in cases of pupil-assistance.
We ask that parents do not direct any complaints to our drivers. Instead, they should contact Z & S Transport at office@zandstransport.co.uk or 01296 415 468.
All complaints will be acknowledged within 3 working days of it being received and raised to investigation. Investigations will be resolved as soon as possible.
## 5. Travel Charge Structure
Travel charges are set by Z & S Transport and are reviewed annually.
Payment may be by a single monthly, weekly or daily payments.
Once travel is booked and paid for, no repayment of unused travel will be permitted unless a refund is approved by Z & S Transport.
You must notify us in writing immediately you become aware of a need to make any changes to your booking. Z & S Transport will endeavour to accommodate any change but cannot guarantee compliance. An administration charge of £10.00 will be levied if a change in any booking results in a lesser charge being due.
Travel charges are calculated:
on an annual basis and there will be no reduction for any periods where transport is not required e.g., holidays or sickness, or for snow days, vehicle breakdown, late-running, school closure, or any unplanned early finish; and
to account for the reduction in the length of term occasioned by the exam period.
## 6. Cancellations Policy
If the hirer wishes to cancel any agreement, the following charges apply in relation to the total hire charge:
10 days or more – 5% of the hire
6–9 days – 10% of the hire
3–5 days – 25% of the hire
1–2 days – 50% of the hire
Day of the hire – minimum of 90% of the hire
## 7. Our Commitment to Safety
Every driver employed to drive a bus providing these services will be subject to an enhanced Disclosure and Barring Service check and certificate upon commencement of employment and every three years thereafter.
Z & S Transport will conduct a full audited risk assessment for each vehicle, route and stop on an annual basis.
Vehicles will meet the Driver and Vehicle Services Agency required standards and will comply with all relevant legislation. Vehicles will be clean and in good condition.
*Some schools/colleges require these checks to be carried out at intervals of 12 or 24 months.
## 8. Personal Data (GDPR / UK GDPR Compliant)
Z & S Transport processes personal data, including information relating to pupils (such as names, photos and school travel details), parents and guardians, for the purpose of providing safe and effective school transport services.
### 8.1 Lawful Basis for Processing
We process personal data under the following lawful bases:
- **Contract** – to provide, administer and manage bus passes and transport services you have purchased.
- **Legitimate Interests** – to ensure the safe and efficient operation of our services, identity verification, fraud prevention, safeguarding, and communication about travel.
- **Legal Obligations** – to comply with applicable laws, including safeguarding duties, DVSA requirements, HMRC rules, incident reporting and requests from law-enforcement authorities.
- **Vital Interests (Safeguarding)** – in rare cases where processing is necessary to protect the safety and wellbeing of pupils.
We do **not** rely on consent to process your or your child’s data, as the service cannot be provided without this information.
### 8.2 What Data We Collect
We may collect the following:
- Pupil information (name, year group, route, photo for identification)
- Parent/guardian contact details
- Bus pass and travel information
- Payment information processed securely via third-party providers (e.g., Stripe) – we do **not** store card details
- Information relating to safety, incidents, or behaviour while using the service
### 8.3 Use and Sharing of Data
Your data may be used to:
- Issue and manage bus passes
- Verify identity for safeguarding and fraud-prevention
- Communicate service updates, timetables, delays and safety information
- Support incident management
- Maintain accurate records of travel
We may share relevant data with:
- The pupil’s school (attendance, safeguarding, behavioural matters, pass validity)
- Law-enforcement or emergency services (where required by law)
- Payment processors (Stripe)
- Our technology providers for service delivery (e.g., ticketing systems)
We never sell personal data.
### 8.4 Children’s Data
Because this service involves children, additional protections apply.
Z & S Transport undertakes the following:
- Collecting only the minimum data required to provide the service
- Storing pupil photos securely and deleting them in accordance with the retention schedule
- Restricting access to pupil data to authorised staff
- Completing a **Data Protection Impact Assessment (DPIA)** for the school bus pass system to identify and mitigate risks
### 8.5 Retention
Personal data is retained only for as long as necessary:
- Bus pass and travel records: **up to 12 months after the end of the relevant term or contract**
- Uploaded pupil photos: **deleted once the pass is issued**, or **within 90 days**
- Incident or safeguarding records: retained in line with statutory requirements
### 8.6 Your Rights
Parents and guardians have rights under UK GDPR, including to:
- Access the data we hold
- Request correction of inaccurate data
- Request deletion once the contract has ended (where applicable)
- Object to certain processing under Legitimate Interests
- Make a complaint to the Information Commissioner’s Office (ICO)
### 8.7 Contact
For any privacy-related enquiries, including data requests, please contact: office@zandstransport.co.uk
## 9. Personal Property
Z & S Transport cannot accept any responsibility for lost property.
All lost property will be logged and stored for four weeks through our lost property department. If you wish to arrange collection of an item, please contact our lost property department.
Any items unclaimed will be disposed of after four weeks and either destroyed or sent to charity.
Our lost property department operates between 09:00 – 17:00 Monday to Friday. Please arrange collections prior to arriving at the depot.
Note: Please contact your school/college if other arrangements are required.
## 10. Damage to Vehicles
Where a vehicle is damaged because of vandalism, we will seek to recover the full cost of repairs from the parent or guardian of any passenger or pupil responsible for any damage.
## 11. Unforeseen Issues with the Service
Vehicle locations will be shown in real-time on the App. In the event of any delay passengers should consult with the App for current information.
Z & S Transport will provide updated information on the App as necessary to ensure the safety of waiting passengers.
In the event of breakdown or substantial delay Z & S Transport will provide a replacement service.
In the event of App failure or if there is no access to the App you should telephone Z & S Transport.
## 12. Adverse Weather Conditions
In the event that Z & S Transport are informed of school closure we will send out a push notification to the App.
Z & S Transport will continue to operate services through bad weather, subject to safety requirements.
## 13. Complaints Procedure
Complaints should be directed to: office@zandstransport.co.uk
Emails will be responded to within two working days of receipt.
## 14. Force Majeure
Very rarely, we may be forced by “force majeure” to change or terminate your route. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds, pay you any compensation or meet any costs or expenses you incur as a result.
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of “force majeure”.
In these booking conditions, “force majeure” means any event which we or any supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather condition, fire, pandemic, and all similar events outside of our control.
