School Bus Pass Terms & Conditions
1. Authority to Travel
1.1 In order to travel on any Z & S Transport school bus service, a valid term bus pass must be purchased in advance through our website.
1.2 Pupils must carry and present a valid bus pass when requested.
1.3 Pupils who do not hold a valid prepaid term pass will not be permitted to travel unless an alternative approved payment method is available and accepted at the time of boarding.
1.4 Passes are only valid for the route for which they have been purchased.
2. Timetables and Services
2.1 Buses operate to published timetables. A tolerance of up to five (5) minutes may apply for arrival times due to traffic and road conditions.
2.2 Services will depart from each designated stop at the scheduled departure time. Passengers should be at their stop at least five minutes before departure.
2.3 Subject to these Terms and Conditions, services will operate on all scheduled school days.
2.4 Passengers may only travel on the service specified on their booking and bus pass and may not use alternative services operated by Z & S Transport unless authorised.
2.5 If a route, service, or bus stop is to be permanently withdrawn, Z & S Transport will provide a minimum of six (6) weeks’ notice wherever reasonably possible.
2.6 In the event of a vehicle breakdown, substantial delay, or operational issue, Z & S Transport will make reasonable efforts to provide a replacement vehicle or alternative transport arrangement.
2.7 Z & S Transport will continue to operate services during adverse weather conditions where it is safe to do so.
2.8 Where road closures or diversions affect a route, we will endeavour to keep passengers informed and follow approved diversion routes in order to continue serving boarding points wherever reasonably possible.
3. Passenger Behaviour
3.1 All passengers are expected to behave responsibly and safely while travelling on our services.
3.2 Pupils must remain seated with their seatbelt fastened (where fitted) while the vehicle is moving.
3.3 Smoking, vaping, or the use of electronic cigarettes is strictly prohibited on all vehicles.
3.4 Any act of serious misconduct, or repeated acts of unacceptable behaviour, may result in temporary or permanent suspension from using the service.
3.5 Decisions regarding suspension or withdrawal of travel privileges will be made by Z & S Transport in consultation with the relevant school where appropriate.
3.6 No refund will be issued for any unused portion of a pass following suspension or termination due to misconduct.
3.7 Incidents of misconduct will be reported to the parent or guardian and, where appropriate, to the pupil’s school.
4. Parents and Guardians
4.1 Parents and guardians may not travel on, or board, any school bus unless prior written permission has been granted by Z & S Transport or the school. Such permission will normally only be granted where pupil assistance is required.
4.2 Parents and guardians must not direct complaints or concerns to drivers whilst they are carrying out their duties.
4.3 All enquiries, complaints, and service concerns should be directed to:
Email: office@zandstransport.co.uk
Telephone: 01296 415468
4.4 Complaints will be acknowledged within three (3) working days and investigated as promptly as possible.
4. Parents and Guardians
4.1 Parents and guardians may not travel on, or board, any school bus unless prior written permission has been granted by Z & S Transport or the school. Such permission will normally only be granted where pupil assistance is required.
4.2 Parents and guardians must not direct complaints or concerns to drivers whilst they are carrying out their duties.
4.3 All enquiries, complaints, and service concerns should be directed to:
Email: office@zandstransport.co.uk
Telephone: 01296 415468
4.4 Complaints will be acknowledged within three (3) working days and investigated as promptly as possible.
5. Travel Charges, Cancellations and Refunds
5.1 Travel charges are determined by Z & S Transport and may be reviewed annually or at the start of each academic term.
5.2 Once a booking has been confirmed and paid for, refunds will only be issued at the discretion of Z & S Transport.
5.3 Any request to amend a booking must be made in writing as soon as possible. While we will endeavour to accommodate changes, this cannot be guaranteed.
5.4 Where a booking amendment results in a lower fare being due, an administration fee of £10.00 will be deducted from any refund payable.
5.5 Lost bus passes may be replaced upon payment of a £5.00 administration fee. Please contact the office to arrange a replacement.
5.6 Travel charges are calculated on an annual basis and no reduction or refund will be made for:
- School holidays;
- Pupil absence through illness or other reasons;
- Snow days or severe weather;
- Vehicle breakdowns;
- Delays to services;
- School closures; or
- Unplanned early school finishes.
5.7 Fares may take into account shorter academic terms resulting from examination periods and study leave arrangements.
6. Vehicles and Safety
6.1 All vehicles used for school transport will comply with applicable legislation and standards set by the Driver and Vehicle Standards Agency (DVSA).
6.2 Vehicles will be maintained in a safe, roadworthy, clean, and serviceable condition.
6.3 Drivers and transport staff will operate services in accordance with all applicable safety and safeguarding requirements.
7. Personal Data (UK GDPR)
7.1 Data Controller
Z & S Transport processes personal data relating to pupils, parents, and guardians for the purposes of providing safe and effective school transport services.
7.2 Information We Collect
We may collect:
- Pupil information (including name, year group, route details, and photograph for identification);
- Parent or guardian contact details;
- Bus pass and travel records;
- Payment information processed securely by third-party payment providers (we do not store card details);
- Information relating to incidents, safeguarding, safety, or behaviour.
7.3 How We Use and Share Data
We use personal data to:
- Issue and manage bus passes;
- Verify identity for safeguarding and fraud prevention;
- Communicate service updates, delays, and operational changes;
- Record passenger travel;
- Investigate incidents and manage complaints.
Where necessary, data may be shared with:
- The pupil’s school;
- Emergency services or law enforcement agencies;
- Payment service providers;
- Technology providers supporting our transport systems.
We do not sell personal data.
7.4 Children’s Data
As our services involve children, additional safeguards apply. We:
- Collect only the minimum information required;
- Restrict access to authorised personnel;
- Store pupil photographs securely;
- Conduct appropriate data protection risk assessments where required.
7.5 Data Retention
Personal data will be retained only for as long as necessary, including:
- Bus pass and travel records: up to 12 months after the relevant contract or term ends;
- Pupil photographs: deleted once a pass has been issued or within 90 days;
- Safeguarding and incident records: retained in accordance with legal and regulatory requirements.
7.6 Your Rights
Parents and guardians have rights under UK GDPR, including the right to:
- Access personal data;
- Request correction of inaccurate information;
- Request erasure where applicable;
- Object to certain processing activities;
- Submit a complaint to the Information Commissioner’s Office (ICO).
7.7 Contact
For any privacy-related enquiry, please contact:
Email: office@zandstransport.co.uk
8. Personal Property
8.1 Z & S Transport accepts no responsibility for lost, stolen, or damaged personal property.
8.2 Lost property will be logged and retained for four (4) weeks where practicable.
8.3 To enquire about lost property or arrange collection, please contact our office during operating hours.
8.4 Unclaimed items will be disposed of, recycled, or donated to charity after four (4) weeks.
8.5 Lost property enquiries are handled between 9:00am and 5:00pm, Monday to Friday.
9. Damage to Vehicles
9.1 Where a vehicle is damaged as a result of vandalism or deliberate actions by a passenger, Z & S Transport reserves the right to recover the full cost of repair, cleaning, or replacement from the parent or guardian of the responsible pupil.
9.2 Criminal damage may also be reported to the police and the relevant school.
10. Complaints Procedure
10.1 Complaints should be submitted in writing to:
Email: office@zandstransport.co.uk
10.2 We aim to acknowledge all complaints within three (3) working days and provide a substantive response as soon as reasonably possible.
11. Force Majeure
11.1 In rare circumstances, Z & S Transport may be required to alter, suspend, or terminate a service due to events beyond our reasonable control (“Force Majeure”).
11.2 Where a service is affected by Force Majeure, Z & S Transport shall not be liable for delays, cancellations, additional costs, losses, or inconvenience suffered as a result.
11.3 Force Majeure includes, but is not limited to:
- Severe weather conditions;
- Flooding, fire, or natural disasters;
- Pandemic or public health emergencies;
- Industrial disputes;
- War, terrorism, civil unrest, or riots;
- Government restrictions or emergency measures;
- Road closures or transport infrastructure failures; and
- Any other event beyond our reasonable control that could not reasonably have been foreseen or avoided.
11.4 Wherever practical, we will provide updates and seek suitable alternatives to minimise disruption.
12. Acceptance of Terms
By purchasing a bus pass and using our services, parents, guardians, and passengers agree to be bound by these Terms & Conditions. Z & S Transport reserves the right to amend these Terms & Conditions from time to time, and the latest version will be published on our website.