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HOW WE USE YOUR INFORMATION
Privacy Notice
What is the purpose of this document?
Rob Wilkinson Driving Instructor and The Complete Driving Experience are committed to protecting the privacy and security of your personal data. This privacy notice describes how we collect and use your personal data.
We are committed to being transparent about how we:
• collect and use your personal data; and
• shall meet its data protection obligations in accordance with the General Data Protection Regulations ("GDPR").
Rob Wilkinson Driving Instructor and The Complete Driving Experience is the “Data Controller”. This means that we are responsible for deciding how we hold and use your personal data. We have appointed a Data Protection Officer Joanna Wilkinson, secretary for the business to oversee compliance with this privacy notice. We are required under the GDPR to notify you of the information contained in this privacy notice.
This privacy notice does not form part of your contract with us and we may update this notice at any time. Where appropriate, we shall notify you of any changes by email, post or on our websites.
What kind of personal data may we hold about you?
We may collect, store and process a range of your personal data. This includes:
• your name, address and contact details, including email addresses and telephone numbers, date of birth and gender;
• the terms and conditions of your bookings;
• Copies of driving licence, and information relating to driving offences/convictions;
• assessments of your performance, including learning styles, performance reviews, and related correspondence;
• in-car camera footage, photographs and videos.
We may collect, store and process certain pieces of personal data which are given special protection by the GDPR – these are special categories of personal data. This includes:
• information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments;
How is your personal data collected?
We typically collect your personal data in a variety of ways. For example, personal data is collected through: booking and enquiry forms, your passport or other identity documents such as your driving licence; forms completed during tuition; correspondence with you; or through meetings.
In some cases, we collect personal data about you from third parties, such as information from driving licence check providers; information from criminal records checks permitted by law.
Data is stored in a database on one main computer, protected by anti-virus and in a filing cabinet of paperwork completed during your tuition stored in an office.
Why do we process your personal data and what is our legal basis for using your personal data
We need to process your personal data to enter into a contract with you and to meet our obligations to provide a service to you. For example, we need to process your personal data to provide you with a driving lesson designed to your personal learning style and taking into account any learning or physical impairments.
In some cases, we need to process your personal data to ensure that we are complying with our legal obligations. For example, to carry out driver qualification checks and medical document and licensing checks to ensure that individuals are able to undertake the role in question.
In other cases, we have a legitimate interest in processing your personal data before, during and after the end of the working relationship. Processing personal data allows us to:
• run promotion processes;
• maintain accurate and up-to-date records and contact details (including details of who to contact in the event of an emergency)
• administer the contract we have entered into with you;
• operate and keep a record of performance and related processes, to plan for development and training and workforce management purposes;
• ensure effective general HR and business administration;
• provide references on request for current or former pupils
• respond to and defend against legal claims; and
• maintain and promote equality in the workplace.
Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and have concluded that they are not.
Some special categories of personal data, such as information about health or medical conditions, are processed to carry out obligations (such as those in relation to pupils with disabilities and for health and safety purposes).
Who has access to your personal data?
Your personal data will be shared internally, with members of the organisational team, for communication and lesson planning purposes
We will share your personal data with third parties in order to obtain any licence and medical records checks. In those circumstances the data will be subject to confidentiality arrangements.
How do we protect your personal data?
We take the security of your personal data seriously. We have internal policies and controls in place to try to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by employees in the performance of their duties. Details of these measures are available upon request from the Data Protection Officer.
For how long do we keep your personal data?
We will only hold your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying legal, accounting or reporting requirements. Details of retention periods are available from the Data Protection Officer.
Your privacy rights
As a data subject, you have a number of rights. You can:
• request access to a copy of your personal data that we hold along with information on what personal data we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making;
• require us to change incorrect or incomplete personal data held about you;
• require us to delete or stop processing your personal data, for example where the data is no longer necessary for the purposes of processing;
• object to our processing of your personal data where we are relying on its legitimate interests as the legal ground for processing and there is something about your particular situation which makes you want to object to processing on this ground;
• ask us to stop processing data for a period of time if your personal data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data;
• ask us to provide you or a third party with some of the personal data that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred; and
• ask not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you.
If you would like to exercise any of these rights, please contact the data protection officer.
If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner's Office, at https://ico.org.uk/.
What if you do not provide personal data?
Certain pieces of personal data, such as contact details, medical and learning information have to be provided to enable us to enter into a contract with you. If you do not provide your personal data, this will hinder our ability to administer the rights and obligations arising as a result of the working relationship efficiently.
Key Contacts
Data Protection Officer; Joanna Wilkinson Drivingexperience14-16@hotmail.com
May 2018
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Registered Business Address
158 Bare Lane
Morecambe
LA4 6RS
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