Definitive Driving Academy Website Privacy Notice
Definitive Driving Academy website is owned by Definitive Driving Academy , which is a data controller of your personal data.
We have adopted this Privacy Policy, which determines how we are processing the information collected by Definitive Driving Academy , which also provides the reasons why we must collect certain personal data about you. Therefore, you must read this Privacy Policy before using Definitive Driving Academy website.
We take care of your personal data and undertake to guarantee its confidentiality and security.
Personal information we collect
When you visit the Definitive Driving Academy , we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the installed cookies on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products you view, what websites or search terms referred you to the Site, and how you interact with the Site. We refer to this automatically-collected information as “Device Information.” Moreover, we might collect the personal data you provide to us (including but not limited to Name, Surname, Address, payment information, etc.) during registration to be able to fulfill the agreement.
Why do we process your data?
Our top priority is customer data security, and, as such, we may process only minimal user data, only as much as it is absolutely necessary to maintain the website. Information collected automatically is used only to identify potential cases of abuse and establish statistical information regarding website usage. This statistical information is not otherwise aggregated in such a way that it would identify any particular user of the system.
You can visit the website without telling us who you are or revealing any information, by which someone could identify you as a specific, identifiable individual. If, however, you wish to use some of the website’s features, or you wish to receive our newsletter or provide other details by filling a form, you may provide personal data to us, such as your email, first name, last name, city of residence, organization, telephone number. You can choose not to provide us with your personal data, but then you may not be able to take advantage of some of the website’s features. For example, you won’t be able to receive our Newsletter or contact us directly from the website. Users who are uncertain about what information is mandatory are welcome to contact us via singh.billy@gmail.com.
Your rights
If you are a European resident, you have the following rights related to your personal data:
The right to be informed.
The right of access.
The right to rectification.
The right to erasure.
The right to restrict processing.
The right to data portability.
The right to object.
Rights in relation to automated decision-making and profiling.
If you would like to exercise this right, please contact us through the contact information below.
Additionally, if you are a European resident, we note that we are processing your information in order to fulfill contracts we might have with you (for example, if you make an order through the Site), or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information might be transferred outside of Europe, including Canada and the United States.
Links to other websites
Our website may contain links to other websites that are not owned or controlled by us. Please be aware that we are not responsible for such other websites or third parties' privacy practices. We encourage you to be aware when you leave our website and read the privacy statements of each website that may collect personal information.
Information security
We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. We keep reasonable administrative, technical, and physical safeguards to protect against unauthorized access, use, modification, and personal data disclosure in its control and custody. However, no data transmission over the Internet or wireless network can be guaranteed.
Legal disclosure
We will disclose any information we collect, use or receive if required or permitted by law, such as to comply with a subpoena or similar legal process, and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
Contact information
If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may send an email to singh.billy@gmail.com.
Definitive Driving Academy Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
What information we collect, use, and why
We collect or use the following information to provide driving lessons :
Names and contact details
Addresses
Date of birth
Purchase or account history for lesson payments
Health information (including dietary requirements, allergies and health conditions) that may affect your driving lessons
Account information for payments and refunds
Website user information (including user journeys and cookie tracking)
Photographs or video recordings from dashcam, lessons, marketing and media where consent has been given for such use. In the case of dashcam footage, in order to
Protecting Definitive Driving Instructors against false allegations
Supporting insurance claims
Recording road incidents or collisions
Protecting your vehicle and business from damage or theft
Improving road safety
Providing limited training feedback (if proportionate)
Records of meetings and decisions - relating to driving lessons, mock tests and practical driving tests.
Identification documents - ensuring that all learners have the legal documentation required to drive in the UK.
We also collect or use the following special category information for driving lessons that we provide.. This information is subject to additional protection due to its sensitive nature:
Health information - which could affect your ability to drive, Under UK law, drivers must notify the DVLA if they have a medical condition that may affect their ability to drive safely.
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Where we get personal information from
Directly from you
CCTV footage or other recordings
Data Retention & Storage Schedule
Definitive Driving Academy stores personal data securely using a combination of secure cloud-based systems (including Total Drive), electronic communication platforms, and limited paper records where necessary.
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, insurance, safeguarding, and tax requirements.
Learner Records (Total Drive System)
Stored via: Total Drive (secure cloud-based driving instructor management system)
Data held: Name, address, date of birth, contact details, driving licence details, lesson history, progress records, payment history
Retention period: Duration of training plus up to 3 years after the final lesson
Reason:
Legal protection against potential claims
Insurance purposes
Professional record keeping
HMRC compliance
Total Drive acts as a data processor on our behalf.
Paper Records (If Applicable)
Stored: Securely in locked storage
Data held: Lesson notes, diary entries, progress sheets
Retention period: 6 years after training ends
Reason: Legal protection and professional record keeping
Paper records are securely destroyed once no longer required.
Financial & Tax Records
Stored via:
Total Drive
Business bank account records
Excel Spreadsheets
Data held: Payment records, invoices, transaction history
Retention period: 6 years
Reason: HMRC statutory requirement under UK tax law
Communications
Platforms used:
WhatsApp
SMS
Email (e.g. Gmail / Outlook)
Social media messaging (where applicable)
Data held: Messages relating to lessons, bookings, and learner support
Retention period: Up to 6 months after training ends where relevant to service provision
Routine or informal communications may be deleted periodically where no longer required.
5. Dashcam Footage
Stored: Locally on SD card within vehicle dashcam system
Retention period: Automatically overwritten within 7–30 days unless required for investigation
Reason:
Road safety
Insurance claims
Protection against false allegations
Legal defence
If footage is required for an insurance claim, complaint, or police investigation, it will be securely retained until the matter is fully resolved.
The lawful basis for processing dashcam footage is Legitimate Interests (Article 6(1)(f) UK GDPR).
Accident or Incident Records
Data held: Incident reports, relevant correspondence, dashcam footage
Retention period: 6 years from the date of incident
Reason: Insurance and legal requirements
Medical or Additional Needs Information
Data held: Information disclosed by the learner regarding medical conditions or learning needs affecting driving
Retention period: Duration of training plus up to 3 years
Reason:
Safety
Duty of care
Legal compliance
This information is treated as confidential and only processed where necessary.
Testimonials & Marketing (Where Consent Is Given)
Data held: Testimonials, photos, video clips, social media content
Retention period: Until consent is withdrawn
Learners may withdraw consent at any time in writing.
Secure Deletion
At the end of the applicable retention period, personal data is securely deleted, anonymised, or destroyed in accordance with UK GDPR and Data Protection Act 2018 requirements.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Organisations we’re legally obliged to share personal information with
Publicly on our website, social media or other marketing and information media
Contact information
If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may send an email to singh.billy@gmail.com.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details above.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113