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Privacy and Cookie Policy

Privacy policy & data subject rights.

Last Updated 27th November 2021

This policy aims to support your right to be informed. The document covers how we process the data of individuals who are clients, prospects, or suppliers

Identity and contact details

Ultimate Driving and ultimatedriving.net, is a sole trader based in Newbury, UK.  

We can be contacted by email on ultimatedrivingnewbury@gmail.com, by phone at 01635 49974, or by post to Ultimate Driving, 9 Caunter Road, Newbury, RG14 1QZ. 

Our services cover the provision of one-to-one driving tuition in our cars and on-line courses purchased through our web platform. 

Our supervisory authority under the UK’s General Data Protection Regulation (GDPR) is the Information Commissioner’s Office (ICO). 

To contact the individual in charge of Data Protection in our company please use the details above.

What data we process 

Ultimate Driving processes data on pupils, prospective pupils, and the people who engage with us to organise our services, if different from the pupils.

Pupils and Customers 

Ultimate Driving captures information on individuals who have engaged with us using email, telephone, post, or our website contact us page, but who have not yet become customers or pupils.  

We use a reason of ‘Contract’ to process this data as we are taking steps towards providing our services to or through these individuals.  

Ultimate Driving capture information on customers and pupils that we are in the process of providing services for so that we can effectively manage the services that we provide, communicate with them as we deliver our services, and manage their payment for our services. This includes notes that we take during lessons on the pupil’s progress. We use ‘Contract’ to process this data. 

We may capture special category information on these customers and pupils where we may capture information on special access needs. We use a legal basis of explicit “Employment, social security and social protection law” to capture this special category information.

We ask our pupils to confirm that they have the legal minimum eyesight to pass a UK driving test. 

This is so that we can protect the public and to conform to the regulatory requirements of the UK driving test.

Ultimate Driving operates ‘dash cams’ it its cars. One of the reasons we do this is so that we can use the footage to illustrate examples of how the student has driven, so that we can support them in their learning. We only share the footage with the student in question and not with other students. We use consent as the legal basis for processing this data.

We can take photographs of pupils who have passed driving tests along with notes of achievements, and publish these on the internet. We use consent as the legal basis to process the photographs and commentary.

Any recipient or categories of recipients of the personal data

Ultimate Driving pass data on to other data controllers for the following purposes:

  • As the data controller of data, we may provide access to data processors that process data on our behalf, who will only process the data according to the written instructions in the Data Processing Agreements in place with them.
  • This can include systems that we use to store the pupils’ notes which will also provide the pupils access to their notes.
  • We share data with organisations with which we have a legal obligation to share data (for example the tax authorities).
  • We transfer data collected on our payment pages and transfer this to our credit card processors so that we can be paid for the services that we provide. We do not retain payment details such as full credit card numbers.

Details of transfers to third country and safeguards 

We will not transfer your data to countries outside the UK to destinations that are not considered ‘adequate’ by relevant legislation without additional safeguards. 

Retention period

The pupil’s name and finance information would be recorded in their instructor’s diary for booking purposes, and this would have to kept for a 7-year period for accounting purposes. 

The Ultimate Driving Instructor will delete the pupil’s notes within a year of passing their driving test or finishing driving lessons with Ultimate Driving. If the pupil wishes to have their notes retained for longer than this, then they must inform their instructor.

The pupil’s notes would also be deleted within a year and 30 days of passing the driving test.

Once a pupil starts driving lessons, the pupil accepts the Ultimate Driving terms and conditions through our website and receives an email confirming their acceptance of the Ultimate Driving terms and conditions. The data on the acceptance is kept for up to 7 years after the pupil accepts the terms and conditions.

Dash cam footage is generally over-written every 24 hours unless we need to retain the footage for insurance or legal purposes.

Any email correspondence will be kept for up 7 years after the pupil or customer has corresponded with Ultimate Driving. 

We will keep consent records for the length of time we retain the data that the consent relates to. 

If these data retention timescales clash with legal or contractual obligations, then these other obligations will override the retention timescales outlined. For example, UK limit-ed companies are required to retain records on tax paid for 6 years.

All records are disposed of securely when deleted. 

How we look after data

We take reasonable technical and procedural precautions to prevent the loss, misuse, or unauthorised alteration of personal data.

We store the personal data that we collect securely.

We do not publish the details of the safeguards we use to protect the personal data that we control as this could reduce the effectiveness of those safeguards.

Cookies 

Cookies are text files placed on your computer to collect information about which pages you visit, and how long for. This information is used to track use of the website and to compile statistical reports on website activity.

When you visit our website, you will be presented with a choice which will allow you to decide whether cookies are used or not. In a few cases some of our website features may not function if you choose not to allow cookies on our website.  Personal data may be shared with third parties to enable us to conduct web analytics to monitor use of our website. 

We use Google Analytics, and you can opt out of Google Analytics here https://tools.google.com/dlpage/gaoptout?hl+en=GB.

Other websites 

This privacy policy only applies to data under our control. The policy does not cover other organisations, even if we publish the link to their websites on our web pages. 

Your rights

Ultimate Driving recognises the rights of individuals as defined in the UK data protection laws.

We will always seek to uphold those rights and the links provided will enable you to communicate with us to exercise those rights, where relevant.

  • Your right to be informed (this page and further information in communications we might send to you)
  • Your right of access
  • Your right to rectification
  • Your right of erasure (right to be forgotten)
  • Your right of restriction of processing
  • Your right to data portability
  • Your right to object

Ultimate Driving recognises your right to lodge a complaint with a supervisory authority. You can access the ICO’s website from this link https://ico.org.uk/make-a-complaint.