SHAMROCK DRIVING SCHOOL PRIVACY POLICY

Shamrock Driving School are committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people who enquire regarding or use our services, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check the Privacy Policy page on our website (www.shamrockdrivingschool.co.uk) to ensure that you’re happy with any changes.

How do we collect information from you?

We obtain information about you when you enquire about, book and undertake driving lessons with us together with when you request or agree that we book, amend or cancel a theory or practical driving test on your behalf.

What type of information is collected from you?

The personal information we collect might include your name, address, mobile / home telephone number(s), email address, age/date of birth, driving licence number, driving theory test certificate number and date, any health issues / considerations / special needs (e.g. corrective spectacles / lenses, nervousness / anxiety, autism, aspergers, dyspraxia, dyslexia, etc.), bank details including via BACS and cheques (e.g. account name, number and sort code, etc.), school / college / university name and subject(s) studied, place of work name and address, interests and hobbies, feedback, etc.

How is your information used?

We may use your information to:

• tailor lessons to your needs and requirements;
• pick you up and drop you off before and after driving lessons and tests;
• contact you including in respect of booking / amending / confirming / cancelling driving lessons and tests, requesting information (e.g. contact details, driving licence number, driving theory test certificate number and date, date of birth, etc.), advising or querying any delayed arrival for driving lessons and tests, any fee or payment queries, bank details, etc.;
• enable you to access online driver training and testing resources when requested or agreed by you (e.g. Theory Test Pro, driving test cancellation finder services, etc.);
• book, amend or cancel driving theory and practical tests when requested or agreed by you;
• processing payments;
• notify you of changes to our services (e.g. days and hours of operation, fees, payment arrangements, change of contact details, holiday arrangements, etc.);
• send you communications which you have requested or in response to your communications (e.g. via email, text, Messenger or similar application, answer phone, voicemail, website enquiry form, letter, face to face conversation, etc.);
• send you driving related information which may be of interest to you (e.g. information on driving tests, driving rules and regulations, motoring, car insurance, vehicle excise duty, MOT test, automotive news and developments, road safety, etc.);
• seek your views or comments on the service(s) we provide;
• feature in testimonials on our website, only with your specific agreement;
• undertake any marketing activity (e.g. special offers, recommendation incentives, competitions, etc.).

We review our retention periods for personal information on a regular basis. We will hold your personal information for as long as is necessary for any relevant activity.

Who has access to your information?

We will not sell or rent your information to third parties and we will not share your information with third parties for marketing purposes.

Your choices

You have a choice about whether you wish to receive driving related information which may be of interest to you and direct marketing communications from us and how you receive them by circling the options below. We will not contact you for marketing purposes by post, email, text or phone message unless you have given your prior consent. You can change your preferences at any time by contacting us using the contact details below.

I consent to receiving the following from Shamrock Driving School by the means circled:

Driving related information which may be of interest Yes No

Direct marketing communications Yes No

By Post Email Text Phone

Signature ....................................... Print Name .......................................

Date .......................................

How you can access and update your information

The accuracy of your information is important to us. If you change name, address, phone number(s), email address or any of the other information we hold is inaccurate, incomplete or out of date, including but not limited to health issues / considerations / special needs, please contact us using the contact details below.

You have the right to ask for a copy of information Shamrock Driving School hold about you. We will action such requests within a month of receipt. We may charge a reasonable fee for complying with the request if it is unfounded or excessive.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely.

Your full name may be held on our password protected IT hardware.

In the event you provide a testimonial this will only be featured on our website testimonials page with your express consent including the content and any personal details therein.

Your personal information contained in text or email communications may be held on our password protected mobile phone. Any text or email communications will only be retained on this password protected mobile phone for as long as is necessary.

Any voicemail messages containing personal information will only be retained for as long as necessary on our password protected mobile phone.

Any answer phone messages containing personal information will be deleted once it has been listened to and any necessary details taken manually. Once actioned any such personal information will be disposed of by shredding following transfer to a hard copy progress form where appropriate.

Your full name may be included within our hard copy accounting records which are kept in a locked filing cabinet whilst in our possession, may be passed to our accountant for accounting and taxation purposes and will be held afterwards in a locked filing cabinet for a period of 6 years, in accordance with HM Revenue and Customs ( HMRC ) regulations.

Your personal information is held in a hard copy appointment diary which is either accompanied by ourselves or locked within the driving school vehicle.

Your personal information is held on hard copy progress forms within a locked filing cabinet from which they are only withdrawn for completion, amendment, updating and during the day of any driving lesson and driving test when they are either accompanied by ourselves or locked within the driving school vehicle. If we become aware of your ceasing to be a Shamrock Driving School customer without having passed your practical driving test your hard copy personal information will be destroyed by shredding; please notify us using the contact details below if this is the case so we can destroy your hard copy personal information as soon as possible. If you pass your practical driving test with Shamrock Driving School we will retain your personal information on your hard copy progress form.

Personal information transmitted via internet, email, text, phone or post can never be guaranteed 100% secure. Therefore, while we strive to protect your personal information, we can't guarantee the security of any information you transmit to us and you do so at your own risk. Once we receive your information we make best efforts to ensure its security on our systems.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

If you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Personal Information communicated to third parties

In the event that you request or agree to us enabling you to access online driver training and testing resources (e.g. Theory Test Pro, driving test cancellation finder services, etc.) or booking, amending or cancelling a driving test this privacy policy applies only to our website‚ so we encourage you to read the privacy statements on these other websites the addresses of which will be provided on request. We cannot be responsible for the privacy policies and practices of other sites.

Your full name may be included within our hard copy accounting records which may be passed to our accountant for accounting and taxation purposes. This privacy policy applies only to ourselves‚ so we encourage you to read the privacy statements of our accountant whose contact details will be provided on request. We cannot be responsible for the privacy policies and practices of our accountant.

Queries and complaints

Should you have any queries or complaints regarding this Policy, our privacy practices or the way we have processed your personal information please contact us using the contact details below. In the hopefully unlikely event that your concerns persist, you can report them to the Information Commissioner's Office (ICO) via their website https://ico.org.uk/concerns.

Contact details

You can contact us by email to gary@shamrockdrivingschool.co.uk or in writing to Gary Fossey DVSA ADI (Car), Shamrock Driving School, 34 Zander Road, Calne, Wiltshire, SN11 9QS. Alternatively, you can telephone 07939058851.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated on 9th April 2018.

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