Terms & Conditions

In short: We keep basic info about you, no more than to enable us to do our jobs, including where you live, how to contact you, and info about your licence. We may keep records about you and your driving for up to 6 years. Your data is inputted into Total Drive, and the DVLA and DVSA websites for licence checks and test bookings. Your information is not passed to other organisations.

The long version:

This privacy notice has been produced to help you understand why King Driver Training (and its individual franchisees) may require to obtain/store your personal information, how it will be used, who it might be shared with and how long it might be kept.

The notice will also remind you of the rights you have under the General Data Protection Regulations (GDPR).

Below is a list of the Personal Information we may collect and how it will be used:

• We will need to keep written and digital records of all payments made, lesson appointments booked and lessons delivered for the purpose of maintaining accurate accounting records as is legally required for 6 years. We will keep this information on the Total Drive app, on computer and at times in a paper-based format.

• We will require personal information including your name, address, email address, telephone number(s), date of birth and provisional driving licence details for the purposes of:
  1. Providing services as a driving instructor so that we may contact you or give you access to the application we use in legitimate pursuit of this role until services are no longer required by you. Such information will be recorded in the Total Drive app, computer and potentially in paper format.
  2. Checking your driving licence on the DVLA website.
  3. Providing you with access to the Total Drive app, the contents of which can be erased if needed.
  4. Providing you with promotional offers in relation to our business with your expressed permission until you otherwise remove such consent.
  5. Maintaining accurate accounts records as is legally required for a period of 6 years.
• We will hold records of your learning progress in the Total Drive app to help you know where you are in the training programme at any point in time.
• We will hold records of your test failures and passes noting where the driving faults occurred on your test report in the Total Drive app and on computer for the purposes of trend monitoring and quality control.
• With your consent, upon passing the driving test we would like to take a photograph of you and a written review for the purposes of promoting our services as a driving school on various digital platforms and social media with your expressed permission until you otherwise remove such consent. Please note on social media we cannot prevent this review/photo from being shared or copied by others but would quickly delete all copies on such platforms under our control if you so request.
• Any personal information not disposed of as stated above will be securely destroyed following 6 years from being received unless you have consented to enable us to retain it for longer.

For your awareness, in the tuition vehicle there may be outward dash cams recording from front and rear. These may be recording sound. Occasionally we may record inside the vehicle on a separate camera for training purposes. Your express verbal consent would be sought prior to any separate in-car recording.

If you have any concerns or complaints with regards to data protection, please contact kingdrivertraining@gmail.com. If you felt I had not addressed your issue in a satisfactory manner within 28 days, please refer it to the Information Commissioners Office.

1. Policy Statement

King Driver Training is committed to providing a safe, respectful, and professional learning environment for all pupils. We recognise our responsibility to safeguard the welfare of children, young people, and vulnerable adults who use our services.

Everyone has the right to feel safe during driving lessons, regardless of age, gender, disability, race, religion, sexual orientation, or background.

2. Purpose

This policy aims to:

• Protect children (under 18) and vulnerable adults from harm.
• Ensure pupils feel safe, respected, and listened to.
• Provide clear guidance on safeguarding responsibilities.
• Outline procedures for reporting concerns.

3. Scope

This policy applies to:

• The driving instructor(s)
• All pupils
• Parents and guardians where appropriate

4. Definition of Safeguarding

Safeguarding means protecting people from:

• Physical abuse
• Emotional abuse
• Sexual abuse
• Neglect
• Financial abuse (where applicable)
• Exploitation
• Bullying or harassment
• Domestic abuse
• Radicalisation

5. Professional Standards

The instructor will:

• Behave professionally at all times.
• Treat every pupil with dignity and respect.
• Maintain appropriate professional boundaries.
• Never engage in inappropriate physical contact.
• Never use abusive, discriminatory, or offensive language.
• Never enter into personal or romantic relationships with pupils.
• Respect confidentiality while recognising when information must be shared to protect someone’s safety.

6. Working with Young People (Under 18) and Vulnerable Adults

Although most learners are aged 17 or over, some pupils will still be legally classed as children. Where a learner is under the age of 18, the instructor will remain alert to any safeguarding concerns and will follow the procedures set out in this policy if there are concerns about the learner’s welfare or safety.

Where pupils are under 18, or are vulnerable adults, the instructor will:

• Accept parental or guardian contact details where provided.
• Communicate with parents or guardians where appropriate and, where possible, with the pupil’s knowledge.
• Add parents or guardians to the Total Drive app where requested.

7. Communication

Communication will remain professional.

The instructor will:

• Use telephone, Total Drive messaging, text message, WhatsApp, or email solely for lesson administration and other legitimate business purposes.
• Avoid inappropriate or excessive messaging.
• Not communicate with pupils through their own personal social media accounts.

8. Confidentiality

Personal information will be treated confidentially in accordance with UK GDPR and the Data Protection Act 2018.

Information may be shared where:

• There is concern someone is at risk of harm.
• There is a legal obligation.
• Emergency services or safeguarding authorities require it.

9. Recognising Safeguarding Concerns

Concerns may include:

• Unexplained injuries.
• Fearful or withdrawn behaviour.
• Disclosure of abuse.
• Signs of neglect.
• Evidence of coercion or exploitation.
• Statements indicating self-harm or suicidal thoughts.
• Sudden or significant changes in behaviour or emotional wellbeing.

10. Responding to Concerns

If a pupil discloses abuse or raises a safeguarding concern, the instructor will:

1. Remain calm.
2. Listen carefully.
3. Avoid asking leading questions.
4. Reassure the individual they have done the right thing by speaking up.
5. Never promise complete confidentiality.
6. Record the facts as soon as possible.
7. Seek advice from the relevant safeguarding authority where unsure how to proceed.
8. Report concerns to the appropriate authority where necessary.

If someone is believed to be in immediate danger, emergency services will be contacted by dialling 999.

If, during a lesson, a learner’s physical or emotional condition is such that they cannot drive safely, the instructor may end the lesson early and take reasonable steps to ensure the learner’s immediate safety.

11. Reporting Concerns & Information Sharing

Depending on the circumstances, safeguarding concerns may be reported to:

• Local Authority Children’s Services
• Adult Social Care
• Police
• Emergency Services (999) where there is an immediate risk to life or serious injury
• NSPCC Helpline (for advice where appropriate)

Records of safeguarding concerns will be kept securely.

Where a learner is under 18 and there are concerns about their safety or welfare, the instructor will consider informing a parent or guardian unless doing so is believed to place the learner at greater risk of harm. Where appropriate, the learner will be informed before information is shared. If there are concerns that contacting a parent may increase the risk to the learner, advice will be sought from the relevant safeguarding authority or emergency services. For learners aged 18 or over, information will normally only be shared with their consent unless there is a serious and immediate risk to life or another legal basis for doing so.

King Driver Training recognises that, while learner confidentiality is important, safeguarding concerns take precedence where there is a risk of harm. Information will only be shared where necessary, proportionate, and in accordance with legal obligations and safeguarding guidance.

Where an instructor makes a report of a safeguarding issue, Karl will be informed in confidence of the agency involved for awareness.

12. Lone Working

Driving instruction involves one-to-one teaching. To reduce risks:

• Lessons are conducted in clearly identifiable tuition vehicles.
• Lesson times are recorded on Total Drive.
• The instructor carries a mobile phone.
• Pupils are encouraged to share lesson details with parents or trusted contacts if they wish.

• The instructor will, where possible, inform someone of their daily schedule and expected working hours.

13. Equality and Inclusion

King Driver Training does not tolerate discrimination.

Every pupil will be treated fairly regardless of:

• Age
• Disability
• Gender
• Gender identity
• Race
• Religion or belief
• Sexual orientation
• Pregnancy or maternity

14. Complaints

Any safeguarding concerns or complaints regarding instructor behaviour should be reported as soon as reasonably practicable, in the first instance to the instructor and, if necessary to Karl at King Driver Training.

Complaints will be:

• Taken seriously.
• Investigated fairly.
• Handled confidentially where possible.
• Recorded appropriately.

Our instructor team are self employed business owners operating under franchise. If we are unable to deal with the complaint internally, it should be referred to DVSA.

15. Record Keeping

Safeguarding records will:

• Be factual and accurate.
• Be stored securely.
• Only be accessed where necessary.
• Be retained only for as long as necessary in accordance with data protection requirements.

16. Training

The instructor will:

• Keep safeguarding knowledge up to date through appropriate reading, guidance, or training.
• Review this policy annually.
• Familiarise themselves with current safeguarding guidance relevant to driving instructors.

17. Policy Review

This policy will be reviewed annually or sooner if there are significant changes to legislation, guidance, or the operation of the business.