Guidance

Book and manage theory tests for your pupils: privacy notice

Updated 2 December 2024

© Crown copyright 2024

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This publication is available at https://www.gov.uk/government/publications/dvsa-privacy-notices/book-and-manage-theory-tests-for-your-pupils-privacy-notice

1. Who we are

The Driver and Vehicle Standards Agency (DVSA) provides the service to book and manage your theory test. DVSA is an executive agency of the Department for Transport (DfT).

We carry out theory tests in Great Britain. This service lets you choose the date, time and theory test centre you want to take your theory test at. It also lets you change your appointment or cancel it.

DVSA provides the theory test trainer booker service to registered users in the driver training industry to enable greater convenience through block booking of theory testing slots and flexible allocation of candidates.

The data controller for DVSA is DfT - a data controller determines the reasons and how personal data is processed. For more information see the Information Commissioner’s Office (ICO) Data Protection Public Register. DfT’s registration number is Z7122992.

We may use GOV.UK Notify to send you emails or text messages about your pupil’s test. This is a service provided by the Government Digital Service, which is part of the Cabinet Office. We are the data controller for your data within that service. The Cabinet Office is the data processor.

2. What data we need

All personal data relating to the trainer booking organisation and individual is provided by the user on account creation with your consent. Registration is optional, however, you will not be able to receive the services without creating an account.

2.1 Trainer bookers

The personal data we collect from you will include:

  • business ID
  • business name
  • organisation
  • contact name
  • job title
  • electronic or written signature
  • telephone number
  • email address
  • system access password
  • payment details - including card holder’s name, card holder’s billing address, card number (numbers are encrypted and access is restricted), dates the card is valid from and to, issue number and card type (for example, MasterCard) - up to 5 credit card details can be stored as favourites for use on the system

2.2 Pupils

Personal data is processed to enable collection of fees for the delivery of tests.

Your personal data will be supplied by the trainer booker and entered into the trainer booker service in line with the book and manage your theory test privacy notice.

The lawful basis for processing this data is legal obligation.

The lawful basis for processing this data is:

  • Road Traffic Act 1988 (as amended) specifically Part III and V (vocational licences), sections 125, 132, 159a and 162A
  • The Motor Vehicles (Driving Licences) Regulations 1999 (SI 1999/2864) (as amended), specifically Part III
  • The Motor Cars (Driving Instruction) Regulations 2005 (SI 2005/1902) (as amended), specifically part II and V
  • The Vehicle Drivers (Certificates of Professional Competence) Regulations 2007 (as amended) (SI 2007/605) (made under powers in European Communities Act 1972, Part III of the Road Traffic Act 1988; and Finance Act 1973) specifically regulations 5 and 8

3. Why we need the data

We need the personal data we collect from you to:

  • register and approve you to administer theory test bookings through the trainer booker service
  • administer a theory test booking which includes an entitlement check and further customer contact to enable you to arrange training programmes
  • take the payment for the trainer booker service and for theory tests
  • monitor use of the trainer booker service and produce anonymised statistics
  • take appropriate action if the service is misused
  • ask you to take part in research projects to help us understand how easy our services are to use and how we improve road safety

4. What we do with it

We collect, use and store the data you give us for the reasons set out in this policy.

We will not:

  • sell or rent your data to third parties
  • share your data with third parties for marketing purposes

We will share your data if we are required to do so by law - for example, by court order, or to prevent fraud or other crime. You can find further details about what we can do with your data in the DVSA counter-fraud: privacy notice.

5. How long we keep your data

We will only keep your personal data for as long as it is needed for the reasons set out in this policy or for as long as is required by law.

We will hold your personal data for:

  • 6 months after you withdraw for the trainer booker service for data about your trainer booker record
  • 2 years for correspondence to do with the trainer booker service
  • 7 years for your payment details

Where we ask you to take part in research projects, we shall tell you at that time how long we’ll hold your personal data for.

6. Where it might go

Our IT infrastructure and technology has been checked to make sure it is safe and secure.

All your data is held on DVSA servers based in the UK.

7. Protecting your data and your rights

The DVSA personal information charter sets out what steps are taken to protect your data, and the rights you have over your data.

Email ttnationaloperations@dvsa.gov.uk if you no longer want to be registered to use the DVSA trainer booker service. We will remove your information from the service. This may take up to 28 days.

8. Automated decision making and profiling

Your data is not subject to automated decision making or profiling as defined in data protection legislation.

9. Changes to this notice

We may change this privacy notice at its discretion at any time.

When we change this notice, the date on the page will be updated. Any changes to this privacy notice will be applied to you and your data as of the revision date.

We encourage you to periodically review this privacy notice to be informed about how your data is protected.

10. How to contact us

If you have any questions about anything in this document or if you consider that your personal data has been misused or mishandled you can contact the DVSA data protection manager

DVSA data protection manager

Data Protection Manager
DVSA
1 Unity Square
Nottingham
NG2 1AY

Contact DVSA customer services if you have a query that is not about how your personal data is used.

You may also make a complaint to the Information Commissioner, who is an independent regulator.

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