Privacy Notice

Effective date: 23/10/2026

Who is responsible for your information?

Carlos Vaz, trading as CPV Driving School, is the data controller responsible for the personal information used to manage enquiries and driving tuition.

Email: carlos@cpvdrive.co.uk
Business address: 11 Vereth Road, Ramsgate, CT11 9NW

This notice covers website enquiries, communications, tuition, lesson administration, payments, vehicle recordings and optional promotional photographs and testimonials.

Information I collect

Depending on your enquiry and tuition arrangements, I collect relevant information including:

  • Your name, email address, telephone number, address and collection location.
  • Your availability, driving experience and learning goals.
  • Driving licence details and relevant licence-check information.
  • Theory and practical test dates, centres and results.
  • Lesson bookings, attendance, progress, feedback, reflective logs and mock test records.
  • Messages, correspondence and acceptance of terms.
  • Payments, invoices, receipts, prepaid balances and refunds.
  • Emergency contact details, where needed.
  • Relevant health, disability or learning-support information where necessary to adapt tuition.
  • Website technical information, such as IP addresses, access times and security logs.
  • Vehicle recordings as explained below.
  • Photographs, testimonials, agreed publication details and records of your permission.

Information comes directly from you, from lessons and assessments, and from AA where it introduces you or administers a booking or payment. Relevant information may also come from DVLA licence checks, payment confirmations and someone arranging or paying for lessons on your behalf.

If you provide another person’s details, such as an emergency contact, please make them aware of this notice.

How and why I use information

I use information to respond to enquiries, arrange and deliver lessons, assess progress and readiness, communicate with you, manage payments and maintain business records.

I also use relevant information to provide appropriate support, manage emergencies, investigate complaints or incidents, handle claims and protect the security of the business.

My lawful bases are:

Contract: taking steps you request before booking and providing and administering your tuition.

Legal obligation: keeping required accounting and tax records and complying with applicable legal requirements.

Legitimate interests: managing general enquiries, emergency contacts, business security, complaints and claims. These interests are balanced against your rights and privacy.

Consent: optional uses such as publishing an identifiable photograph or testimonial. You can withdraw consent by contacting me.

Where health, disability or other special-category information needs to be recorded, I will normally obtain your explicit consent as well as identify an appropriate lawful basis. Another legal condition may apply where necessary for legal claims or an emergency.

Please avoid including detailed medical information in the website enquiry form. Relevant support needs can be discussed directly.

Some information is necessary to arrange lessons, verify eligibility or administer payment. Without it, I may be unable to provide tuition. Optional fields will be identified.

Website enquiries

The website uses Contact Form 7 to send your enquiry to carlos@cpvdrive.co.uk.

Enquiry submissions are emailed to me rather than retained as a separate submissions archive in WordPress. They are processed through the website and email systems and retained in my correspondence where needed.

Your details are used to respond to your enquiry and, if you proceed, arrange and manage your lessons. An enquiry does not automatically create a TotalDrive pupil account or subscribe you to marketing.

TotalDrive

I use TotalDrive to manage tuition and provide access to its pupil app.

Relevant records may include pupil profiles, contact and collection details, bookings, reminders, messages, lesson summaries, syllabus progress, reflective logs, mock tests, theory and practical test information, terms acceptance, payments, receipts and prepaid balances.

Learning resources and theory-practice features may also be used where available. Only information relevant to your tuition and administration is recorded; not every available field needs to be completed.

Lessons are arranged directly with me.

TotalDrive also handles information for its platform operations, as explained in its Privacy Policy. Please contact me about the pupil records I manage.

Payments and accounting

Payments are mainly made by bank transfer. Payments through the AA system are also accepted where arranged, particularly for initial AA bookings.

I use FreeAgent for accounting and invoices, with my bank account connected to import business transactions. Relevant financial information is synchronised or transferred from TotalDrive to FreeAgent as part of a weekly accounting process.

These records may include your name, invoice details, payment references, amounts, dates, balances and refunds. Receipts are issued through TotalDrive and invoices through FreeAgent.

I do not need your online banking login details or full card details to administer your lessons.

Calendar and navigation

Relevant lesson appointment details are synchronised with Apple Calendar to manage availability and scheduling.

Google Maps and Apple Maps are used for navigation, including directions to collection locations. CPV does not use these services to maintain pupil route-tracking records.

These providers also handle information under their own privacy arrangements. Any GPS information recorded by vehicle cameras is covered separately below.

Vehicle cameras and recordings

Recording is in operation from the date this Privacy Notice takes effect. This section explains how CPV Driving School uses vehicle cameras and handles recordings.

Purpose and information recorded

CPV Driving School uses road-facing and cabin-facing cameras to help investigate incidents, complaints and allegations, protect learners and the instructor, and provide evidence for insurance or legal claims.

Recordings may capture learners, the instructor, other passengers, road users and vehicle registrations, together with dates and times. GPS location and vehicle speed may also be recorded where enabled.

Audio recording is switched off.

Cameras are not used to record personal journeys. Cabin recording is disabled during practical driving tests.

Lawful basis and notification

The lawful basis for recording is legitimate interests in safety, incident investigation and the establishment or defence of claims. CPV Driving School has assessed the arrangements and considers them necessary and proportionate, taking account of their effect on learners’ privacy.

Learners will be informed before their first recorded lesson. Signs in the vehicle identify CPV Driving School and direct people to this Privacy Notice.

Storage and retention

Footage is stored locally on a memory card, with older recordings automatically overwritten as storage fills.

Routine footage is deleted or overwritten within seven days, or sooner where no longer needed. If automatic overwriting does not achieve this, recordings are deleted separately. This also applies to automatically protected clips that are no longer needed.

Relevant footage may be saved securely for longer where needed for an incident, complaint, insurance claim, legal proceedings or a request to exercise data rights. It is deleted when that need ends.

Access and disclosure

Access is restricted to those who need the footage for the purposes described above. Relevant recordings may be shared where necessary and lawful with insurers, legal advisers, police, courts or other authorised bodies.

Footage is not published online or used for marketing or routine teaching review.

Your rights

You may request access to recordings containing your personal information and object to processing based on legitimate interests. Objections will be considered individually.

Contact carlos@cpvdrive.co.uk, giving the approximate date, time and location. Please contact me promptly because recordings may be overwritten. Other people’s privacy may require parts of a recording to be obscured before disclosure.

Who information is shared with

Information is shared only where necessary for the purposes described in this notice, including with:

  • Krystal: website hosting and related technical services.
  • Google Workspace: email and business correspondence.
  • TotalDrive: tuition administration and pupil-app services.
  • FreeAgent: accounting, invoices and financial records.
  • Apple: calendar services and navigation.
  • Google Maps: navigation.
  • AA: relevant introductions, booking, payment and franchise administration.
  • Banks, bank-feed providers and payment services involved in transactions.
  • Professional advisers, insurers, emergency services, police, courts, HMRC or regulators where necessary and lawful.
  • Website visitors and users of the social media platforms you agree to, where photographs or testimonials are published with your permission.

Contact Form 7 operates on the website; its developer does not receive your enquiry simply because the plugin is used.

I do not sell your personal information.

Security and international processing

I use appropriate access controls and safeguards to protect devices, accounts, records and recordings. Access is limited to people and providers who need it for the relevant purpose.

Some technology providers process information outside the UK. Where a restricted international transfer occurs, applicable safeguards are required, such as UK adequacy regulations or approved contractual safeguards, including the UK Addendum where appropriate.

You can contact me for information about the safeguards relevant to your data and how to obtain a copy.

How long information is kept

  • Enquiries that do not lead to lessons: up to 12 months after the last contact.
  • Waiting-list records: while you wish to remain on the list, with periodic checks.
  • Routine pupil and progress records: up to two years after tuition ends.
  • Tax and accounting records: normally at least five years after the 31 January submission deadline for the relevant tax year, or longer where legally required.
  • Relevant contract, complaint and incident records: for as long as reasonably needed to resolve the matter, meet insurance requirements or establish or defend legal claims.
  • Vehicle recordings: as described in the recording section above.
  • Promotional photographs and testimonials: while permission remains valid and the material remains relevant, with periodic review. If permission is withdrawn, further use will stop and content under my control will be removed.
  • Consent records: for as long as reasonably needed to demonstrate what was agreed and manage any withdrawal or related complaint.
  • Technical and security logs: for the period reasonably needed to maintain security, investigate faults or incidents and meet provider requirements.

Information is then deleted or anonymised. Residual backup copies are removed through the relevant backup cycle and are not used for ordinary business purposes.

Cookies and website services

The website does not use visitor analytics, advertising trackers, embedded maps, embedded videos or social media feeds.

Contact Form 7, in its default configuration, does not use cookies. WordPress or hosting services may use necessary technologies for administration, security or essential functions.

If additional services or non-essential tracking are introduced, the relevant privacy information and any required controls will be updated before use.

Pass photos, testimonials and marketing

With your separate permission, I may publish a pass photo, testimonial and agreed details, such as your first name and test centre, to celebrate your achievement and promote CPV Driving School.

I will confirm the intended channels, such as the website or Facebook page, before asking for permission. You can choose which uses you agree to. Participation is optional and does not affect your tuition.

You can withdraw permission at any time by contacting carlos@cpvdrive.co.uk. I will stop further use and remove the content from channels I control. Public posts may have been shared or copied by others, so complete removal from the internet cannot be guaranteed.

Sending an enquiry or becoming a pupil does not automatically subscribe you to promotional messages.

Your rights

Depending on the circumstances, you can:

  • Request access to your personal information.
  • Ask for inaccurate information to be corrected.
  • Request deletion or restricted use.
  • Request transfer of certain information.
  • Withdraw consent where processing relies on consent.

You also have the right to object to processing based on legitimate interests. Please explain your circumstances so I can consider your request.

Rights are subject to legal conditions. For example, some financial or claim-related records may need to be retained.

Contact carlos@cpvdrive.co.uk to make a request. I may need to verify your identity. Requests are normally answered within one month, subject to lawful extensions or exceptions.

CPV does not make decisions with legal or similarly significant effects about you solely through automated processing.

Questions and complaints

Please contact me if you have a question or concern about your information.

You may also complain directly to the Information Commissioner’s Office. You do not have to raise your concern with me first.

Changes to this notice

This notice will be reviewed when relevant services or arrangements change. The latest version will be available on this website, with its effective date shown above.