Our privacy policy for instructors

Introduction

The protection of your personal data, and that of your students, is hugely important to us here at MyDriveTime. The information you place in our care, and the trust you place in us to look after it is never taken for granted.

Our privacy policy describes how, where and why we collect, use and share your data. We feel it’s our responsibility to explain all this in a manner that helps you understand it clearly, so whilst the implications of this policy are serious and legally binding, we’ll dispense with the ‘legalese’ and stick with plain English.

If you have any questions, please get in touch using any of the contact methods shown at the top of this page.

Understanding your rights

First things first; your data belongs to you. It is your right to decide how it is used by giving or withdrawing your consent to hold and process it.

The General Data Protection Regulation helps to enhance and protect your rights. It provides us with guidelines on how we must respond to anything you ask of us relating to it. For example, if you want to see what data we hold about you, where we store it, why we need it and what we do with it, it’s your right to demand that we tell you. And, of course, we will.

The important thing for us, is that you always feel comfortable entrusting us with your data. If you don’t, please just get in touch to chat it through. Alternatively, if you feel we may have breached your trust, the Information Commissioner's Office (‘ICO’) is on hand to help you at www.ico.org.uk.

About us

MyDriveTime is a subscription-based software service designed for use by Approved Driving Instructors (ADIs), Potential Driving Instructors (PDIs), driving school owners and administrators, and their students to support their activities relating to driving tuition.

MyDriveTime is a registered trademark, owned and operated by May Stanley Ltd, registered in England and Wales with company number 08383197 and a registered address of Springfield House, Springfield Road, Horsham, West Sussex, RH12 2RG.

Our operating address is Ferneberga House, Alexandra Road, Farnborough, Hampshire, GU14 6DQ.

Information regarding our company structure, including shareholders and directors is available from Companies House.

May Stanley Ltd is a data controller and processor, registered with the Information Commissioner’s Office under registration reference ZA010130.

Visiting our website

When you visit our website, we do not collect any personally identifiable information about you. We may however collect anonymised data using Google Analytics and Wistia video hosting, so that we can monitor how everyone uses our site and improve the experience.

Joining our mailing list

If you have not registered for an account but are happy for us to email you from time to time with updates about our service, you are welcome to join our mailing list. To do so, we will need you to provide your name and email address and consent to receiving these emails. We will store this information in an email distribution service, being either of the following two providers:

• MailChimp, whose privacy policy is available here.
• DotDigital, whose privacy policy is available here.

If you receive emails that appear to be from us that you’re not expecting, or you’re not sure they’re genuine, please contact us. Please do not forward the email unless advised by our team to do so.

You can unsubscribe from these emails at any time via the unsubscribe link in the footer of the email.

Contacting our support team

You can contact our support team through various methods, including email, telephone, online chat or by filling in our online contact form. Any contact details you supply will be stored in our customer support system, which is provided by a third-party company called Zendesk. Contact details may also be stored within our email management program. These details will be used solely to answer your support queries.

Registering for a trial

When you register for an account with us, we will need to know some things about you, and to ask you to read and understand this policy, and to provide your consent for us to manage your data as set out in this policy.

We may collect your name, email address and mobile telephone number and store this information in the MyDriveTime database. We use this information solely to communicate with you by email, text or call to verify your credentials, update you on system related news and advise on account related matters, to ensure you get maximum value from our service.

In order to evaluate our service, you may enter personal details relating to students, lessons and financial transactions (‘payments’). This information will be stored within the MyDriveTime database only. Your students’ personal data will not be used by us in any way, except with your explicit consent.

Within MyDriveTime, you may choose whether or not to provide additional information, such as your home address, date of birth and gender. We only use this information to help us get to know you and provide a better level of support. We don’t share this information with anyone else, unless you ask us to, and you’re not obliged to provide it.

We will also store your name and address in an email distribution service so that we may send you relevant emails based on your communication preferences. You can update these preferences within your MyDriveTime account or contact us for more guidance. You will remain subscribed to these emails until you hit the unsubscribe link in the footer of the email.

It’s your right not to provide your consent. If you have previously provided it, you can withdraw it at any time by contacting us directly. However, without consent, we will be unable to provide our service to you.

What happens if your trial lapses

If you decide that our service isn’t for you, we will retain your name and email address in an email distribution program so that we may contact you from time to time, until such time that you unsubscribe from our mailing list.

To ensure our system and your data is not compromised in any way, we need to retain certain pieces of information relating to your account, including your login credentials. This information will not be used for any other purpose.

Any personal data you enter, and any student-related information may be retained in our database indefinitely unless we are asked to delete it. You may export a copy of the student, diary and financial information you have entered, or remove or anonymise all data you have entered before your trial ends. Alternatively, get in touch to ask us to remove it for you.

We recommend that you log out of, and uninstall, any instances of our mobile apps immediately after your trial lapses, so that all data is removed from the device. This is as much for your protection as it is for your students, to whom you have a data protection responsibility also.

Subscribing to our service

If you decide to continue with us after your trial, we will convert your account into a subscription. In addition to the data we have collected, and you have entered up to this point, we’ll ask you to set up a Direct Debit instruction with your bank to pay your monthly subscription fees, and any other optional one-off fees.

We use a third-party payment processor called GoCardless to collect payments on our behalf. You will provide GoCardless with your name, home address, email address and bank details. By submitting this information, you are providing your consent for them to process payments on our behalf. Your relationship with GoCardless is directly between you and GoCardless and subject to their terms and privacy notice, which you can view here.

When payment is due, we will ask GoCardless to collect your due payment. GoCardless will contact you directly to notify you of this request, at which point you may contact them, or us, to request that it is declined.

We do not have access to your full bank account number or sort code.

Cancelling your subscription

You may cancel your subscription with us at any time. You’re not obliged to provide a reason for cancelling, but we hope you’ll be happy to provide one to help us continually improve our service.

We will retain your name and email address on our mailing list and may provide you with service updates, until such time that you unsubscribe.

To maintain system integrity and security, we will retain certain aspects of your user account, including your chosen login credentials indefinitely. Invoices, SMS texts and any information you do not delete will be retained for a minimum period of 7 years, in accordance with our corporate responsibility to retain transactional records pursuant to our HMRC responsibilities.

Before your subscription ends, you may export all data relating to students, diary entries and transactions via our app, which will supply you with your data in a clear, legible format.

Furthermore, you may delete or anonymise your own personal data and that of your students prior to the end of your subscription. Alternatively, you may contact us to ask us to remove it for you, however this may incur an administration fee.

We recommend that you log out of, and uninstall, any instances of our mobile apps immediately after your subscription ends, so that all data is removed from the device. This is as much for your protection as it is for your students, to whom you have a data protection responsibility also.

We are able to access your payment history and the Direct Debit information you supplied to GoCardless until such time that GoCardless deletes this information, subject to their own privacy policy.

Using our mobile apps

If you download our mobile apps for iOS or Android, we will collect anonymised data using Google Analytics and Firebase Analytics which allows us to monitor how everyone uses the apps and improve the experience.

If the app crashes while in use then it may send a crash report to Firebase Crashlytics, including information about your device and a unique identifier that can tell us which MyDriveTime account was logged in at the time. This helps us to identify and fix any bugs in our apps, and if necessary, to communicate with you about bugs you may have encountered.

We strongly recommend that you use any security features built into your device to protect your MyDriveTime data should the device be lost or stolen. Most devices will lock the screen after a certain period of time, and only allow access using a PIN code, fingerprint, or some other method. Android and iOS both provide the ability to remotely wipe a device, as long as you set this feature up before the device is lost.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How we use cookies

To learn more about the way we use cookies on our website, please see our cookie policy.

Companies we share data with

In order to provide our service, we work with a number of third parties, some of whom we must share data with. These include:

• Intuit MailChimp We use Mailchimp to help us send you emails relating to MyDriveTime. We share your name and email address with them, and you may unsubscribe from the mailing list at any time although this may result in you missing vital information regarding your account. You can view their Privacy Policy here.
• DotDigital We use DotDigital to help us send you emails relating to MyDriveTime. We share your name, email address and other account-related usage information with them to ensure you’re appropriately informed about your account. You may unsubscribe from the mailing list at any time although this may result in you missing vital information regarding your account. You can view their Privacy Policy here.
• GoCardless We use GoCardless to process your subscription payments via a Direct Debit mandate that you have set up with them. We share your name, email address and your home address with them. The bank details you supply to them cannot be fully accessed by us, and you have the right to cancel your Direct Debit at any time, either via your bank, or by contacting us or GoCardless directly. You can view their Privacy Policy here.
• TxtLocal Ltd (‘Textlocal’) We use Textlocal to send text messages to your students on your behalf. We will never send a text message to your students without your explicit instruction and consent. We share your mobile telephone number and that of your student, as well as the message content. You can view their Privacy Policy here.
• The SMS Works We use The SMS Works to distribute messages to your students on your behalf. We will never send a text message to your students without your explicit instruction and consent. We share your mobile telephone number and that of your student, as well as the message content. You can view their Privacy Policy here.
• FBTC If you decide to use our Tax Return Service in partnership with FBTC, we will share your personal data with them, so that they may contact you and complete your tax return. This includes your name, email address, home address, telephone numbers and transaction data that may include your students’ names. You can view their Privacy Policy here.
• Kreston Reeves If you decide to use our Tax Return Service in partnership with Kreston Reeves, we will share your personal data with them, so that they may act on your behalf in the submission of data regarding your self-assessment tax affairs to HMRC. This includes your name, email address, home address, telephone numbers and transaction data that may include your students’ names. You will have your own direct agreement with Kreston Reeves should you choose to utilise this service, however you can view their Privacy Policy here.
• Signable We use Signable to manage the distribution, tracking, return and storage of documents (i.e. terms & conditions) to external recipients (i.e. students) that are sent for the recipient’s review and the obtaining of their electronic signature upon your explicit request and with your consent. We send your document content, along with personal information relating to the recipient, including their name and email address. The document may also contain other information that you have instructed us to ‘merge’ with your content. You can view their Privacy Policy here.
• Firebase If you agree to help us test new versions of our mobile app, we will need to share your name and email address with Firebase App Distribution. They will also collect information that identifies your mobile device. This allows us to send you new versions of our Android and iOS apps for testing, and allows their service to monitor testing activity and associate any crashes with your device. You can view their Privacy Policy here.
• Zendesk If you contact our customer support team, we will store your name and contact details in our customer support system which is provided by Zendesk. This data will be retained in Zendesk only, and not used for any other purpose. You can view their Privacy Policy here.

Your students and MyDriveTime

Your relationship with your students is that of a data controller, with MyDriveTime acting as a data processer to support that relationship. We recommend that any terms and conditions that you require your students to sign refer to your use of MyDriveTime.

As part of your MyDriveTime subscription, you may choose to offer our Student App to your learners. This will give them access to the data that you hold on them within MyDriveTime, and the ability to update some of their personal details alongside usage data on tests, practice etc. You may wish to include a link in your terms and conditions to our Student App privacy policy.

Multi-car schools & collectives

MyDriveTime provides an option for an instructor (and support staff) to create or join a ‘Team’ of connected MyDriveTime accounts. This is ideal for multi-car driving schools, as well as independent instructors looking to collaborate.

If you manage others

When someone joins your Team, it’s important that they understand exactly what data you can see and how you intend to use it.

If you are a member of a Team

Your driving school or collective may wish to connect with your MyDriveTime account in order to help you work more effectively.

Once connected with a Team, aspects of your data can be viewed and may be updated by other Team members with ‘admin’ permissions, e.g. allocating new students, adding lessons to your diary and monitoring account usage.

Certain parts of your account remain private. For example, your school cannot see the description you enter on an ‘Unavailability’ diary entry, nor any ‘expense’ payments you add or your financial summary.

It is important that you speak with the Team Owner to understand exactly what data they can see and how they intend to use it.

Disclosing your data to other third parties

May Stanley may disclose personally identifiable information under special circumstances, such as to comply with a court directive or when your actions are deemed criminal or in violation of our Terms of Service.