Drivers Mate

We take your privacy very seriously. Please read this privacy policy carefully as it contains important

information on who we are and how and why we collect, store, use and share your personal data. It

also explains your rights in relation to your personal data and how to contact us or supervisory

authorities in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are

subject to the UK General Data Protection Regulation (UK GDPR)

Key terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our Driver Payroll Solutions Limited t/a My Drivers

Mate (“the Company”)

Our data protection officer Neil Hooton- info@driversmate.net 01204

899333

Personal data Any information relating to an identified or

identifiable individual

Special category personal data Personal data revealing racial or ethnic origin,

political opinions, religious beliefs, philosophical

beliefs or trade union membership

Genetic data

Biometric data (where used for identification

purposes)

Data concerning health, sex life or sexual

orientation

Data subject The individual who the personal data relates to

Personal data we collect about you

The personal data we collect about you depends on the particular services we provide to you. We will

collect and use the following personal data about you:

• your name and contact information, including email address and telephone number and

company details

• information to check and verify your identity, eg your date of birth, national insurance number,

application forms, engagement documents.

• your gender, if you choose to give this to us

• location data, if you choose to give this to us

• your billing information, transaction and payment card information

• your personal or professional interests

• information to enable us to undertake credit or other financial checks on you

• Information about how you use our website, IT, communication and other systems

We collect and use this personal data for the purposes described in the section ‘How and why we

use your personal data’ below. If you do not provide personal data we ask for, it may delay or

prevent us from providing services to you.

How your personal data is collected

We collect most of this personal data directly from you—in person, by telephone, text or email and/or

via our website, application forms and apps. However, we may also collect information:

• from publicly accessible sources, eg Companies House or HM Land Registry, HMRC VAT

Checker;

• directly from a third party, eg:

– sanctions screening providers;

– credit reference agencies;

– customer due diligence providers;

• from a third party with your consent, eg your bank or building society

• from cookies on our website

• via our IT systems, eg:

– from door entry systems and reception logs

– through automated monitoring of our websites and other technical systems, such as

our computer networks and connections, CCTV and access control systems,

communications systems, email and instant messaging systems.

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, eg:

• where you have given consent;

• to comply with our legal and regulatory obligations;

• for the performance of a contract with you or to take steps at your request before entering into

a contract; or

• for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your personal data, so

long as this is not overridden by your own rights and interests. We will carry out an assessment when

relying on legitimate interests to balance our interests against your own.

The table below explains what we use your personal data for and why.

What we use your personal data for Our reasons

Providing services to you To perform our contract with you or to take

steps at your request before entering into a

contract

Preventing and detecting fraud against you or

For our legitimate interest, ie to minimise fraud

that could be damaging for you and/or us

Conducting checks to identify our customers

and verify their identity

Screening for financial and other sanctions or

embargoes

Other activities necessary to comply with

professional, legal and regulatory obligations

that apply to our business, eg under health and

safety law or rules issued by our professional

regulator or relevant regulations including the

Conduct of Employment Agencies and

Employment Businesses Regulations 2003

Depending on the circumstances:

—to comply with our legal and regulatory

obligations

—for our legitimate interests

What we use your personal data for Our reasons

To enforce legal rights or defend or undertake

legal proceedings

Depending on the circumstances:

—to comply with our legal and regulatory

obligations;

—in other cases, for our legitimate interests, ie

to protect our business, interests and rights

Ensuring business policies are adhered to, eg

policies covering security and internet use

For our legitimate interests, ie to make sure we

are following our own internal procedures

Operational reasons, such as improving

efficiency, training and quality control

For our legitimate interests, ie to be as efficient

as we can so we can deliver the best service to

you at the best price

Ensuring the confidentiality of commercially

sensitive information

Depending on the circumstances:

—for our legitimate interests, ie to protect trade

secrets and other commercially valuable

information;

—to comply with our legal and regulatory

obligations

Statistical analysis to help us manage our

business, eg in relation to financial performance,

customer base, product range or other efficiency

measures]

For our legitimate interests, i.e to be as efficient

as we can so we can deliver the best service to

you at the best price

Preventing unauthorised access and

modifications to systems

Depending on the circumstances:

—for our legitimate interests, ie to prevent and

detect criminal activity that could be damaging

for you and/or us;

—to comply with our legal and regulatory

obligations

Protecting the security of systems and data

used to provide the services

To comply with our legal and regulatory

obligations

We may also use your personal data to ensure

the security of systems and data to a standard

What we use your personal data for Our reasons

that goes beyond our legal obligations, and in

those cases our reasons are for our legitimate

interests, ie to protect systems and data and to

prevent and detect criminal activity that could be

damaging for you and/or us

Updating and enhancing customer records Depending on the circumstances:

—to perform our contract with you or to take

steps at your request before entering into a

contract;

—to comply with our legal and regulatory

obligations;

—for our legitimate interests, eg making sure

that we can keep in touch with our customers

about existing orders and new products

Statutory returns To comply with our legal and regulatory

obligations

Ensuring safe working practices, staff

administration and assessments

Depending on the circumstances:

—to comply with our legal and regulatory

obligations;

—for our legitimate interests, eg to make sure

we are following our own internal procedures

and working efficiently so we can deliver the

best service to you

Marketing our services to:

—existing and former customers;

—third parties who have previously expressed

an interest in our services;

—third parties with whom we have had no

previous dealings.

For our legitimate interests, ie to promote our

business to existing and former customers

What we use your personal data for Our reasons

Credit reference checks via external credit

reference agencies

For our legitimate interests, ie to ensure our

customers are likely to be able to pay for our

products and services

External audits and quality checks, eg for ISO or

Investors in People accreditation and the audit

of our accounts

Depending on the circumstances:

—for our legitimate interests, ie to maintain our

accreditations so we can demonstrate we

operate at the highest standards;

—to comply with our legal and regulatory

obligations

To share your personal data with members of

our group and third parties that will or may take

control or ownership of some or all of our

business (and professional advisors acting on

our or their behalf) in connection with a

significant corporate transaction or restructuring,

including a merger, acquisition, asset sale, initial

public offering or in the event of our insolvency

In such cases information will be anonymised

where possible and only shared where

necessary

Depending on the circumstances:

—to comply with our legal and regulatory

obligations;

—in other cases, for our legitimate interests, ie

to protect, realise or grow the value in our

business and assets

How and why we use your personal data—Special category personal data

Certain personal data we collect is treated as a special category to which additional protections apply

under data protection law:

• personal data revealing racial or ethnic origin, political opinions, religious beliefs,

philosophical beliefs or trade union membership;

• biometric data (when used to uniquely identify an individual);

Where we process special category personal data, we will also ensure we are permitted to do so

under data protection laws, eg:

• we have your explicit consent;

• the processing is necessary to protect your (or someone else’s) vital interests where you are

physically or legally incapable of giving consent; or

• the processing is necessary to establish, exercise or defend legal claims.

How and why we use your personal data—sharing

See ‘Who we share your personal data with’ for further information on the steps we will take to

protect your personal data where we need to share it with others.

Marketing

We will use your personal data to send you updates (by email, text message, telephone or post)

about our services, including exclusive offers, promotions or new products and services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How

and why we use your personal data’). This means we do not usually need your consent to send you

marketing information. If we change our marketing approach in the future so that consent is needed,

we will ask for this separately and clearly.

You do, however, have the right to opt out of receiving marketing communications at any time by:

• contacting us at Neil Hooton-info@driversmate.net 01204 899333

• updating your marketing preferences by e-mailing our Data Protection Officer.

We may ask you to confirm or update your marketing preferences if you ask us to provide further

products and services in the future, or if there are changes in the law, regulation, or the structure of

our business.

We will always treat your personal data with the utmost respect and never sell or share it with other

organisations outside the Company for marketing purposes.

Who we share your personal data with

We routinely share personal data with:

• companies associated with the HGV Driver Group of Companies;

• third parties we use to help deliver our products and services to you, eg payment service

providers, warehouses and delivery companies;

• other third parties we use to help us run our business, eg marketing agencies or website

hosts;

• third parties approved by you, eg social media sites you choose to link your account to or third

party payment providers;

• credit reference agencies;

• our insurers and brokers;

• our bank.

We only allow those organisations to handle your personal data if we are satisfied they take

appropriate measures to protect your personal data.

We or the third parties mentioned above occasionally also share personal data with:

• our external auditors, eg in relation to the audit of our accounts, in which case the recipient of

the information will be bound by confidentiality obligations;

• our and their professional advisors (such as lawyers and other advisors), in which case the

recipient of the information will be bound by confidentiality obligations;

• law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal

and regulatory obligations;

• other parties that have or may acquire control or ownership of our business (and our or their

professional advisers) in connection with a significant corporate transaction or restructuring,

including a merger, acquisition, asset sale, initial public offering or in the event of our

insolvency—usually, information will be anonymised but this may not always be possible. The

recipient of any of your personal data will be bound by confidentiality obligations.

We will not share your personal data with any other third party.

Who we share your personal data with—further information

• If you would like more information about who we share our data with and why, please contact

us at Neil Hooton-info@driversmate.net 01204 899333

Where your personal data is held

Personal data may be held at our offices and those of the companies associated with HGV Driver

Group of Companies. see above: ‘Who we share your personal data with’).

How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used.

Different retention periods apply for different types of personal data.

If you no longer have an account with us or we are no longer providing goods or services to you, we

will usually delete or anonymise your account data after seven years.

Following the end of the relevant retention period, we will delete or anonymise your personal data.

Your rights

You have the following rights, which you can exercise free of charge:

Access The right to be provided with a copy of your

personal data

Rectification The right to require us to correct any mistakes in

your personal data

Erasure (also known as the right to be forgotten) The right to require us to delete your personal

data—in certain situations

Restriction of processing The right to require us to restrict processing of

your personal data in certain circumstances, eg

if you contest the accuracy of the data

Data portability The right to receive the personal data you

provided to us, in a structured, commonly used

and machine-readable format and/or transmit

that data to a third party—in certain situations

To object The right to object:

—at any time to your personal data being

processed for direct marketing (including

profiling);

—in certain other situations to our continued

processing of your personal data, eg processing

carried out for the purpose of our legitimate

interests unless there are compelling legitimate

grounds for the processing to continue or the

processing is required for the establishment,

exercise or defence of legal claims

Not to be subject to automated individual

decision making

The right not to be subject to a decision based

solely on automated processing (including

profiling) that produces legal effects concerning

you or similarly significantly affects you

The right to withdraw consent If you have provided us with a consent to use

your personal data you have a right to withdraw

that consent easily at any time

You may withdraw consent by e-mailing the

Data Protection Officer.

Withdrawing consent will not affect the

lawfulness of our use of your personal data in

reliance on that consent before it was withdrawn

For more information on each of those rights, including the circumstances in which they apply, please

Commissioner’s Office (ICO).

If you would like to exercise any of those rights, please:

• complete a data subject request form—or;

• email, call or write to us—see below: ‘How to contact us’; and

• provide enough information to identify yourself [(eg your full name, address and customer or

matter reference number)] and any additional identity information we may reasonably request

from you;

• let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being lost accidentally, or used

or accessed unlawfully. We limit access to your personal data to those who have a genuine business

need to access it. Those processing your personal data will do so only in an authorised manner and

are subject to a duty of confidentiality.

We also have procedures to deal with any suspected data security breach. We will notify you and any

applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see

below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You may also have the right to lodge a complaint with the Information Commissioner: the UK data

protection regulator.

Please contact us if you would like further information.

Changes to this privacy policy

This privacy notice was published on 15.06.2024

We may change this privacy notice from time to time—when we do we will inform you via our website

or other means of contact such as email.

Updating your personal data

We take reasonable steps to ensure your personal data remains accurate and up to date. To help us

with this, please let us know if any of the personal data you have provided to us has changed, eg your

surname or address—see below ‘How to contact us’.

You can also update your personal data yourself via our online customer portal.

How to contact us

You can contact us and our Data Protection Officer by post, email or telephone if you have any

questions about this privacy policy or the information we hold about you, to exercise a right under

data protection law or to make a complaint.

Our contact details are shown below:

Our contact details Our Data Protection Officer's contact details

Via Chat within the app or on our website or

email us on info@driversmate.net

Neil Hooton-

Neil Hooton-info@driversmate.net 01204

899333