Driver Privacy Notice

Licence Check Service

Your privacy rights and how we handle your personal information

Who we are

We provide licence checking services on behalf of your employer/organisation. Our role is to help your employer meet its legal duty of care and insurance obligations by verifying that anyone driving for business purposes holds a valid driving licence.

What information we collect

To carry out a licence check, we collect the following personal information:

Full name
Date of birth
Current address
Driving licence number
National Insurance number (if required for verification)
Contact details (email/phone if supplied)

How we use your information

Your information will only be used for the purpose of verifying your driving licence with the DVLA (Driver and Vehicle Licensing Agency). The results of the check will be shared with your employer/organisation to confirm licence validity and any endorsements.

Lawful basis

We rely on your consent to carry out this check. You can withdraw consent at any time, although this may affect your ability to drive for work purposes.

Who we share your data with

DVLA, for the purpose of carrying out the licence check
Your employer/organisation, to provide them with the results of the check

Important: We do not sell or share your information with anyone else.

How long we keep your information

We only retain your personal information for as long as necessary to carry out the licence check and comply with legal obligations. Personal data is processed according to the following schedule:

            Retention Schedule
            Raw DVLA data: Anonymised after 6 months, deleted after 12 months
Consent records: Retained for up to 3 years (customisable by your organisation)
Audit logs: Retained for 3 years for compliance purposes
Check requests made on orbisio.co.uk: your name and a masked licence number as given by the person who requested the check, with their declarations (including that they hold your consent), their IP address and the time of the request. Retained for 7 years from the request, unless you ask us to delete it sooner

        

Your rights

You have the right to:

Access the information we hold about you
Request correction of inaccurate data
Withdraw consent and request deletion of your information
Complain to the Information Commissioner's Office (ICO) if you believe your data has been mishandled

How to exercise your rights

To exercise any of these rights, please contact us using the details below. We will respond to your request within 30 days.

Data Security

We take the security of your personal information seriously:

Encryption: All data is encrypted at rest and in transit
Access Controls: Strict role-based access to your information
Audit Trail: All access to your data is logged and monitored
UK/EU Hosting: Your data is processed within UK/EU jurisdiction only

Data Sharing Agreements

We have formal agreements in place to protect your data:

DVLA Data Sharing Agreement: Formal agreement governing licence verification
Data Processing Agreements: With all UK/EU-based hosting providers
No Third-Party Sales: We do not sell or share data with unrelated third parties

Data Breach Notification

In the event of a data breach, we will notify affected clients and the ICO within 72 hours where legally required.

📞 Contact us

If you have any questions about how your information is used, please contact:

📧 dpo@covase.co.uk

📱 0345 369 7103

COVASE Fleet Management - Data Protection Officer
UK/EU-based data processing

This privacy notice was generated on 27 October 2026 and is compliant with UK GDPR and Data Protection Act 2018