Driver privacy notice (template)

Each operator gives this to its drivers and staff, with [OPERATOR NAME] and the contact details filled in. We provide it so you can meet your duty to tell people how their data is used.

How [OPERATOR NAME] uses your data in OperatorSafe

Who we are. [OPERATOR NAME] is responsible for your personal data (the "controller"). Contact: [name, email, phone].

What we hold. Your name, contact details, driving licence number, tachograph card number, the vehicle checks and defect reports you complete, your signature and photos you add, and the data from your driver card, including your driving, other work, rest and availability times, the vehicles you used, and any infringements.

Why we use it. To meet our legal duties as an operator licence holder, including drivers' hours and tachograph rules, the Working Time Regulations and vehicle maintenance; to keep vehicles and people safe; to check that vehicles are roadworthy; and to deal with infringements, training and records. Our legal basis is our legal obligation and our legitimate interest in running a safe and lawful fleet.

How reports are used. Our system produces reports and ratings, such as infringement lists, hours remaining and risk summaries. A person at [OPERATOR NAME] reviews them. We do not make decisions about you by computer alone, and a report is a starting point for a conversation, not proof of anything.

Who can see it. Our transport manager and managers who need it for these purposes. Our software provider, Saracen Commercial Contracting Ltd (trading as OperatorSafe), stores it for us under a contract and may only use it on our instructions. We may share it with the DVSA, the Traffic Commissioner, the police or other authorities where the law requires, and with insurers or our auditors where needed.

How long we keep it. Driver card and tachograph records for [at least 12 months, as the law requires, and no longer than [period]]. Vehicle checks and defect records for [period]. Other records for [period]. [Operator to confirm each period.]

Your rights. You can ask to see your data, correct it, have it deleted where we do not need to keep it, or object to how we use it. Contact [name, email]. You can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Tip for operators: a short staff meeting or a line in the driver handbook, plus a copy of this notice signed or acknowledged on joining, is good practice.