ADI Terms & Conditions

By reading these terms and conditions you the ADI (Approved Driving Instructor) or “instructor” abide by these terms and conditions. You understand by booking working with LPOD Academy when carrying out courses, you acknowledge and abide by all the terms and conditions set out. Please use our table of contents to easily navigate our terms and conditions.

LPOD Academy is a booking agent that works with candidates and instructors to deliver a niche service of intensive courses. Courses are delivered between the learner and instructor and LPOD helps oversee and facilitate the progression of courses until they are completed.

By working with LPOD Academy, and accepting any courses from us, you are bound by these terms and conditions.

Table Of Contents:

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1. Expectations & General Information On Delivering An Intensive Course

2. Payments

3. ADI Conduct & Behaviour

4. Data Protection / Processing Personal Data

5. Complaints

6. Instructor Eligibility and Status Notifications

7. General Terms & Governing Provisions

Expectations & General Information On Delivering An Intensive Course

1.1

1.2

You the instructor are responsible for ensuring your car is fully insured with the correct insurance, your car is in a road-worthy condition, has a valid MOT when doing courses with LPOD Academy.

1.3

Once a booking deposit has been made and matched to both parties (pupil and driving instructor), the booking is regarded as complete and the deposit is non-refundable to the pupil or the payee of the course booking. Any request to change instructor, change location, or change transmission would be treated as voluntarily cancelling the course (original booking) and a new booking will need to be made (for any new changes, from the original booking) in order to change the instructor, location, transmission & any other aspect of your booking.

1.4

Your training vehicle must be maintained to a high professional standard at all times. This includes:

– Clean interior and exterior with no visible damage, dents, or rust

– Functioning air conditioning/heating systems

– No strong odours (smoke, pets, food, or otherwise)

– Clean upholstery with no stains or tears

– Fully functional safety features, mirrors, and lighting

– Current MOT certification and valid road tax

– Professional presentation suitable for client-facing instruction

LPOD Academy reserves the right to inspect the vehicle or request photographic evidence of its condition. Failure to maintain these standards may result in suspension of bookings.

1.5

If you cannot take a candidate to a test, that has either been arranged by LPOD Academy, yourself or the candidate themselves, and the reason for them not being able to sit the test in your vehicle, then the liability of the test fee is on you to pay for another one, if it was your fault if the original test couldn’t go ahead.

1.6

You will provide your ADI badge, a copy of your insurance when signing up with LPOD Academy. We expect all the information asked in the ADI form to be filled out fully.

1.7

LPOD Academy agrees to:

– Respond to all instructor inquiries and dispute reports within 2 business days

– Maintain platform availability during business hours (Monday-Friday, 9:00 AM – 5:00 PM UK time)

– Process payment confirmations and provide proof of payment to instructors within 2 business days of receipt from learners

– Mediate complaints impartially, considering both instructor and learner accounts before reaching a conclusion

– Provide 14 days’ notice before any changes to these Terms & Conditions

– Maintain confidentiality of instructor personal and business information, except where legally required or with written consent

– Provide support and guidance on setting professional terms, payment methods, and best practices upon request

1.8

The 6-month validity period for course bookings is calculated from the agreed course start date (the date of the first scheduled lesson). All teaching hours must be delivered by the end of this 6-month period. If agreed hours cannot be completed within this timeframe due to instructor cancellations or unavailability, you must either:

– Reschedule remaining hours within the validity period, or

– Reimburse the learner for undelivered hours within 14 days

Any teaching hours scheduled beyond the 6-month validity period are considered outside the original booking agreement and are subject to Section 2.7.

1.9

Should a learner fail to attend a scheduled lesson without prior notice or reasonable explanation (a “no-show”), you may:

– Charge the learner the agreed hourly rate for that lesson, or

– Reschedule the lesson at a mutually agreed time within the booking validity period

You must notify LPOD Academy of any repeated no-shows (3+ within the booking period). LPOD Academy may support the learner in identifying scheduling barriers or recommend course termination if no-shows persist.

Payments

2.1

When you accept a course, the learner pays you directly, unless it has been specified we will pay you fully / an additional amount on top of what the candidate pays you. We primarily encourage all payments to be paid by bank transfer or cash.

2.2

Courses are sold on a set price. Once a course has been accepted, then the price listed is the price that is set. Unless there is written confirmation we will add to the payment, to which an email would be sent to you.

2.3

We state to all ADI’s and the candidate in question, that payment of the remaining balance is due no later than 7 days before the agreed start date.

If training has been agreed for less than 7 days time from the point of setting the schedule of the training, then payment from the learner is due straightway. Please allow a day grace, for the candidate to make arrangements to make payment.

2.4

We expect all hours to be delivered with the candidate over the agreement set when you first agree the training plan with the learner. If not all hours are delivered within the 6 month validity point of a candidate’s booking (6 months). Any remaining hours, must either be planned out again or reimbursed to the learner in question.

2.5

When contacting the learner, we expect you to inform the candidate of your terms. Please state your cancellation period to the learner. LPOD Academy enacts your terms first, and ours act as secondary terms.

2.6

As an independent contractor (self employed), you are solely responsible for your own National Insurance and Income Tax obligations. Please note that you are not eligible for any additional compensation for holiday leave, and it is your responsibility to factor this into your rates accordingly.

2.7

If additional hours are agreed outside of the original booking with the candidate, then LPOD Academy does not get involved with any affairs relating to training that has been agreed outside of LPOD Academy. You are responsible for setting and enforcing your terms as per your terms.

2.8

If in the eventuality, the course booker/course recipient needs to cancel the course due to extreme circumstances, LPOD Academy, do allow certain conditions where a refund on the deposit may be given and we will ask you to reimburse any paid funds to you. If the course booker/recipient has already paid you in full, then we expect you to come to an arrangement to either, reschedule the training at a later date or reimburse any left over hours.

This will be enacted if the candidate in question provides us one of the following:

– Extreme illness (A medical note from a GP / medical institution must be provided to LPOD Academy by email)

– Bereavement (A coroners note/letter must be provided to LPOD Academy by email)

2.9

Should you need to cancel a course or any scheduled lessons for any reason, you must:

– Notify LPOD Academy in writing (email) within 24 hours of the cancellation decision

– Provide a clear reason for cancellation

– Suggest alternative dates or confirm course termination

LPOD Academy will then contact the learner to discuss options (rescheduling, finding a replacement instructor, or termination). Your failure to provide timely notice may result in learner refunds that you are liable to reimburse under Section 2.8.

2.10

In the event of payment disputes, any cheques not clearing in time, or our terms and conditions not being met, we will support the self-employed instructor to claim loss of earnings through third-party debt collection agencies and or the small claims court. We are very strict on the remaining payment of course bookings – due to the nature of our industry. Intensive driving course instructors rely on their courses to be fulfilled.

In the event of a payment dispute, the following process will be followed:

1. Notification: The disputing party must notify the other party and LPOD Academy in writing within 7 days of the disputed transaction
2. Evidence: Both parties must provide supporting documentation (invoices, payment confirmations, communication records)
3. Investigation: LPOD Academy will review evidence and attempt to resolve the dispute within 14 days
4. Resolution: LPOD Academy will issue a written determination, including: 
   • Whether the payment was due
   • Who is liable for the payment
   • Timeline for settlement
5. Escalation: If either party disputes the determination, the matter may be referred to small claims court or a debt collection agency at the expense of the liable party

Payment disputes do not suspend a learner’s right to receive instruction or an instructor’s right to payment for hours already delivered.

ADI Conduct & Behaviour

3.1

Once you have accepted a driving course from LPOD Academy, you will make contact with the candidate within 48 hours of receiving the details. Once communication has been established, we expect you to of planned a start of the course / made an agreement where both of you agree to the plan of action.

3.2

We expect all ADI’s to manage their diary effectively. We expect communication to be of a high standard throughout the length of a candidate’s booking. If any changes / cancellations come up in your diary, we expect you to inform the candidate in question.

You agree to maintain professional communication standards throughout the learner’s booking, including:

– Responding to learner messages within 24 hours during business days (Monday-Friday)

– Confirming lesson times at least 48 hours before the scheduled lesson

– Providing at least 48 hours’ notice of any lesson cancellations or rescheduling

– Maintaining a professional tone in all written and verbal communication

 – Keeping LPOD Academy informed of any significant scheduling changes or learner concerns

Failure to maintain communication standards may result in learner complaints and trigger the complaints process outlined in Section 5.

3.3

When in communication with the candidate, we expect you to inform of their your terms. This may include your cancellation policy, use of car for test policy and any other policy that is relevant to your driving school. If you don’t have any terms set, we may advise and guide you on how to set your own terms.

3.4

You hold the responsibility for ensuring the safety of your student and all other road users during lessons, and you will consistently teach with utmost care and attention. It is agreed that you will refrain from using a mobile phone or engaging in smoking (including e-cigarettes) while conducting courses with LPOD Academy.

3.5

“LPOD Academy” is a trademark owned by our company and protected under UK law. The use of the name “LPOD Academy” or any variations thereof (e.g., “LPOD”) without our explicit consent is strictly prohibited. Any unauthorised use of the name LPOD Academy will result in the termination of your services with immediate effect.

3.6

You must not make false, misleading, or malicious statements about LPOD Academy that are intended to, or reasonably could, damage its reputation or business operations. This includes statements made on social media, review sites, in direct communication, or to third parties.

Examples of prohibited conduct include:

– Falsely claiming LPOD Academy withheld payments you are entitled to

– Making accusations of fraud or misconduct without evidence

– Spreading false information about LPOD Academy’s policies or practices

This clause does not restrict:

– Honest reviews of your experience with LPOD Academy

– Legitimate complaints about actual breaches of these Terms & Conditions

– Truthful statements made in legal proceedings or to regulatory authorities

Breach of this clause may result in immediate termination of your agreement with LPOD Academy.

3.7

If a candidate raises a concern / complaint with LPOD Academy, we will ask for both inputs from the interaction between you and the candidate in question. If ever a complaint is raised with LPOD Academy, we reserve the right to mediate between both parties and then conclude from the situation, whilst acknowledging both parties input.

If it’s deemed that conduct from the instructors side has not been followed, then we will suggest to the instructor to come up with a solution that rectifies the situation and a plan to continue with the course.

In rare cases, we receive a complaint and no response / reply from the instructor has been made. We may have to refer to the learner / candidate to report the ADI to the DVSA and raise a complaint. If there are issues relating to financial disputes / not all hours given, then we may suggest to the candidate to seek legal action / advice.

3.8

You must report any of the following incidents to LPOD Academy in writing within 48 hours:

– Any accident, collision, or damage involving your training vehicle during a LPOD Academy booking

– Any insurance claim made relating to a lesson or course

– Any injury or safety concern raised by a learner

– Any mechanical failure or roadworthiness issue discovered during a course

– Any safeguarding concern or inappropriate behaviour by a learner

– Any learner threatening legal action or making a formal complaint

Failure to report incidents promptly may result in:

– LPOD Academy’s inability to support you in disputes

– Liability for costs arising from delayed reporting

– Potential termination of your agreement

3.9

As an Approved Driving Instructor with LPOD Academy, you agree to:

– Deliver instruction in compliance with the DVSA’s Driving Instructor Standards

– Provide structured lessons with clear learning objectives communicated to the learner

– Assess learner progress fairly and provide constructive feedback

– Maintain professional boundaries and conduct at all times

– Not provide instruction under the influence of alcohol, drugs, or medication that impairs judgment

– Not engage in any form of harassment, discrimination, or inappropriate behaviour

– Follow all Road Traffic Regulations and driving laws during lessons

LPOD Academy may request feedback from learners regarding teaching quality. Repeated negative feedback may result in suspension of new bookings pending improvement or investigation.

Data Protection / Processing Personal Data

4.1

Any personal data provided to LPOD Academy by you will be stored and processed in compliance with our Privacy Notice and the Data Protection Act 2018.

4.2

LPOD Academy will only disclose your personal information to third parties in cases where it is legally required or permitted to do so.

4.3

As an instructor for LPOD Academy, you will be considered a ‘Data Processor’. It is essential that you adhere to GDPR regulations and fulfill our stipulated requirements in order to consistently safeguard the personal data of your students.

4.4

If the course receiver is uncontactable the contract remains with the course booker/deposit payer. Any outstanding monies and course balances will be the responsibility of the course booker/deposit payer. Please refer to previous payment terms.

4.5

You are strictly permitted to use personal data provided by LPOD Academy solely for the purpose specified by LPOD Academy, which is arranging and delivering driving tuition. The types of personal data shared with you may include, but are not limited to, name, title, email address, home address, pick up address, telephone number, and mobile telephone number.

4.6

Under no circumstances are you allowed to utilize any personal data provided by LPOD Academy for any other purpose, such as selling personal data to third-party companies or utilising it for marketing other services.

4.7

You are responsible for assessing the risks associated with processing personal data, particularly the risks of data loss or theft. You must implement appropriate security measures in compliance with the current UK GDPR legislation.

This includes:

– Personnel Confidentiality: Any of your staff members who have access to LPOD Academy data must adhere to confidentiality obligations.

– Privacy Culture: You are required to foster a culture of privacy in all activities involving personal data.

– Data Encryption: Any electronically stored or transferred LPOD Academy data must be encrypted.

– Secure Disposal: Prior to disposing of any physical electronic storage, you must ensure that all LPOD Academy data is deleted.

– Malicious Software Controls: You must have controls in place to prevent unauthorised access to LPOD Academy data by malicious software.

– Third-Party Contracts: Any third-party processors handling LPOD Academy data must have contractual agreements, including General Terms and Agreements, Data Sharing Agreements, and a Data Sharing Schedule. These contracts must be approved by LPOD Academy before their signature.

– Consent for Data Sharing: You must not share LPOD Academy data with third parties, including sub-contractors, without clear and unambiguous consent from LPOD Academy.

4.8

You are required to assist LPOD Academy in addressing requests made by students or other individuals regarding their Data Subject Rights under Data Protection Laws. This includes requests for accessing or deleting their personal data.

You must promptly notify LPOD Academy if you receive a request from a student related to their personal data and should not respond to the request without documented instructions from LPOD Academy or as required by law. In such cases, you must inform LPOD Academy of the legal requirement before responding.

4.9

In the event of personal data being lost or stolen, you must notify LPOD Academy without undue delay. You should provide sufficient information to enable LPOD Academy to fulfil reporting and response obligations as mandated by Data Protection Laws.

You are expected to cooperate with LPOD Academy, following their directions to assist in the investigation, mitigation, and remediation of any such data loss or theft incidents. It is important to maintain a record of all instances of lost or stolen personal data.

4.10

Personal data should not be retained beyond the necessary period for fulfilling the agreed purpose or meeting legal requirements as outlined in our Privacy Notice. When instructed by LPOD Academy to delete personal data provided by them, you must promptly comply and provide written confirmation of deletion.

4.11

LPOD Academy may disclose your personal information or teaching record to a third party only in the following circumstances:

– Court Order or Legal Requirement – When required by law, court order, or regulatory authority (e.g., DVSA, police)

– Learner Request for Legitimate Purpose – When a learner or their legal representative requests information about an instructor for purposes including:

• • Initiating legal proceedings
  • Reporting to regulatory authorities (DVSA, police)
  • Making a formal complaint to a professional body
• – Dispute Resolution – When necessary to resolve a payment, contractual, or conduct dispute between you and a learner

In such cases, LPOD Academy will disclose only information directly relevant to the request and will notify you of the disclosure unless legally prohibited from doing so. You will have 7 days to request that irrelevant or excessive information be withheld, except where a court order mandates disclosure.

4.12

Should LPOD Academy experience a data breach or security incident that compromises your personal information, LPOD Academy agrees to:

• – Notify you in writing without undue delay (within 72 hours of discovery)
• – Describe the nature of the breach, including:
  • – What personal data was affected
  • – Who may have accessed the data
  • – What steps have been taken to secure it
• – Provide recommendations for steps you should take to protect yourself
• – Cooperate fully with any regulatory investigation by the Information Commissioner’s Office (ICO)

LPOD Academy will be liable for any losses directly resulting from its failure to secure your personal data in breach of these Terms & Conditions.

Complaints

5.1

If a learner or their representative (parent, spouse, legal representative) wishes to lodge a complaint, they must submit it to LPOD Academy in writing (email) with:

• – The learner’s name and booking reference
• – A clear description of the complaint and when the issue occurred
• – Details of any communications about the issue
• – Evidence supporting the complaint (messages, payment records, etc.)
• – Desired resolution or compensation sought

LPOD Academy will acknowledge receipt of the complaint within 2 business days.

5.1.1

Upon receipt of a valid complaint, LPOD Academy will:

1. 1) Contact you (the instructor) within 3 business days, providing the learner’s account and requesting your response
2. 2) Allow 7 days for your response, providing evidence and your account of the situation
3. 3) Review both accounts impartially, considering:
   • – Whether these Terms & Conditions were breached
   • – The conduct of both parties
   • – Available evidence and documentation
4. 4) Issue a written determination within 14 days of receiving your response, including:
   • – Whether a breach occurred and by whom
   • – The resolution required (if any)
   • – Timeline for implementation

5.1.2

LPOD Academy’s investigation may conclude:

a) No Breach Found – LPOD Academy will recommend that you and the learner discuss rescheduling, additional support, or course continuation. The complaint is closed.

b) Minor Breach by Instructor – LPOD Academy will:

• – Specify what was breached
• – Require you to provide a corrective action plan within 7 days
• – Require you to implement the plan immediately
• – Monitor compliance through the remainder of the booking

c) Significant Breach by Instructor – LPOD Academy may:

• – Require immediate corrective action
• – Offer the learner a replacement instructor, refund, or rescheduling
• – Place you on a probationary period with increased monitoring
• – Suspend new bookings pending improvement

d) Breach by Learner – LPOD Academy will inform the learner of the breach and recommend resolution with you directly.

e) Mutual Responsibility – LPOD Academy will recommend both parties adjust expectations and continue with mediated support.

5.2

If you fail to respond to a complaint investigation within 7 days of LPOD Academy’s initial contact, LPOD Academy may:

1. 1) Send a reminder via email and phone, allowing an additional 3 business days
2. 2) Issue a determination based on available evidence (the learner’s account)
3. 3) Inform the learner of their options to report your conduct to:
   • – The DVSA (via their complaint portal)
   • – Local police (if safety or criminal conduct is involved)
   • – Trading Standards or Citizens Advice (if financial misconduct is involved)
   •  

Repeated Breaches & Termination: If LPOD Academy receives 3 or more substantiated complaints within a 12-month period, or if a single complaint involves serious misconduct (safety violations, fraud, harassment), LPOD Academy reserves the right to:

• – Immediately terminate your agreement with LPOD Academy
• – Suspend all active bookings
• – Refuse to process new bookings from you
• – Disclose the reason for termination to inquiring learners

In extreme circumstances, where is there is a payment dispute raised, hours not been fulfilled and communication has not been established for a long time. We will inform the candidate in question of their options to report and (in rare cases) submit a monies claim if they haven’t received a full service.

5.3

Should you dispute LPOD Academy’s complaint determination, you may appeal in writing within 14 days of receiving the determination. Your appeal must include:

• – Your disagreement with the determination and specific reasons why
• – Any new evidence not previously considered
• – Your proposed resolution

LPOD Academy will review the appeal within 14 days and issue a final written determination. The appeal decision is binding and cannot be further appealed within LPOD Academy’s process. You retain the right to pursue legal remedies through external channels if you believe LPOD Academy has breached its obligations.

Instructor Eligibility and Status Notifications

6.1

The Instructor agrees to maintain valid and active registration as an Approved Driving Instructor (ADI) with the Driver and Vehicle Standards Agency (DVSA) at all times during their association with LPOD Academy.

6.2

The Instructor must immediately inform LPOD Academy in writing of any change in their ADI status, including but not limited to:

• Suspension, revocation, or expiry of their ADI licence;

• Voluntary withdrawal from the ADI register;

• Any ongoing investigation, disciplinary action, or restriction imposed by the DVSA or other relevant authority that may affect their ability to deliver instruction.

6.3

Failure to disclose any change in eligibility or teaching status may result in immediate termination of the Instructor’s agreement with LPOD Academy and may lead to the Instructor being held liable for any resulting loss, claim, or reputational damage suffered by LPOD Academy or its customers.

6.4

LPOD Academy reserves the right to periodically request evidence of the Instructor’s ADI registration status, and the Instructor agrees to provide such evidence upon request without unreasonable delay.

6.5

LPOD Academy will conduct periodic checks of your teaching eligibility, including:

• – Verification of current ADI registration status (annually or upon reasonable request)
• – Confirmation of vehicle insurance validity (upon booking acceptance and annually thereafter)
• – Confirmation of current MOT certification (annually or upon reasonable request)

You agree to provide evidence of the above within 7 days of any request from LPOD Academy. Failure to provide evidence may result in:

• – Suspension of new bookings until evidence is provided
• – Cancellation of active bookings if evidence cannot be provided
• – Potential termination of your agreement with LPOD Academy

All documentation must be current and valid. Expired or lapsed documentation will render you ineligible to deliver LPOD Academy courses until renewed.

6.6

Should your ADI status change during an active booking (suspension, revocation, expiry, or restriction), you must:

• – Notify LPOD Academy immediately (within 24 hours)
• – Inform the affected learner within 24 hours
• – Cease all instruction until the status is resolved

LPOD Academy will then:

1. 1) Assess the situation – Determine whether instruction can continue under modified conditions (if applicable)
2. 2) Offer solutions to the learner – Including:
   • – Finding a replacement instructor to continue the course (at no additional cost)
   • – Rescheduling with you after your status is restored (if within the validity period)
   • – Providing a full refund of undelivered hours
3. Manage your liability – You remain liable for any refunds or compensation required, as well as any costs incurred by LPOD Academy in finding replacement instruction
4.  

Failure to immediately disclose status changes may result in:

• – Automatic termination of your agreement with LPOD Academy
• – Liability for all learner compensation and refunds
• – Referral to the DVSA for further investigation

General Terms & Governing Provisions

7.1

LPOD Academy operates on a rolling, indefinite engagement basis. Either party may terminate the agreement by providing 30 days’ written notice via email.

Upon termination:

• – No new bookings will be assigned
• – You must complete all active course bookings or arrange a replacement instructor
• – You remain liable for obligations under these Terms & Conditions for 12 months following termination (including data protection, payment disputes, and complaints)
• – LPOD Academy will retain your personal and business information for 7 years for records and dispute resolution purposes

7.2

Neither party is liable to the other for:

• – Indirect, consequential, or speculative losses
• – Loss of profit, reputation, or business opportunity
• – Losses arising from circumstances beyond reasonable control (force majeure)

Each party’s total liability for direct losses shall not exceed the total fees paid or received in the 12 months preceding the claim.

This clause does not limit liability for:

• – Breach of data protection obligations
• – Personal injury or death
• – Fraud or deliberate misconduct
• – Breach of confidentiality

7.3

LPOD Academy reserves the right to modify these Terms & Conditions at any time. Changes will be notified to you via email at least 14 days before coming into effect. Your continued acceptance of bookings after this period constitutes your agreement to the new terms.

If you object to material changes, you may terminate your agreement under Section 7.1 without penalty during the 14-day notice period.

7.4

These Terms & Conditions, along with LPOD Academy’s Privacy Notice, constitute the entire agreement between you and LPOD Academy regarding the delivery of driving instruction. Any prior communications, representations, or agreements are superseded.

If any section of these Terms & Conditions is found to be unenforceable, all other sections remain in full effect.

7.5

These Terms & Conditions are governed by English Law. Any disputes will be resolved through:

1. 1) Informal resolution – Negotiation between the parties
2. 2) LPOD Academy mediation – Via the complaints process (Section 5)
3. 3) Small Claims Court – For claims under £10,000 (England & Wales)
4. 4) County Court – For claims above £10,000

Neither party waives the right to pursue injunctive relief in court to prevent breach of confidentiality or intellectual property obligations.