LPOD ACADEMY

Privacy & Data Protection Policy

Effective Date: 10/08/2025

Last Updated: May 2026

LPOD Academy is committed to protecting your privacy and personal data. This policy explains when and why we collect personal information, how we use it, the conditions under which we may share it with others, and how we keep it secure.

By using our website and/or booking an intensive driving course, you agree to the terms of this Privacy & Data Protection Policy. We may update this policy from time to time, so please review it regularly to ensure you are happy with any changes.

1. WHO WE ARE

We are LPOD Academy Ltd, an intensive driving course provider registered in England & Wales under company number 10262346.

Registered address: Lytchett House 13 Freeland Park, Wareham Road, Poole, Dorset, England, BH16 6FA

Phone: 0330 223 2127

Email: customercare@lpodacademy.co.uk

We arrange driving tuition for learner drivers through a network of DVSA-approved driving instructors and provide support with theory and practical driving test bookings.

2. HOW WE COLLECT YOUR INFORMATION

We may collect personal data when you:

• Use our website or booking forms.
• Contact us via email, phone, live chat, social media, or in person.
• Sign up for newsletters, course reminders, or marketing communications.
• Book a driving course with us.
• Complete a feedback form, survey, or complaint form.
• Correspond with us about your course or test bookings.
• Interact with our driving instructors during your course.

3. TYPES OF INFORMATION WE COLLECT

We may collect the following personal information:

Identity & Contact Information: Name, email address, phone number, postal address, date of birth, gender (optional).

Driving-Related Information: Provisional driving licence number, theory test certificate number, practical test results, preferred test centres, learning needs or disabilities, course package and hours booked, instructor preferences.

Course Delivery Information: Daily lesson records, lesson feedback, progress notes, test readiness assessments.

Technical Data: IP address, browser type and version, device information, pages visited, time spent on site, referring website.

Payment Data: Invoice information, payment method (card type without full card number), transaction dates, course fees, refund records. Processed via secure third-party providers (PayPal, Stripe, Worldpay). We do NOT store your full card details.

Communications Data: Emails, messages, phone call notes, chat transcripts, and records of interactions with you or your instructor.

Special Category Data (Sensitive): Health conditions, disabilities, or medical information disclosed to assess course suitability or support requirements. We process this only with your explicit consent and where necessary for the safe delivery of driving instruction.

4. HOW WE USE YOUR PERSONAL DATA

We process your information for the following purposes:

Primary Course Delivery:

• To book and manage your intensive driving course.
• To allocate an DVSA-approved driving instructor matched to your needs.
• To arrange theory and practical driving test bookings with the DVSA.
• To process payments securely and issue invoices.
• To maintain records of your course progression and test results.
• To communicate with you about your course schedule, instructors, and test bookings.
• To respond to queries or support requests related to your course.

Test Booking & Optimization:

• To book your theory and practical driving tests with the DVSA.
• To monitor test availability and notify you of test date options.
• To use cancellation checker services (see Section 6) to search for earlier available test dates that may better suit your course timeline.

Marketing & Communications (Only With Consent):

• To send you course reminders, test preparation tips, and driving safety advice (only if you have opted in).
• To inform you of special offers, discounts, or promotions relevant to our services (only if you have consented).
• To conduct surveys or request feedback to improve our services.
• You can withdraw marketing consent at any time via email or by clicking the unsubscribe link.

Service Improvement & Legal Compliance:

• To request feedback and improve our services.
• To manage complaints, disputes, feedback, or formal requests.
• To handle refund requests and cancellation policies.
• To comply with legal, regulatory, and tax obligations.
• To prevent, detect, and investigate fraud or security breaches.
• To defend legal claims or disputes.

5. LEGAL BASIS FOR PROCESSING

Under UK GDPR, we rely on the following lawful bases for processing your data:

Contractual Necessity: Processing required to fulfil your booking agreement, deliver your course, and book your tests. Without this data, we cannot provide our services.

Performance of Legal Obligations: We are required by law to share certain information with the DVSA, DVLA, and tax authorities. We must also keep records for at least 6 years for accounting and regulatory purposes.

Legitimate Business Interests: To run our business efficiently, improve our services, prevent fraud, manage risk, and enforce our terms and conditions.

Consent: For marketing communications, newsletters, and promotional content. You can withdraw consent at any time.

6. TEST CANCELLATION CHECKER SERVICES – KEY DETAIL

To help you find earlier available test dates, we use third-party test cancellation checker services. Here’s how this works and what data we share:

What We Share:

• Your name and contact details (email and phone)
• Your provisional driving licence number
• Test type (theory or practical)
• Your preferred test centre location
• Your ideal test date window

Which Services We Use:

• Driving Test Cancellations
• Similar DVSA test monitoring platforms

How It Works:

These services monitor the DVSA test booking system 24/7. When an earlier test slot becomes available at your preferred test centre, they alert us and you immediately so you can take the booking. This saves you weeks of waiting.

These services are contractually required to:

• Use your data ONLY for test monitoring and notification
• Not share your data with any other third parties
• Maintain the same security standards as us
• Delete your data when your tests are complete

Your Right to Opt Out:

You do not have to use test cancellation checker services.To opt out, contact us in writing:

Email: customercare@lpodacademy.co.uk

Subject: ‘Opt out of test cancellation services’

We will then arrange your tests using only direct DVSA booking channels. Please note: this may mean longer waits for test availability.

7. DATA RETENTION

We will keep your personal data only for as long as necessary:

Booking & Course Records: 6 years after your last transaction (required for tax and regulatory purposes)

Payment & Invoice Records: 6 years after payment (required for accounting and tax purposes)

Test Booking Records: Until test results are finalised and you have concluded your course

Marketing Consent Records: Until you withdraw consent

Complaint & Dispute Records: Until resolved and for 6 years thereafter

8. YOUR RIGHTS UNDER UK GDPR

You have the following rights regarding your personal data:

Right of Access: Request a copy of all personal data we hold about you within 30 days, free of charge.

Right to Rectification: Request correction of inaccurate or incomplete data.

Right to Erasure: Request deletion of your data (unless we have a legal obligation to retain it).

Right to Data Portability: Request your data in a structured format and transfer it to another provider.

Right to Withdraw Consent: For marketing or special category data, withdraw consent at any time.

To exercise these rights, contact:

Email: customercare@lpodacademy.co.uk

Post: LPOD Academy Ltd, Lytchett House 13 Freeland Park, Wareham Road, Poole, Dorset, England, BH16 6FA

9. DATA SECURITY

We use appropriate technical and organisational measures to protect your data:

Website Security: SSL/TLS encryption, Web Application Firewall, regular security audits

Access Controls: Restricted access, password protection, staff confidentiality agreements

Payment Security: PCI DSS compliant processors, encrypted transactions, no card number storage

Data Storage: Secure cloud servers, automatic encryption, regular backups

10. COOKIES

Our website uses cookies to remember preferences, measure usage, and personalise content. You can control cookies in your browser settings. Disabling cookies may affect website functionality.

11. CHANGES TO THIS POLICY

We may update this policy to reflect business changes, legal requirements, or service improvements. The latest version will be posted with the effective date. Your continued use of our services constitutes acceptance of updates.

12. CONTACT US

If you have questions about this policy or our data practices:

Email: customercare@lpodacademy.co.uk

Phone: 0330 223 2127

Post: LPOD Academy Ltd, Lytchett House 13 Freeland Park, Wareham Road, Poole, Dorset, England, BH16 6FA

For GDPR complaints, you can also contact the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Email: casework@ico.org.uk

Phone: 0303 123 1113

Effective Date: 10/08/2025

Last Updated: May 2026

© LPOD Academy Ltd – All Rights Reserved