Privacy Policy

1. Introduction

Axholme ETM Ltd (“Axholme ETM”, “we”, “us” or “our”) operates under the trading name DV Check. This Privacy Policy applies to all products and services provided by Axholme ETM Ltd, including those marketed under the DV Check brand, and to the websites and online services operated by the Company. It explains how we collect, use, store and protect your personal information when you use our website, services or contact us. We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all other applicable UK data protection legislation.

2. Data controller

Axholme ETM Ltd (trading as DV Check)

• Registered office: 2 Brackenhill Villas, Eastlound, Doncaster, South Yorkshire, DN9 2LS
• Company number: 16923034
• ICO registration: ZC171867
• Email: ben@axholme-etm.co.uk
• Telephone: 07769 149514

3. What personal information we collect

The personal information we collect depends on the services you use and your relationship with us. We may collect the following categories of personal data.

Identity information

• Full name
• Date of birth (where required)
• Driving licence number
• Driver licence check consent records
• Nationality, where required for identity verification
• Sex
• Employer or organisation name

Contact information

• Email address
• Telephone number
• Postal address
• Company name and business contact details

DVLA driving licence information

Where you have provided the necessary authorisation, or where your employer is authorised to request licence checks on your behalf, we may obtain driving licence information from the Driver and Vehicle Licensing Agency (DVLA) using the Access to Driver Data (ADD) service. This information may include:

• Driving licence status
• Vehicle categories and driving entitlements
• Licence issue and expiry dates
• Endorsements and penalty points
• Disqualifications
• Restrictions or conditions applied to the licence
• Medical or licensing codes where disclosed by the DVLA
• Any other information made available through the DVLA ADD service

Account information

• Username
• Encrypted password
• Account settings and preferences
• Login history and security information

Payment information

Where payments are made online, payment card information is processed securely by our authorised payment provider. DV Check does not store your full debit or credit card details.

Customer records

• Customer reference numbers
• Licence check requests
• Driver consent records
• Service history and correspondence
• Support requests
• Audit logs
• Billing information

Technical information

When you use our website or customer portal we may automatically collect your IP address, browser type and version, device type, operating system, login date and time, security logs and website usage information. This helps us maintain the security and performance of our systems.

Marketing information

Where you have chosen to receive marketing communications, we may retain your marketing preferences, subscription status, records of consent, and the communications sent to you and your engagement with them.

4. How we collect information

We collect information when you:

• Register an account
• Complete our online forms
• Purchase our services
• Contact us by telephone or email
• Request a driving licence check
• Subscribe to marketing communications
• Correspond with us regarding our services

5. How we use your information

We use your personal information to:

• Provide our services and carry out driving licence checks where authorised
• Manage customer accounts and process payments
• Respond to enquiries and provide customer support
• Send service updates
• Improve our services
• Meet legal and regulatory obligations
• Prevent fraud and misuse of our systems
• Send marketing communications where you have consented or where permitted by law

5A. The DVLA Access to Driver Data (ADD) service

DV Check provides driving licence verification services using the DVLA Access to Driver Data (ADD) service. Where a driver has provided the necessary authorisation, we may obtain driving licence information directly from the DVLA on behalf of employers, fleet operators or other authorised organisations.

We process this information solely for the purposes of:

• Verifying a driver’s entitlement to drive
• Assisting employers in meeting their road safety and legal compliance obligations
• Supporting fleet risk management
• Helping customers comply with health and safety requirements, insurance conditions and operator licence obligations

We only access DVLA driver data where we have the appropriate authority from the driver, or where processing is otherwise permitted by law. Information obtained through the service is processed securely and is only shared with the customer who requested the check, the authorised employer or organisation acting on behalf of the driver, the DVLA where required, and regulatory or law enforcement authorities where we are legally obliged to do so.

We do not use DVLA driver information for marketing purposes. It is retained only for as long as necessary to provide our services, comply with contractual obligations, meet legal requirements and resolve any disputes. Retention periods may vary depending on the service provided and the contractual requirements of our customers.

6. Lawful basis for processing

Under UK GDPR we process personal information under one or more of the following lawful bases:

• Performance of a contract
• Compliance with a legal obligation
• Legitimate interests
• Consent, for marketing communications where required

7. Marketing communications

If you have opted in, we may send information about new services, product updates, industry news, compliance reminders and promotions. You may unsubscribe at any time using the unsubscribe link in our emails or by contacting us directly.

8. Sharing your information

We do not sell your personal information. We may share data with trusted service providers where necessary, including:

• Payment processors
• Website hosting providers
• IT support providers
• Professional advisers
• Regulatory authorities where legally required
• Government agencies where authorised by law

All third parties are required to protect your information appropriately.

9. International transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, including the use of approved contractual clauses where required.

10. Data security

We take appropriate technical and organisational measures to protect personal information, including:

• Secure encrypted connections
• Password protection
• Restricted staff access
• Secure hosting
• Regular software updates
• Backup procedures
• Security monitoring

No online service can guarantee absolute security, but we continually work to protect your information.

11. Data retention

We retain personal information only for as long as necessary. Typical retention periods include:

• Customer records — up to 7 years after the end of the business relationship
• Financial records — 6 years plus the current financial year
• Marketing preferences — until withdrawn
• Customer enquiries — up to 2 years
• Driver consent declarations — at least 2 years from the date of the enquiry, as required by the DVLA ADD contract

Information may be retained longer where required by law.

12. Your rights

Under UK GDPR you have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion of your data
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where consent is relied upon

Requests should be sent to ben@axholme-etm.co.uk. We aim to respond within one month.

13. Third-party websites

Our website may contain links to external websites. We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies.

14. Children’s privacy

Our services are intended for businesses and individuals aged 18 and over. We do not knowingly collect information from children.

15. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page.

16. Contact us

If you have any questions regarding this Privacy Policy, please contact Axholme ETM Ltd (trading as DV Check) at ben@axholme-etm.co.uk or 07769 149514, or write to 2 Brackenhill Villas, Eastlound, Doncaster, South Yorkshire, DN9 2LS.

17. Complaints

If you are unhappy with how we handle your personal information, you have the right to complain to the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF — ico.org.uk, 0303 123 1113. You are encouraged to contact us first so we can try to resolve your concerns.