GDPR Policy

KL DRIVER TRAINING

GDPR Policy

1   Context and Overview

Key Details:

Policy prepared by:

Approved by board management on:

Policy Operational Date:

Next review: 14th FEBRUARY 2026

•   Introduction

KL Driver Training need to gather and use certain information about individuals. Individuals can include customers, suppliers, business contacts, employees and other people the firm has a relationship with or may need to contact.

• This policy describes how this personal data must be collected, handled and stored to meet the firm’s data protection standards — and to comply with the law. Please take a moment to read the ‘Privacy Policy’ we provide to our customers and our enquiries from the footer of our website.

•   Why this policy exists

This data protection policy ensures that we:

Comply with data protection law and follow good practice; Protect the rights of any staff, customers and partners;

Are open about how we store and process individuals’ personal data; Protect us from the risks of a data breach Data protection law

• The General Data Protection Regulation describes how we must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials.

To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The General Data Protection Regulation is underpinned by six important principles. These say that personal data must:

1. Be processed fairly, lawfully and in a transparent manner;
2. Be collected for specified, explicit and legitimate purposes and not further process way that is incompatible with those purposes;
3. Be adequate, relevant and limited to what is necessary in relation to the purposes
4. Be accurate and, where necessary, kept up to date;
5. Be kept for no longer than is necessary for the purposes for which the personal de processed; and
6. Be processed in a way that ensures appropriate security of the personal data. KL DRIVER TRAINING- 13 Pipitdene, Swindon, Wiltshire SN3 5AT.

2   People, risks and responsibilities

This policy applies to:

Head office All branches

• All staff and volunteers

All contractors, suppliers and other people working on behalf the firm

It applies to any information which we hold relating to an individual from which an individual can, directly or indirectly, be identified. This can include:

Names of individuals Postal addresses Email addresses Telephone numbers Training records

• Data protection risks

This policy helps to protect the firm from some very real data protection risks, including:

Breaches of confidentiality. For example, information being given out inappropriately. Excess information collection. For, example collecting more personal information than is necessary for the firm to provide the service.

Failing to offer choice. For example, all individuals should be free to choose how the company uses data relating to them.

• Responsibilities

Everyone who handles personal information within the firm has some responsibility for ensuring data is collected, stored and handled appropriately

Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.

• However, the following people have key areas of responsibility:

The Owner Kenny Lawrence is ultimately responsible for ensuring that KL Driver Training meet their legal obligations.

The Compliance Officer, Kenny Lawrence is responsible for the following processes:

• Keeping the board updated about data protection responsibilities, risks and
• Reviewing all data protection procedures and related policies, in line with an agreed schedule.
• Arranging data protection training and advice for the people covered by this
• Handling data protection questions from staff and anyone else covered by this

Dealing with requests from individuals to see the data the firm holds about them (also called ‘subject access requests’).

KL Driver Training 13 Pipitdene, Swindon, Wiltshire SN3 5AT.

• Dealing with requests from individuals who want to exercise their rights under GDPR (e.g. request erasure of their personal information)

Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

• Carrying out data protection risk assessments Carrying out internal data protection audits.

3   IT

Ensuring all systems, services and equipment used for storing data meet acceptable security standards.

• Performing regular checks and scans to ensure that security hardware and software is up to date.

4   Data storage

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or the Compliance Officer.

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

When not required, the paper or files should be kept in a locked drawer or filing cabinet.

Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.

Data printouts should be shredded and disposed of securely when no longer required When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

Data should be protected by strong passwords that are changed regularly and never shared between employees.

• If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.
• Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
• Servers containing personal data should be situated in a secure location, away from general office space.
• Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.
• Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.

All servers and computers containing data should be protected by approved security software and a firewall.

5   Data use

Personal data is of no value to the firm unless it can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:

When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.

Personal data should not be shared informally. It should never be sent by email, as this form of communication is not secure.

Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.

Personal data should only be transferred outside of the European Economic Area if the receiving firm has adequate data security measures,

Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.

KL Driver Training, 13 Pipitdene, Swindon, Wiltshire SN3 5AT.

• Data accuracy

The law requires us to take reasonable steps to ensure data is kept accurate and up to date. It is the responsibility of all employees who work with data to take steps to ensure it is kept accurate and up to date.

• Data will be held in as few places as Staff should not create any unnecessary additional data sets.
• Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
• Data should be updated immediately if inaccuracies are discovered. For example, if a customer can no longer be reached on his stored telephone number, it should be removed from the database.
• It is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression registers every six months.

7   Individuals’ rights

All individuals who are the subject of personal data held by the firm are entitled to:

1. Obtain confirmation about what information we hold about them and to access copies of that information.

2. Request the correction of inaccurate personal
3. Request the erasure of their personal
4. Restrict how their personal information is
5. Receive their personal information in a legible and transferable format. For example, in an Excel format.

6. Stop the use of their personal
7. Object to their personal information being used for an automatic
8. Be informed about why their personal information is being collected and how it will be used.

• The firm must make it easy for individuals to exercise their rights in relation to their personal information. Where an individual makes any of the above requests we must comply within one month.

The firm cannot charge a fee to an individual for exercising his rights unless the request from the individual is excessive. For example, because it is a repetitive request that has previously been complied with.

Any charge should be limited to the administrative cost of complying with the request.

The Compliance Officer will always verify the identity of anyone making a request to exercise his individual rights before actioning the request.

8   Disclosing data for other reasons

In certain circumstances, the GDPR allows personal data to be disclosed to law enforcement agencies without the consent of the individual.

KL Driver Training. 13 Pipitdene, Swindon, SN3 5AT

Under these circumstances, the firm will disclose the requested data. However, the Compliance Officer will ensure the request is legitimate, seeking assistance from the board and from the firm’s legal advisers where necessary.

9   Providing information

The firm aims to ensure that individuals are aware that their data is being processed, and that they understand:

• How the data is being
• Who their data is being shared with
• How long their data will be stored
• How to exercise their rights
• How to lodge a complaint with the Information Commissioner’s Office

To comply with the above, the firm has a privacy statement, which sets out how data relating to individuals is used by the firm.

This is available on request. A version of this is also available on our website.

10    Declaration

I agree that I have read and understood the GDPR Policy above and agree to abide by the principals:

Name: :

Signed:

Date:..

Positon:

KL DRIVER TRAINING. 13 Pipitdene, Swindon, SN3 5AT