IAM RoadSmart Privacy Notice
Who we
are
IAM RoadSmart is the trading name of
all businesses owned by The Institute of Advanced Motorists Limited.
The Institute of Advanced Motorists
Limited is a registered charity in England & Wales, and separately in
Scotland. Formed in 1956, spending more than 60
years making our roads safer by improving driver and rider skills through
coaching and education.
Here at IAM RoadSmart we are
committed to protecting your privacy. We comply with the principles of the UK General
Data Protection Regulation (UK GDPR) and aim to maintain consistently high levels
of best practice in our processing of personal data.
This privacy notice covers IAM RoadSmart
in relation to the collection and use of the personal information processed by
or on behalf IAM RoadSmart. We may change this privacy notice from time to
time. If we make any significant changes, we will advertise this on the website
or contact you directly with the information. Please check this privacy notice
for changes whenever you visit our website.
If you have any questions about this notice
or concerning your personal information, please contact us using the details
provided at the bottom of this notice.
A list of the companies within the
IAM RoadSmart Group can be obtained from us at the contact address below.
Our basis
for processing your personal information and what we use it for
IAM RoadSmart and affiliated local
groups aim to be very clear when we collect your personal data and will not do
anything you wouldn’t reasonably expect in order to provide the products and/or
services that you request, to communicate with you, and to personalise our
information we send to you.
We will process your personal data
because it is necessary for the performance of a contract. For example, if you purchase
a driving course or for the mailing of membership magazines.
We may process personal data because it is in our legitimate interests to do so, which may include some or all of the following:
- to provide the information or service requested by you, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request
- to better understand how people, interact with our websites
- where the processing enables us to enhance, modify, personalise or otherwise improve our services / communications for the benefit of our customers
- to provide communications which we think will be of interest to you
- Quality and monitoring purposes such as your recorded voice calls for the purpose of ensuring that we continually improve the service that we offer and for our staff training requirements
- Processing a service which you may have been offered by a magistrate’s court
- Undertaking a driving licence check or other driving compliance check on behalf of your employer
- Undertake an online driver risk assessment on behalf of your employer to identify risks to your safety
- Meeting our legal, contractual and regulatory obligations and requirements
IAM RoadSmart may wish to disclose
personal information for a secondary purpose (i.e. a purpose not directly
related to the primary purpose for which the information was collected). In
such cases IAM RoadSmart will seek your consent before doing so.
IAM RoadSmart relies on consent to share your personal information with Cornmarket Insurance Services Ltd, for the purpose of providing you with ‘IAM members-only’ insurance benefits. Cornmarket Insurance Services Ltd are the official insurance provider for IAM RoadSmart.
Upon Cornmarket Insurance Services Ltd receiving your information to provide a quote, they may contact you via telephone, email, text or post with details of exclusive ‘IAM members-only’ insurance services they offer. Cornmarket Insurance Services Ltd will become the controller and shall comply with its obligations under the Data Protection Legislation. Your consent will also be used to verify your IAM RoadSmart Membership status with Cornmarket Insurance Services Ltd should they require confirmation.
We may process personal data because we have a legal obligation under the Rehabilitation Courses (Relevant Drink Offences) Regulations 2012 (as amended 2015), Road Traffic Offenders Act 1988 (under sections 34,34A, 34B, 34BA,34C) and the Road Safety Act 2006 (under section 35).
How and when can you withdraw your consent?
Where we're relying upon your consent to process personal data, you can withdraw that consent at any time by contacting us as detailed below.
How we collect your data
We'll collect personal data from the following sources:
- From
you directly
- From our affiliated local groups
- From
your employer, for example when instructed to provide products or services
to you
- When
you visit our website, we automatically collect technical information such
as your IP address. We also collect and use your personal data via cookies
- The
Driver and Vehicle Licensing Agency (DVLA) and the Driver and Vehicle
Agency in Northern Ireland (DVA)
- Processing
a service which you may have been offered by the police or by a
magistrates’ court
What type of information we collect and how we use your information
We will use your personal information
in a number of ways which reflect the legal basis applying to the processing of
your data.
Personal information that we’ll
process in connection with enquiry you have
made, managing any aspect of the product or service you have purchased or are interested in, member benefits, if there is a problem with your order, or there is another genuine reason for doing so.
We collect criminal conviction
information, to provide educational services which may be offered to you by the
magistrates’ court.
Occasionally, we may also use the information
we collect to notify you about new or existing IAM RoadSmart services, products
and special offers we think you'll find valuable.
We may ask for additional information
from you in order to deliver the specific product or service purchased such as
information about any medical conditions or your health, if you have special
requirements, or if you are a vulnerable customer to assist us in providing a
service to you.
IAM RoadSmart follows strict security procedures in the storage and
disclosure of information you have provided to us. You have the right to object
to this processing. Please bear in mind that if you object this may affect our
ability to deliver the products and services you have requested.
Personal
information we may collect:
·
Contact details, such as title, full name, postal address, email
address, contact telephone numbers
·
Your date of birth, gender and/or age
·
Records of your contact and our communication with you such as phone calls
and emails
·
Driving licence number
·
Vehicle information, such as make and model
·
Vehicle telematics and information about your
driving behaviour and incident history (including risk assessment information)
and driver training history
·
Information we obtained from third parties, including information about
risk
·
Information about your driving licence status, entitlements and
endorsements
·
Criminal records information
·
medical conditions or your health, if you have special requirements
·
Financial details about you, such as salary; (for example, for employment)
·
Information about your employment status, (for
example, for employment)
Disclosure
of information to third parties
IAM RoadSmart will not share your details to third parties except:
- where we have your permission;
- where we are required to deliver your product or service;
- where we are required by law and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies around the world;
Third parties may deliver some of our
products to you or provide all or part of the service requested by you. In
these instances, whilst the information you provide will be disclosed to them,
it will be kept secure, it will only be used for the administration of the
service provided and to maintain management information for business analysis. In
order to deliver these products and services, IAM RoadSmart may utilise the
following third parties:
3rd
Party Services | Information
shared and reason to doing so |
IAM RoadSmart may pass your
contact details onto Cornmarket Insurance Services Ltd, who are a 3rd
party so that they can contact you via telephone, email, text or post with
details of the exclusive ‘IAM members-only’ insurance services they offer | |
Print & Mailing Services | IAM RoadSmart share
your name and contact details to a 3rd party as they print and
mail out all our membership renewal packs and reprinted membership cards |
Merchandising
Services | IAM RoadSmart may
pass your name and contact details onto a 3rd party as they fulfil
all of our branded merchandise and clothing orders that you order from IAM
RoadSmart |
Print & Mailing Services | IAM RoadSmart may
pass your contact details onto a 3rd party who print and mail all
of our course packs, certificate packs, reprinted membership cards, duplicate
certificates, gift vouchers and any other printed materials relating to your
IAM membership |
Publishing &
Mailing Services | IAM RoadSmart may
pass on your name and address to these companies so that they can post you
the membership magazine three times a year |
Emailing Services | IAM RoadSmart may
upload your details to a 3rd party who are an email management
company who enable us to send membership emails to our members. The data they
use is name, email address and membership number plus number of years as an
IAM member. They are a robust professional data handling and processing
company with proper regulations and controls |
Emailing Services | IAM RoadSmart may
pass your contact name and email address to a 3rd party in order
to send your newsletter to your chosen email address. You will receive this
newsletter if you are a group member with a designated group role. As such
your receipt of this newsletter is regarded as imperative for your role
within your group and the wider business. If you do not hold a role as
described above, you have the option to opt out of receiving it |
Marketing Platform Services | IAM RoadSmart may
pass your contact information to a 3rd party if you have been
identified as potentially being interested in our services or products in the
recent past. You have the option to opt-out of all future mailings with IAM
RoadSmart and all companies operated under that name |
Member
Communication Services | IAM RoadSmart may
pass your contact information to a 3rd party in order to contact members via
telephone where renewals have lapsed or when IAM RoadSmart require
communication for other membership activities and for general enquiries |
HMRC | If you have made a Gift Aid declaration, we may disclose the information you provided to HMRC for the purpose of reclaiming Gift Aid on your donation(s). |
IAM Affiliated Local Groups, Examiners & Trainers | IAM RoadSmart may
share your details with the local IAM affiliated local groups, examiners and
trainers for identification checking purposes and so that they may deliver
your course or advise you of their local events and activities |
IAM Affiliated Local Groups, Examiners &
Trainers
| IAM RoadSmart may share your Test /Assessments / IMI Qualification
results and report with IAM affiliated local groups,examiners and trainers to managing any aspect of the
product or service |
IAM Affiliated Local Groups, E
xaminers, Trainers & 3rd Party
| IAM RoadSmart may
share your details
with IAM affiliated local groups, examiners, trainers or 3rd parties,
to investigate and resolve any complaints you have raised directly with us |
The Institute of the Motor Industry (IMI) | IAM RoadSmart may
share your details with The Institute of the Motor Industry (IMI) to
administer the IAM’s IMI Accreditation scheme |
Research Bodies | IAM RoadSmart may
share the information you give us, with approved research bodies in an anonymised
and/or pseudonymised format. You will not be personally identifiable from any
such data. The research body will perform evaluations of our products or
conduct road safety related research on our behalf |
Licence Checking and Risk Assessment Providers | IAM RoadSmart may
pass your details to providers of services such as licence checking and
online driver risk assessments, where this is necessary for the delivery of a driver risk management solutions |
DVSA, DVLA or HM Courts | To compile statistical information, to confirm your attendance or non-attendance at the course, provide either a certificate of course completion or notice of non-completion |
| Joint Approval Unit of Periodic Training (JAUPT) | Your information may be shared with JAUPT for them to monitor and manage approved DDR providers for quality assurance and compliance reasons |
| Payment gateway provider | |
Other Organisations and Businesses | who provide
services to us such as debt recovery agencies, back up and server hosting
providers, IT software and maintenance providers |
We may also disclose your personal
information if we are required to do so under any legal obligation and may use
external data for the purposes of fraud prevention and credit risk reduction,
or where doing so would not infringe your rights, but is necessary and in the
public interest.
If IAM RoadSmart utilises a third
party as a Sub-Processor, we will inform you under the requirements of the UK GDPR and
our contract with you.
If we provide information to a third
party (either a provider of a product or service, or an external data
processing agency such as a mailing house) we will exercise the strictest
control over the third party contractually, requiring it and any of its agents
and/or suppliers to:
•
maintain the security and confidentiality of the information and
restrict access to those of its own employees;
•
use the data for the agreed purpose only and prevent it being used for
any other purpose by any other party;
•
refrain from communicating with you other than concerning the product in
question;
•
return the data to us at the conclusion of any contract term and destroy
or delete any copies made of all or any part of the information unless copies
are needed to be kept to comply with regulations.
In addition, we will restrict the
information disclosed to the absolute minimum necessary, for example, to
provide the product or service.
Security
The security of your personal data is
essential to us, we have appropriate security policies, physical, technical and
organisational measures in place to help protect your information.
Your personal data is only accessible
by appropriately trained staff, volunteers and contractors, and stored on
secure servers with features enacted to prevent unauthorised access.
Marketing
Unless you have
told us that you do not want to hear from us, we may send you relevant
information (including details of other products or services provided by IAM
RoadSmart which we believe may be of interest to you). If you change your mind
about how you would like us to contact you or you no longer wish to receive
this information, you can tell us at any time by writing to, emailing or
calling us using the contact details below.
How we
use cookies
"Cookies" are small pieces
of information sent by a web server to a web browser, which enables the server
to collect information from the browser.
The common Cookies IAM RoadSmart
utilise are as follows:
Cookie Name | Functionality |
fr, _fbp, wd, datr | Cookies created by Facebook that allow the
tracking of users between Facebook and this website via a Facebook Pixel.
Their primary use is to measure the results of Facebook advertising. |
.AspNet.Cookies and ASP.NET_SessionId
| To track if a
member is logged into the Sitefinity website |
SF-TokenId, sfExpPages,
OpenIdConnect | Cookie’s created by Sitefinity to allow the
website access to function correctly when logged in. |
sf_timezoneoffset | Is a Cookie
created by Sitefinity that allows Sitefinity to work to UTC but display the
appropriate time for the logged in user |
shoppingCartId | Utilised by the
current users shopping cart, this is used to allow their cart to persist
between visits to the website |
_ga, _gat, _gid | Cookies
associated with Google Analytics; these cookies allow visibility of
statistics of those browsing the site |
O2CAllowCookies | Is a cookie
created by One2Create and is used on our commercial website to allow the
website to store cookie opt in/out settings |
sf-tracking-consent,
tracking-consent-categories | Cookies created when you opt to allow
cookies on the website. This will mean your accepted cookie settings will be
retained as you browse the website. |
You may refuse to accept cookies by
activating the setting on your browser which allows you to block cookies.
However, if you select this setting you may be unable to access certain parts
of our site, including services and on-line shopping. Unless you have adjusted
your browser setting so that it will refuse cookies, our system will issue
cookies when you log on to our site or opt accept cookies on our site. Details
of how to disable the Cookie function can be found at the help menu on your
browser.
You may refuse to accept cookies by
activating the setting on your browser which allows you to block cookies.
However, if you select this setting you may be unable to access certain parts
of our site, including services and on-line shopping. Unless you have adjusted
your browser setting so that it will refuse cookies, our system will issue
cookies when you log on to our site. Details of how to disable the Cookie
function can be found at the help menu on your browser.
How we
use Google Analytics
When someone visits our website, we
use a third-party service, Google Analytics, to collect standard internet log
information and details of visitor behaviour patterns. We do this to find out
things such as the volume and profile (age, gender, geographical location etc.)
of visitors to the various parts of the site. This information is only
processed on a group basis and in a way, which does not identify anyone. We do
not make, and do not allow Google to make, any attempt to find out the
identities of those visiting our website.
How we
use Facebook Pixel
When someone visits our website, we
use a third-party service, Facebook Pixel, to collect standard internet log
information and details of visitor behaviour patterns. This data is used to
make sure that Facebook adverts are shown to the right people, to measure the
results of Facebook adverts, and to drive more relevant users to the site. We
do not use Facebook Pixel to collect the identifying information of
individuals.
How we
use Wi-Fi
IAM RoadSmart provides our employees
and visitors with access to Wi-Fi at our business location. We have a number of
Wi-Fi networks available for use and only the device Mac Address is captured to
ensure your device functions correctly while searching for and connected to our
networks. IAM RoadSmart does not perform any monitoring of information.
How long
do we keep your information?
We will hold your personal
information for as long as it is necessary for the relevant activity. By way of
example, we hold records of payment you make for at least six years so we can
fulfil our statutory obligations for tax purposes.
We may retain information after your
association with us has come to an end. Some information may be retained
indefinitely for historical, statistical or research purposes. As stated below,
you have the right to require us to erase personal data.
Your
rights
You have a number of legal rights to control what IAM RoadSmart can do with your information. For example:
- the right to be informed about the collection and use of your personal data
- the right to access the information we hold about you
- the right to correct or update information we hold about you
- the right to have the information we hold about you erased
- the right to restrict or suppress your personal information
- the right to obtain and reuse your personal data for your own purpose
- the right to object to the processing of their personal data in certain
circumstances
Please note that:
In some cases, exercising these
rights may mean that we are no longer able to provide you with our products and
services.
We will not administer requests by a
third party unless accompanied by evidence that the third party is entitled to
act on behalf of the individual.
Please also note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, so please contact us first, using the details below.
Changes
to this Privacy Notice
This notice may be changed from time
to time. If we make any significant changes, we will advertise this on our
website or contact you directly with the information.
Please check this privacy notice for
changes whenever you visit our website and each time you consider giving your
personal information to us.
Contact
us
Please contact us if you have any
questions about our privacy notice or information, we hold about you:
·
In writing to: The IAM RoadSmart Data Protection Coordinator at IAM
RoadSmart, 1 Albany Place, Hyde Way, Welwyn Garden City AL7 3BT
·
Via email to: data.protection@iam.org.uk
·
Via telephone to: The IAM RoadSmart Data Protection Coordinator at 0300
303 1134
This Policy was last updated on 27/04/2021
IAM RoadSmart is
the trading name of all businesses owned by The Institute of Advanced Motorists
Limited
The Institute of
Advanced Motorists Limited, Reg. in England and Wales. CRN: 562530.
Charity no: 249002
(England and Wales) SCO41201 (Scotland).
IAM Drive &
Survive Limited, Reg. in England and Wales. CRN: 2019635.
Professional Driver
Services Limited, Reg. in England and Wales. CRN: 4498365.
Registered address
for all the businesses listed above is: 1 Albany Place, Hyde Way, Welwyn Garden
City, AL7 3BT
