Wheely Services
Legal

Privacy Policy

Last updated: 17 June 2025

1. Who we are

Wheely Services Ltd ("Wheely Services", "we", "us" or "our") is a UK driver licensing support company, trading since 2016, with branches across the United Kingdom. This policy explains how we collect, use, share and protect personal data when you visit wheelyservices.co.uk (the "Site") or use our driver licensing support services, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For any question about this policy or your data, contact us at cs@wheelyservices.co.uk.

2. What data we collect

We only collect personal data that you choose to give us directly through the forms on this Site. We do not use cookies, analytics tools or advertising trackers of any kind. Depending on which form you use, we collect:

  • Register form (register.html): your name, email address, phone number, preferred branch, whether you hold a UK driving licence, whether you hold a PCO/private hire licence, your DBS check status, the services you need, your preferred contact method and preferred contact time.
  • Contact form (contact.html): your name, email address, phone number, an optional branch selection, and the content of your message.

We do not knowingly collect any special category data (such as health or medical information) through these forms. If your message to us includes such information voluntarily (for example, referencing a medical exemption relevant to your licence application), we will only use it for the specific purpose you provided it for, and will treat it with additional care.

3. How we use your data

We use the personal data you submit to:

  • respond to your enquiry or application;
  • assess your eligibility and build a personalised licensing plan;
  • contact you about your application, appointments, renewal dates and the services you have asked for;
  • route your enquiry to the correct branch; and
  • keep records of our correspondence with you for as long as reasonably necessary.

We do not use your data for automated decision-making or profiling, and we do not sell or rent your personal data to any third party.

4. Our legal basis for processing

We process your data under the following UK GDPR legal bases: (a) consent, since you actively submit your data to us via a form; and (b) legitimate interests, since responding to enquiries and administering the licensing support service you have asked us to provide is necessary for us to operate our business, and does not override your rights and freedoms. Where we go on to provide paid services to you, processing is also necessary for the performance of that contract.

5. Who we share your data with

We do not sell your data. We share the minimum data necessary with the following third parties, solely to operate the Site and deliver our services:

  • Formspree, Inc., a form-delivery processor based in the United States. When you submit the Register or Contact form, its contents are transmitted to Formspree, which forwards them to our team by email. Formspree acts as a data processor on our behalf. Because Formspree is based outside the UK, this involves an international transfer of your data; Formspree provides contractual safeguards for this under its own data processing terms, available at formspree.io/legal/privacy-policy.
  • Google Fonts (Google LLC): this Site loads the "Inter" typeface from Google's font servers. When your browser requests these font files, your IP address is visible to Google as the operator of that server. Google does not receive any of the form data described above. Google's privacy practices are described at policies.google.com/privacy.
  • Branch staff and relevant licensing/regulatory bodies, where necessary to progress your application (for example, sharing details with a DBS-checking service, a medical examiner, or a ride-hailing platform you ask us to register you with), strictly limited to what is needed to carry out that specific step, and only with your knowledge as part of the service you have requested.

6. How long we keep your data

We keep the personal data you submit for as long as necessary to respond to your enquiry or deliver the service you asked for, and for a further period afterwards for legitimate record-keeping and to deal with any follow-up queries, ordinarily no longer than 24 months from your last contact with us, unless we are required to keep it for longer to comply with a legal, regulatory or accounting obligation, or to establish, exercise or defend legal claims. After this period, your data is securely deleted or anonymised.

7. Your rights

Under UK GDPR, you have the right to:

  • ask us for a copy of the personal data we hold about you (a subject access request);
  • ask us to correct inaccurate or incomplete data;
  • ask us to delete your data, or restrict how we use it, in certain circumstances;
  • object to processing based on our legitimate interests;
  • ask for your data to be provided to you, or transferred to another organisation, in a portable format; and
  • withdraw your consent at any time, where we rely on consent.

To exercise any of these rights, email cs@wheelyservices.co.uk. We will respond within one calendar month. If you are unhappy with how we have handled your data, you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

8. Cookies

This Site does not set any cookies and does not use any analytics, advertising or tracking technology. The only external network request the Site makes, other than the form submissions described above, is to load the Inter webfont from Google's servers as described in section 5.

9. Children's privacy

Our services are intended for adults applying for a driving or private hire licence, and are not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, please contact us and we will delete it.

10. Keeping your data secure

We take reasonable technical and organisational steps to protect the personal data you give us, including transmitting form submissions over an encrypted (HTTPS) connection and limiting access to your data to staff who need it to handle your enquiry. No method of transmission or storage is completely secure, and we cannot guarantee absolute security, but we work to protect your data to an appropriate standard.

11. Changes to this policy

We may update this policy from time to time, for example if we change how the Site works or add a new form. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically.

12. Contact us

If you have any questions about this Privacy Policy or how we handle your data, email us at cs@wheelyservices.co.uk, or contact your nearest branch listed on our Contact page.