Privacy & Cookies Policy

Your privacy is important to us. This Privacy & Cookies Policy explains how we collect, use and share your personal information when you use bookmytheorytest.com (the "Website") or our related services.

We act as a booking assistance service to help you arrange a DVSA theory test and, where purchased, related services such as Pass Protection and access to learning resources. This policy sits alongside our Terms and Conditions.

1. Who is responsible for your data?

1.1 The data controller is DJM Group LTD ("we", "us", "our"), operator of bookmytheorytest.com.

1.2 If you have questions about this policy or how we use your information, you can contact us at:

• Email (support): contact@bookmytheorytest.com
• Email (escalations / data requests): help@bookmytheorytest.com

2. What information we collect

We collect information in three main ways:

1. Information you provide directly to us.
2. Information we receive automatically when you use our Website.
3. Information we receive from third parties (for example, payment providers).

2.1 Information you provide

When you use our booking service or contact us, you may provide:

• Name
• Email address and phone number
• Date of birth
• GB driving licence number
• Address and postcode
• Preferred test type, test centre, dates and times
• Language and support requirements (for example, voiceover or extra time)
• Account login details (such as your password, which is stored in encrypted form)
• Any other information you choose to share in our contact form or emails

2.2 Payment information

We use third-party payment providers (currently Stripe) to process your card payments. When you pay, your card details are sent directly to the payment provider and are not stored on our servers. We receive limited information back, such as:

• a payment reference or transaction ID;
• the last 4 digits of your card and card brand (e.g. Visa);
• the payment status (e.g. succeeded, failed, refunded); and
• billing postcode and country, where provided.

2.3 Information collected automatically

When you visit our Website, we may automatically collect certain information from your device, such as:

• IP address;
• browser type and version;
• device type and operating system;
• pages you visit and links you click;
• date, time and duration of your visit; and
• the website that referred you to us (if any).

We use this information to keep the Website secure, to understand how it is used and to improve our service.

3. How we use your information

We use your personal information to:

• process your booking and act as your agent with DVSA to arrange a theory test;
• send you emails or SMS about your booking (for example, confirmations, reminders and updates);
• provide customer support and answer any questions you send us via the contact form or email;
• manage your account, including enabling you to sign in, view your booking and manage resits where included;
• operate, maintain and improve our Website and services;
• comply with legal obligations (for example, accounting, tax and fraud-prevention requirements); and
• where permitted, analyse usage and performance so we can understand which pages and marketing channels are working.

3.1 Our legal bases

Under UK data protection law (UK GDPR), we must have a legal basis to process your personal data. We typically rely on:

• Contract – to process your booking and provide the services you have asked us to deliver.
• Legitimate interests – for example, to keep our Website secure, prevent fraud, and understand how customers use our service, as long as those interests are not overridden by your rights.
• Legal obligation – where we need to retain certain records for tax, accounting or regulatory reasons.
• Consent – for optional things such as certain analytics/advertising cookies or marketing communications (where applicable). You can withdraw your consent at any time.

4. When we share your information

We do not sell your personal data. We only share it where necessary to operate our service, or where we are legally required to do so. This may include sharing with:

• DVSA – to arrange and manage your theory test booking, using the details you provide (for example, your name, email, date of birth and driving licence number).
• Payment providers – such as Stripe, to process your payments securely.
• Email and IT service providers – who help us send emails, host the Website and keep it running (for example, email delivery and web hosting).
• Professional advisers – such as accountants or lawyers, where needed for our business.
• Law enforcement or regulators – where we are required to by law, or to protect our rights, property, customers or the public.

All third parties who process your personal data on our behalf are required to keep it secure and to use it only in line with our instructions and applicable data protection law.

5. International transfers

Some of our service providers may be based outside the UK or the European Economic Area. Where your data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as:

• an adequacy decision by the UK government; or
• standard contractual clauses or equivalent protections approved under UK data protection law.

6. How long we keep your information

We keep your personal data only for as long as necessary for the purposes described in this policy, including for the purposes of satisfying any legal, accounting or reporting requirements.

In general, we aim to:

• retain booking and payment records for up to 6 years after the end of our relationship with you (to comply with tax and accounting rules); and
• keep routine support emails and contact form submissions for up to 24 months, unless we need to keep them for longer due to an ongoing issue or legal requirement.

After these periods, we will either delete your data or anonymise it so that it can no longer be linked to you.

7. Cookies and similar technologies

Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work, or work more efficiently, as well as to provide information to the site owners.

7.1 Types of cookies we use

• Strictly necessary cookies – required for the Website to function, for example to remember your progress through the application and keep you signed in to your account. You cannot disable these using our cookie banner.
• Analytics cookies (optional) – help us understand how visitors use our Website (for example, which pages are viewed most). These may be set via tools such as Google Analytics or similar. We only use these where you consent via the cookie banner.
• Advertising/remarketing cookies (optional) – may be used to show you relevant adverts on other websites (for example, via Google Ads). These are only set if you consent.

7.2 Managing cookies

When you first visit our Website, you will see a cookie banner giving you the choice to accept or reject optional cookies. You can also adjust your browser settings to refuse or delete cookies. Please note that if you block certain cookies, some features of the Website may not work properly.

8. Analytics and advertising tools

We may use third-party services such as Google Analytics, Google Tag Manager or Google Ads to help us understand how visitors use the Website and to run advertising campaigns. These services may set cookies and collect information such as your IP address, device and browsing activity.

Any data collected through these tools is used in accordance with our own privacy policy and the privacy policies of the relevant providers (for example, Google's Privacy Policy). Where required, we rely on your consent to use these tools and you can withdraw your consent via our cookie settings or through your browser settings.

9. Your rights

Under UK data protection law, you have a number of rights in relation to your personal data, including the right to:

• access a copy of the personal data we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your data in certain circumstances;
• object to our processing of your data where we rely on legitimate interests;
• ask us to restrict how we use your data in certain cases; and
• obtain a copy of your data in a structured, commonly used and machine-readable format (data portability), where applicable.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you are unhappy with how we handle your data. We would always encourage you to contact us first so we can try to resolve your concerns.

10. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. This includes limiting access to your data to staff and service providers who need it to perform their duties.

However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security, but we work hard to protect your information.

11. Children

Our services are intended for learners who are old enough to apply for a theory test. Where a learner is under 18, we expect a parent or legal guardian to complete the booking on their behalf or with their supervision. If you believe a child has provided us with personal data without appropriate consent, please contact us and we will investigate.