Driving & Transport Services Limited
Contact: driving-transport@outlook.com
Company number: 14645335
Registered office: Fiveways Business Centre, 167 Park Street, Cleethorpes, England, DN35 7LX
Version: 20 October 2026
This notice explains how we handle personal information through the Roadstead transport compliance portal for our operator clients, their contacts, drivers and portal users. We are responsible for our account administration and professional oversight records. Where we handle information only on an operator’s documented instructions, the operator controls that processing and our responsibilities must be set out in the client agreement. Operators should also provide their own driver privacy information.
Information is supplied by you, your employer/operator, its authorised representatives or us during our work. It can include company and contact details; user account details; driver names, contact details, engagement arrangements, licence categories and check/expiry dates; vehicle details, inspection/test/download dates; uploaded compliance documents; action notes and account/time change history. Authentication and hosting providers also process technical information, such as IP addresses and security logs.
Provide only information needed for the agreed work. Do not add medical details, identity documents, full driving licence numbers or unrelated sensitive information. Avoid entering criminal allegation or conviction details in free text; contact us to agree an appropriate secure process if such information is necessary.
We use information to administer the service, organise evidence and review dates, record follow-ups, carry out professional oversight, protect accounts and investigate errors or misuse. For our own account and oversight processing, we rely on legitimate interests in providing and securing the agreed service, subject to the rights of the people concerned; contractual necessity applies where the individual is a party to our service contract. An operator must establish its own lawful basis for employment and compliance information supplied to us. Where we act as its processor, we use that information only on its documented instructions.
Required account information is needed to provide access. Missing operational information can prevent us from providing the relevant oversight. The portal does not make automated decisions about employment, driving eligibility, roadworthiness or legal compliance, and does not profile individuals for such decisions.
Your transport manager can oversee client companies within their own business workspace. Independent transport-manager businesses have separate access boundaries. Operator users can access only their assigned company. Authorised hosting/database administrators can administer the service. Our current technical providers are Supabase (authentication, database and private document storage) Netlify (website hosting), and Resend (transactional email delivery). We do not sell personal data or use portal records for advertising. Information may be shared with the operator’s authorised representatives, professional advisers or authorities where necessary and appropriately authorised or legally required.
The current Supabase project is hosted in the Ireland region. Hosting, support and subprocessors may involve processing in other countries. Details of provider locations, subprocessors and contractual transfer provisions are available in Supabase’s data processing terms and Netlify’s data processing terms. Contact us for information about arrangements relevant to your records.
We keep records while needed for the agreed service, applicable record-keeping duties, resolving a dispute or establishing/accounting for our work. We review the need for records at least quarterly and at the end of a client engagement. The period depends on the record type and the operator’s documented retention instructions; we do not apply one blanket deletion period to all transport evidence. Required originals must not be destroyed merely because a client leaves. Unnecessary duplicates and information no longer needed should be removed following review. There is no automatic deletion in the portal.
Downloaded backups are controlled by the person holding them. They must be stored securely, kept only as needed for recovery and included in retention reviews. Scheduled reminder emails can notify verified account holders about recorded deadlines. They contain summary counts and a portal link, rather than driver or document details. Users can change their reminder preference in Data & backups. Email delivery is not guaranteed and reminders do not perform or certify checks. The portal does not currently run scheduled off-site backups; retain secure manual backups until that service is configured.
Depending on the circumstances, you can request access, correction, erasure, restriction or portability and object to processing based on legitimate interests. These rights may be limited where records are still legally required or needed for a claim. Contact driving-transport@outlook.com; we will verify identity and respond normally within one month. If your operator controls the information, we will direct or assist the request appropriately.
You can complain to the Information Commissioner’s Office. Please contact us first if you would like us to investigate a concern.
The portal uses HTTPS, account-based company separation, private file access and a record of changes. Use your own login and protect your device. Report suspected disclosure, a lost backup or incorrect account access promptly to our contact email. This notice will be updated when our arrangements change.