Posted By Allan Kerrigan

I may have read that it is illigal to copy all the above under the data protection act?

I want to ensure that all our employees that drive for us at work are legal in all respects.

allan

Posted By J Knight
There is no illegality in keeping information if it is for a legitimate business use and is kept confidential. Copying driving documents with an intention to defraud is of course illegal, copies for H&S purposes kept securely locked away are fine. This has all been discussed on a fairly recent thread which also covered passports,

John

Posted By Stupendous Man
The Data Protection Act does NOT make it illegal to copy these documents - it simply sets out the conditions under which you must manage (i.e. store and use) the data once you have it in your posession.

Posted By d88
in my last employment, we always asked to see the driving licence, a copy sufficed if the driver was located at another site. Relevant details were recorded in a central register which was locked away in a secure container with the copy being shredded. Access to the container/ caninet was restricted to authorised personnel only. This, i was assured complied with any relevant legislation.

Posted By Brett Day

Spoke to DVLA previously about this and the guidance from them was:

It must be copied on both sides (both Photocard and Counterpart if a two part licence).

It must be a black and white copy (Not colour for fraud prevention reasons).

All copies must have the word 'COPY' and the date copied written on it somewhere, it doesn't need to be in large print but so that if another copy is taken it will show up.

From the DVLA's point of view there is no need to obliterate any information on the licence.

Posted By Glyn Atkinson
I act for my company for any vehicle liability claims, and our insurers insist that a record of the current status of each driver (points total and types of offences committed) using a company vehicle or hired in vehicle is kept in a secure place under lock and key.

We also have to keep a close eye on drivers' classifications due to age groups and driving experience for certain vehicles used in connection with this business.

We are open with all employees, telling them why and how the information is kept.It is updated on a yearly basis unless extra / new offences have to be submitted to the insurers for assessment against their safe criteria and allowances for our driver policy.

When an employee leaves for any reason, their personal information is immediately taken off file, shredded and removed to secure storage with an accredited disposer of confidential information.

As an extra precaution, shredded material is thoroughly mixed up prior to being sent to the disposal site.

We have no problems with renewals of the policy due to the close control of all paperwork within the system.