Privacy notice
This notice explains how personal information is handled in VORMS (Vehicle Operations & Resource Management Suite). VORMS is provided by the company named on your VORMS invoice.
Two roles
When a school or trust uses VORMS, the school or trust decides what information is recorded about its staff and vehicles and is the controller of that information. We process it on their behalf, under our terms, only to provide the service.
For our own customers and enquiries — such as account holders, billing contacts and people who contact us — we are the controller.
What VORMS stores
- User accounts: name, work email address, role, sign-in times, and security settings.
- Driver records: name, optional work contact details, which vehicle categories they're authorised for, the dates of licence checks and their outcome, and training records. We do not ask for driving licence numbers or copies by default.
- Operational records: bookings, trips (with passenger numbers, not pupils' names), vehicle checks, defects (including photos taken of vehicles), maintenance and documents your organisation uploads.
- Billing information: organisation and billing contact details, invoices and payment records. Card payments are processed by Stripe; we never see or store full card details.
- Security records: an audit log of important actions, including the IP address used.
How we use it
- To provide VORMS to your organisation and keep it secure.
- To send service emails such as invitations, password resets, reminders and invoices.
- To provide support when you ask for it.
- To meet legal and accounting obligations.
We don't sell personal information or use it for advertising.
Who we share it with
Service providers that help us run VORMS: our hosting provider, our email delivery provider, and Stripe for card payments. Where your organisation turns on automatic vehicle checks, vehicle registrations are sent to DVSA and DVLA to look up MOT and tax information — no personal information is sent.
How long we keep it
While your organisation subscribes, records are kept according to your organisation's settings. After a subscription ends, data is kept for a limited period so you can renew or export it, and then deleted on request. Invoices and payment records are kept as long as the law requires.
Your rights
You can ask for access to, correction of, or deletion of your personal information. If your information is held by a school or trust using VORMS, please contact them first; we'll help them respond. You can also complain to the Information Commissioner's Office (ico.org.uk).
Contact
Use our contact form.