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DVLA Terms

PART ONE 

1. DEFINITIONS

1.1 In these Terms unless the context otherwise requires the following provisions have the meanings given to them below:

    “ADD Service” means the transmission of Data using the electronic service detailed in the Access to Driver Data Interface Specification.

    “Confidential Information” means any information which has been designated as confidential by either Party in writing or that ought to be considered as confidential (however it is conveyed or on whatever media it is stored) including information the disclosure of which would, or would be likely to, prejudice the commercial interests of any person, information relating to trade secrets, intellectual property rights and know-how of either Party and all “Personal Data”, “Conviction Data” and “Special Categories of Personal Data” within the meaning of Data Protection Legislation. Confidential Information shall not include information which:

    (a) was public knowledge at the time of disclosure;

    (b) was in the possession of the receiving Party, without restriction as to its disclosure, before receiving it from the disclosing Party;

    (c) is received from a third party (who lawfully acquired it) without restriction as to its disclosure;

    (d) is independently developed without access to the Confidential Information.

    (e) any information which is agreed by the Parties in writing not to be confidential

    “Controller”, “Processor”, “Processing”, “Data Protection Officer” (DPO), “Data Subject”, “Personal Data” and”Personal Data Breach” have the meanings prescribed under Data Protection Legislation.

    “Crown” means the government of the United Kingdom (including the Northern Ireland Executive Committee andNorthern Ireland Departments, the Scottish Executive and the National Assembly for Wales), including, but not limited to, government ministers, government departments, government and particular bodies and government agencies.

    “Customer” means any organisation that:

    (a) is not an Intermediary; and

    (b) uses services provided by the MSW who is acting as an Intermediary; and

    (c) is the end-user of the Data and cannot disclose the Data to other parties.

    “Data” means the driver data that is to be provided to the Customer.

    “Data Loss Event” means any event that results, or may result, in unauthorised access to Personal Data held by the Customer under this Agreement, and/or actual or potential loss and/or destruction of Personal Data in breach of this Agreement, including any Personal Data Breach.

    “Data Protection Legislation” means;

    1. all applicable UK law relating to the Processing of Personal Data and privacy, including but not limited to the UK GDPR and the Data Protection Act 2018 to the extent that it relates to the Processing of Personal Data and privacy;
    2. (to the extent that it may be applicable) the EU GDPR.

    “Data Subject Request” a request made by, or on behalf of, a Data Subject in accordance with rights granted pursuant to the Data Protection Legislation.

    “Days” shall mean calendar days, save where the context otherwise requires.

    “Default” means any breach of the obligations of the relevant Party (including but not limited to fundamental breach orbreach of a fundamental term) or any other default, act, omission, negligence or negligent statement of the relevantParty or the Staff in connection with or in relation to the subject matter of these Terms and in respect of which such Party is liable to the other.

    “DPA 2018” means Data Protection Act 2018 as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc)(EU Exit) Regs 2019 (as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc)(EU Exit) Regs 2020.

    “EU GDPR” means the General Data Protection Regulation (Regulation (EU) 2016/679.

    “European Commission” means the executive branch of the European Union (EU), responsible for proposing legislation, enforcing EU laws and directing the European Union’s administrative operations.

    “Fraud” means any offence under Laws creating offences in respect of fraudulent acts or at common law in respect offraudulent acts in relation to the Contract or defrauding or attempting to defraud or conspiring to defraud the Crown.

    “Industry Best Practice” means at any time the exercise of that degree of skill, care, diligence, prudence, efficiency, foresight, standards, practices, methods, procedures and timeliness which would be expected at such time from a leading and expert company within the industry, such company seeking to comply with its contractual obligations in full and complying with all applicable Laws.

    “Law” means any law, subordinate legislation within the meaning of Section 21(1) of the Interpretation Act 1978, byelaw, enforceable right within the meaning of Section 2 of the European Communities Act 1972, regulation, order,regulatory policy, mandatory guidance or code of practice, judgment of a relevant court of law, or directives orrequirements with which the Customer is bound to comply;

    “Material Breach” means a breach which is not minimal or trivial in its consequences to the other Party. In deciding whether any breach is material no regard shall be had to whether it occurs by some accident, mishap, mistake or misunderstanding.

    “Party” or “Parties” mean a Party to these Terms.

    “Permitted Purpose” means the purpose for which the Data is provided to the Customer, which must relate to the need to check driving entitlements, endorsements and disqualifications for a legitimate business purpose.

    “Premises” means the location where the Data is to be supplied to the Customer, or accessed, stored or destroyed by the Customer.

    “Special Categories of Personal Data” has the meaning given to that term in Data Protection Legislation, means the Processing of Personal Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, ortrade union membership, and the Processing of genetic data, biometric data for the purpose of uniquely identifying anatural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

    “Staff” means all persons employed by the Customer to perform its obligations under these Terms together with theParty’s servants, agents, suppliers and sub-contractors used in the performance of its obligations under these Terms.

    “Sub-Contracting” means the Customer appointing a third party to provide services on behalf of the Customer providing an appropriate Sub-Contracting agreement is in place. The Customer will retain Controller responsibilities forthe Data while the Sub-Contractor is a Processor. The Customer shall be responsible for the acts and omissions of its Sub-Contractors as though they are its own.

    “Sub-Contractor(s)” means a third party appointed by the Customer to provide services on behalf of the Customerproviding an appropriate Sub-Contracting agreement is in place. The Customer will retain Controller responsibilities for the Data while the Sub-Contractor is a Processor.

    “Terms” means this written agreement between MSW and the Customer.

    “UK GDPR” means the UK General Data Protection Regulation based on the EU GDPR and given effect by Part 2 of the DPA 2018, as amended by The Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc)(EU Exit) Regulations 2020.

    1.  LEGAL BASIS FOR RELEASE OF DATA

    1.1 The basis for release of DVLA’s driving licence data to the Customer is that it is necessary for the performance of a task carried out in the public interest or the exercise of an official authority vested in DVLA. This is in line with Data Protection Legislation.

    1.2 Special Categories of Personal Data is processed under Article 9.2.g – necessary for reasons of substantial public interest for the reasons stated above. In addition, the Data Subject will be given notice of fair processing by way of the Data Protection Declaration and will be aware that this category of data is being shared as part of the process.

        2.  CUSTOMER REQUIREMENTS

        2.1 In accordance with the Permitted Purpose, the use of the Data by the Customer is limited to checking driving entitlement, endorsements and disqualifications (as applicable) for their own business need only.

        2.2 The Customer shall provide MSW with estimated usage of the service, to include volume and frequency information. The Customer must inform MSW of any factors that could cause a significant increase or decrease in usage.

        3.  PURPOSE FOR WHICH THE DATA IS PROVIDED

        3.1 The Permitted Purpose for access to the ADD Service and the use of the Data is for the Customer to check entitlement to drive, driving endorsements and disqualifications for a legitimate business need. The Data must not be used for identity checking of any kind.

        3.2 The Customer must use the Data only for the Permitted Purpose for which it was provided and in accordance with its obligations under Data Protection Legislation.

        4.   ACCURACY OF THE DATA

        4.1 The DVLA must take all reasonable steps to ensure that the Data is accurate and up to date before it is transmitted to theMSW, however, DVLA and/or MSW cannot warrant the accuracy of the Data provided. DVLA and/or MSW does not accept any liability for any inaccurate information supplied to it by the licence holder or any other source beyond its control.

        4.2 The Customer must ensure before relying on any item of Data that the Data provided matches the information in the request and that the Data pertains to the licence holder for whom they possess a standard electronic Data Protection Declaration. Any records passed to the Customer from DVLA that do not pertain to a Data Protection Declaration held by the Customer must be disregarded and deleted from any systems. MSW must be contacted in this instance.

        5.   REVIEW AND MEETINGS

        5.1 The Customer must upon receipt of reasonable notice and during normal office hours attend all meetings arranged by MSW for the discussion of matters connected with the performance of these Terms.

        5.2 Without prejudice to any other requirement in these Terms, the Customer must provide such reports on the performance of these Terms or any other information relating to the Customer’s requests for and use of the Data as MSW or the DVLA may reasonably require.

        5.4 The DVLA reserve the right to review these Terms at any time.

        5.4 Where required, the Customer must allow MSW to audit it at least once in the first calendar year and make evidence of such audits available to the DVLA upon request;

        PART TWO

        1. CUSTOMER KEY STAFF

        1.1 The Customer must maintain a list of the individuals who have direct responsibilities for the use of the Data and for the Customer’s other obligations under these Terms. Upon request, the Customer will provide the individuals names, business addresses and other contact details, specifying the capacities in which they are concerned with the Data.

        1.2 As a minimum, the list must include details of the Customer’s registered office, as recorded by Companies’ House and the manager who must be responsible for the Customer’s general contractual matters and the manager who is responsible for the management of the Data once in the hands of the Customer, to be referred to in these Terms as the data manager.

        1.3 The Customer must inform the MSW immediately of any changes in personnel listed in the list or their business contact details.

        Failure to do so may result in delayed communications between the MSW and the DVLA.

        PART THREE

        1. PREVENTION OF CORRUPTION

        1.1 The Customer must not offer or give, or agree to give, to the DVLA or any other public body or person employed by or on behalf of the DVLA any gift or consideration of any kind as an inducement or reward for doing, refraining from doing, or for having done or refrained from doing, any act in relation to the obtaining or execution of these Terms or any other contract with the DVLA or any other public body, or for showing or refraining from showing favour or disfavour to any person in relation to these Terms or any such contract.

        1.2 If the Customer, its Staff or anyone acting on the Customer’s behalf, engages in conduct prohibited by clause F1.1 or the Bribery Act 2010 (as amended), MSW may:

        (a) terminate and recover from the Customer the amount of any loss suffered by MSW resulting from the termination; or

        (b) recover in full from the Customer any other loss sustained by the MSW in consequence of any breach of that clause.

        2.   PREVENTION OF CORRUPTION

        2.1 The Customer must take all reasonable steps, in accordance with Industry Best Practice, to prevent Fraud by the Customer’s Staff and the Customer (including its shareholder, members, and directors) in connection with the receipt of the ADD Service.

        2.2 The Customer must notify MSW immediately if it has reason to suspect that any Fraud has occurred or is occurring or is likely to occur.

        2.3 If the Customer or its Staff commits Fraud in relation to this or any contract with the Crown (including the DVLA) MSW may:

        (a) terminate these Terms and recover from the Customer the amount of any loss suffered by MSW resulting from the termination; or

        (b) recover in full from the Customer any other loss sustained by the MSW in consequence of any breach of this clause.

        3.   DISCRIMINATION

        3.1 The Customer must not unlawfully discriminate either directly or indirectly or by way of victimisation or harassment against a person on such grounds as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, colour, ethnic or national origin, sex or sexual orientation, and without prejudice to the generality of the foregoing the Customer must not unlawfully discriminate within the meaning and scope of the Equality Acts 2006 and 2010 (as amended), the Human Rights Act 1998 (as amended) or other relevant or equivalent legislation, or any statutory modification or re-enactment thereof.

        3.2 The Customer must take all reasonable steps to secure the observance of clause 3.1 by all of its Staff.

        4.   PUBLICITY AND MEDIA

        4.1 The Customer must notify the MSW immediately if any circumstances arise which could result in publicity or media attention to the Customer which could adversely reflect on the DVLA or the ADD Service.

        4.2 The Customer must not publish information that implies a direct relationship with DVLA where no such relationship exists. The Customer must comply with the following restrictions:

        (a) The Customer must not create, approve or distribute any publicity, media or website content implying or stating any of the following:

        (i) That DVLA has a direct connection with or interest in the Customer’s products and services;

        (ii) That DVLA has worked in conjunction with the Customer to develop and deliver the Customer’s products and services;

        (iii) That DVLA has authorised or endorsed the Customer’s products or services;

        (iv) That DVLA has licensed the Customer to provide products and services;

        (v) That DVLA has entered into or is working in any partnership or any agency relationship with the Customer;

        (vi) That the Customer’s products or services are provided on behalf of DVLA.

        (vii) That the Customer has a direct link and unfettered access into DVLA’s drivers database (the ADD service is not a link to the DVLA drivers database itself); and

        (viii) That the Customer receives a direct feed of Data from DVLA.

        PART FOUR

        1. TRANSFER AND SUB-CONTRACTING

        1.1 The Customer must not assign, sub-contract or in any other way dispose of these Terms or any part of it without the prior written approval of MSW

        1.2 Sub -Contracting any part of these Terms shall not relieve the Customer of any of its obligations or duties under these Terms.The Customer must be responsible for the acts and omissions of its Sub-Contractors as though they are its own. Where the DVLA has approved to the placing of sub-contracts, copies of each sub-contract must, at the request of MSW, be sent bythe Customer to MSW as soon as reasonably practicable.

        1.3 If there is a change in the legal status of the DVLA such that it ceases to be a Contracting Authority (in the remainder ofthis clause such body being referred to as the “Transferee”), the DVLA may disclose to any Transferee any Confidential Information of the Customer which relates to the performance of the Customer’s obligations under these Terms. In such circumstances the DVLA shall authorise the Transferee to use such Confidential Information only for purposes relating to the performance of the Customer’s obligations under these Terms and for no other purpose and must take all reasonablesteps to ensure that the Transferee gives a confidentiality undertaking in relation to such Confidential Information.

        1.4 Each Party shall at its own cost and expense carry out, or use all reasonable endeavours to ensure the carrying out of, whatever further actions (including the execution of further documents) the other Party reasonably requires from time to time for the purpose of giving that other Party the full benefit of the provisions of these Terms.

        2.   INSOLVENCY

        2.1 The Customer must notify MSW immediately in writing where the Customer is a company and in respect of the Customer:

        (a) a proposal is made for a voluntary arrangement within Part 1 of the Insolvency Act 1986 (as amended) or of any other composition scheme or arrangement with, or assignment for the benefit of, its creditors; or

        (b) a shareholders’ meeting is convened for the purpose of considering a resolution that it be wound up or a resolution for its winding-up is passed (other than as part of, and exclusively for the purpose of, a bona fide reconstruction or amalgamation); or

        (c) a petition is presented for its winding up (which is not dismissed within 14 Days of its service) or an application is made for the appointment of a provisional liquidator or a creditors’ meeting is convened pursuant to section 98 of the Insolvency Act 1986 (as amended); or

        (d) a receiver, administrative receiver or similar officer is appointed over the whole or any part of its business or assets; or

        (e) an application order is made either for the appointment of an administrator or for an administration order, and administrator is appointed, or notice of intention to appoint an administrator is given; or

        (f) it is or becomes insolvent within the meaning of section 123 of the Insolvency Act 1986 (as amended); or

        (g) being a “small company” within the meaning of section 247(3) of the Companies Act 1985 (as amended); a moratorium comes into force pursuant to Schedule 1A of the Insolvency Act 1986 (as amended); or

        (h) any event similar to those listed in this clause occurs under the law of any other jurisdiction.

        3.   CONSEQUENCES OF SUSPENSION AND TERMINATION

        3.1 After the ADD Service has been suspended or these Terms has been terminated or both, the Customer must continue to comply with its obligations under these Terms and under Data Protection Legislation in relation to the Data which it holds, including as to the proper use of the Data, retention of the Data and secure destruction of the Data.

        3.2 After the ADD Service has been suspended or these Terms has been terminated or both, the Customer will no longer have the right to use the Data already supplied by DVLA.

        3.3 During the suspension period, the Customer is not permitted to Process or transfer the Data received prior to suspension.

        3.4 Save as otherwise expressly provided in these Terms:

        (a) termination of these Terms shall be without prejudice to any rights, remedies or obligations accrued under these Terms prior to termination or expiration and nothing in these Terms shall prejudice the right of either Party to recover any amount outstanding at such termination or expiry; and

        (b) termination of these Terms shall not affect the continuing rights, remedies or obligations of the DVLA, MSW or Customer under any provision of these Terms act which expressly or by implication is intended to come into or to continue in force on or after termination of these Terms.

        4.   TERMINATION FOR MATERIAL BREACH

        4.1 A Party may terminate these Terms with immediate effect by written notice to the other Party on or at any time after the occurrence of an event specified in clause 2.2 of this Part Four.

        4.2 The events are that:

        (a) The Customer commits any three or more Defaults, whether simultaneously or singly at any time during the operation ofthese Terms, irrespective of whether any or all of such breaches is minimal or trivial in nature;

        (b) The Customer commits a Material Breach of any other term of these Terms which breach is irremediable or (if such breach is remediable) fails to remedy that breach within a period of 26 weeks after being notified in writing to do so.

        4.3 For the purposes of clause 4.2 of this Part Four, a Material Breach is remediable if time is not of the essence in performance of the obligation and if in the reasonable opinion of the MSW, the Material Breach is capable of remedy within the 26 week period.

        5.   OTHER TERMINATION RIGHTS

        5.1 MSW may terminate these Terms by written notice with immediate effect if in the reasonable view of MSW, the Customerfails to provide assurances that satisfy MSW (acting reasonably) that the Customer has complied and shall continue tocomply with the requirements of these Terms and of Data Protection Legislation.

        5.2 MSW may terminate these Terms by written notice with immediate effect if the Customer fails to pay MSW undisputedsums of money when due by variable direct debit in two or more consecutive Months.

        5.3 MSW may terminate the Terms by written notice with immediate effect if the Customer is found to be in breach of anyaspect of the Law that could, in the reasonable opinion of the MSW, bring the DVLA into disrepute.

        PART FIVE

        6. DATA PROTECTION

        6.1 The Customer must notify MSW immediately, or within a maximum of 24 hours of becoming aware, of any audits that are being carried out by the Information Commissioner’s Office under Data Protection Legislation that are relevant to the Customer’s Processing of the Data.

        6.2 The Customer must notify MSW immediately of any Data Loss Event involving the Data that meets the criteria for notification to the Information Commissioner’s Office or affected Data Subjects. The Customer will notify MSW periodically of Data Loss Events that do not meet this criteria.

        6.3 In exceptional circumstances in relation to abuse of the ADD Service, access to Customer’s Premises may be required.Other than in exceptional circumstances, such as a suspected serious breach of Data security, examinations will be by prior contact and DVLA will notify MSW in advance of any Customer Premises they wish to examine.

        6.4 The DVLA may, by written notice to MSW, forbid access to the Data, or withdraw permission for continued access to the Data, to a particular Customer (in exceptional circumstances), whose access or use of the Data would, in the reasonable opinion of the DVLA, be undesirable.

        6.5 Where a complaint is received about the Customer which relates to any matter connected with the performance of the Customer’s obligations under these Terms or the use of Data, the DVLA may investigate the complaint.

        6.6 The Customer must provide any information relating to the Customer’s requests for and use of the Data, as the DVLA may reasonably require as part of any DVLA investigation. The DVLA may, in its sole discretion, acting reasonably, uphold thecomplaint and take further action in accordance with Part 4 of these Terms.

        6.7 The Customer shall be the Controller of each item of Data received from MSW from the point of receipt of that Data by MSW. The Customer must be responsible for complying with Data Protection Legislation in relation to the Processing of that Data by the Customer.

        6.8 The Customer must comply with Data Protection Legislation and will duly observe all their obligations under Data Protection Legislation which arise in connection with these Terms.

        6.9 The Customer will answer any Data Subject Requests that it receives for the Data and for which it is the Controller.

        6.10 The Customer will instruct the Data Subject to contact DVLA where the Data Subject Request is pursuant to DVLA’s activities as a Controller.

        6.11 The Customer must respect the confidentiality of the Data and must not disclose it to any person, except in the following circumstances.