Last updated: 13 June 2026
1. Who We Are
Drive Planner is a scheduling platform for independent driving instructors in Ireland, operated by KOS IT SERVICES (the "Data Controller"). When we say "we", "us", or "our", we mean KOS IT SERVICES. When we say "you", we mean any user of the Drive Planner platform — instructors, learner drivers, or visitors.
2. What Personal Data We Collect
Depending on how you use Drive Planner, we may collect:
- Account data: Full name, email address, phone number, hashed password.
- Instructor data: RSA ADI licence number, county, years of experience, car type and registration.
- Learner data: Permit number, county, EDT goal (0 / 6 / 12 hours), lesson history.
- Scheduling data: Lesson dates, times, types (Standard, EDT, Pre-Test, Car Hire), reschedule history.
- Technical data: IP address, browser type, device type, login timestamps.
- Communications: Support messages sent via our contact form.
We do not collect payment card details directly. Payment processing (when enabled) is handled by Stripe, which operates under its own privacy policy.
3. How We Use Your Data
We use your personal data to:
- Create and manage your account.
- Provide the scheduling and EDT tracking service.
- Send lesson reminder emails to learner drivers.
- Verify RSA ADI licence numbers for instructor accounts.
- Respond to support queries.
- Maintain security and prevent fraud.
- Comply with legal obligations.
4. Legal Basis for Processing
- Contract performance: Processing necessary to provide the service you signed up for.
- Legitimate interests: Security monitoring, abuse prevention, and product improvement.
- Legal obligation: Compliance with Irish and EU law.
- Consent: For any optional marketing communications (you may withdraw consent at any time).
5. Who We Share Data With
We do not sell or rent your personal data. We may share data with:
- Hosting provider: Our web server (EU-based) hosts the application and database.
- Email provider: SMTP provider used to send lesson reminders and account emails.
- Stripe (Phase 2): For payment processing when subscriptions are activated.
- Legal authorities: Only if required by law or court order.
6. Data Retention
- Active account data is retained for as long as your account remains open.
- After account deletion, personal data is removed within 30 days.
- Anonymised, aggregated lesson statistics may be retained indefinitely for service improvement.
- Email logs are retained for 90 days for debugging purposes.
7. Your Rights Under GDPR
As a data subject in the EU/EEA, you have the right to:
- Access — request a copy of the personal data we hold about you.
- Rectification — correct inaccurate or incomplete data.
- Erasure — request deletion of your data ("right to be forgotten").
- Portability — receive your data in a machine-readable format.
- Restriction — ask us to limit how we process your data.
- Objection — object to processing based on legitimate interests.
To exercise any of these rights, email us at info@driveplanner.ie. We will respond within 30 days.
You also have the right to lodge a complaint with the Data Protection Commission (DPC) Ireland: www.dataprotection.ie.
8. Cookies
We use essential session cookies to keep you logged in, and localStorage to remember your preferences (dark mode, sidebar state). We do not use third-party tracking or advertising cookies. See our Cookie Policy for full details.
9. Data Security
We implement appropriate technical and organisational measures to protect your data, including password hashing (bcrypt), HTTPS encryption in transit, and access controls on our database. No system is 100% secure; if you believe your account has been compromised, contact us immediately.
10. Changes to This Policy
We may update this policy from time to time. Material changes will be communicated by email or a notice on the platform. Continued use after changes constitutes acceptance of the revised policy.
11. Contact
For any privacy-related questions, requests, or concerns: