Driving Licenses

[trythat]

We're having our driving license check at the moment, and we have a new guy doing it, now he's on about photocopying them. I thought they just had to fill out a form with th relevant answers and that was that. I'm not happy having my license copied and then who knows what they do with it, or where they store it, it's just not protected enough for me.

Does anyone know what is supposed to happen when your license is checked?

[DOM]

We're having our driving license check at the moment, and we have a new guy doing it, now he's on about photocopying them. I thought they just had to fill out a form with th relevant answers and that was that. I'm not happy having my license copied and then who knows what they do with it, or where they store it, it's just not protected enough for me.

Does anyone know what is supposed to happen when your license is checked?

There is no point photocopying them as you could collect a few points the following day and the copy becomes out of date. I thought there was something in the pipeline where by Royal Mail were going to be able to check the licenses on-line? Probably a cost involved.

[trythat]

There is no point photocopying them as you could collect a few points the following day and the copy becomes out of date. I thought there was something in the pipeline where by Royal Mail were going to be able to check the licenses on-line? Probably a cost involved.

Oh yeah, I forgot about them checking up online, I'll have to see if I can get some answers.

[Stormproof]

Had my licence checked this morning. Got called into the office after it was photocopied to sign what seemed like at least 10 bits of paper, a total waste where 2 pieces of paper would surfice and 1 signature

[brothermagrew]

We're having our driving license check at the moment, and we have a new guy doing it, now he's on about photocopying them. I thought they just had to fill out a form with th relevant answers and that was that. I'm not happy having my license copied and then who knows what they do with it, or where they store it, it's just not protected enough for me.

Does anyone know what is supposed to happen when your license is checked?

May not be the response that you are after, but what is apparent to me is that as drivers licences may be photocopied by this new guy, then that data will most likely come under the Data Protection Act 1998. If photocopies are done and retained then they should be kept in a secure location as it contains personal information some of which can be classified as "Sensitive" under the DPA 1998. A secure location would be deemed as a lockable cupboard or safe. A managerial office which people have regular access to would not be classed as such. (In other words he or she can't leave these items lying about on his or her desk for all and sundry to view).

As a suggestion if you have any queries regarding this matter you could contact the CSR Helpdesk.
Postline: 5456 4698
STD: 0845 600 9665
Lotus Notes: HRSC CSR
E-Mail: HRSC_CSR@royalmail.com

Put the question to them, are managers allowed to photostat said drivers licences under RM Guidelines and if YES then what should they be doing about protecting this information from prying eyes. Isn't data of this nature protected by the DPA 1998.

[andy2007]

I wouldn't be too worried about them photocopying them. Most Car Hire Companies do the same thing. Just make sure that they are keeping them in a secure location. As Brothermagrew pointed out: They have a Legal obligation to do so.

[trythat]

We're having our driving license check at the moment, and we have a new guy doing it, now he's on about photocopying them. I thought they just had to fill out a form with th relevant answers and that was that. I'm not happy having my license copied and then who knows what they do with it, or where they store it, it's just not protected enough for me.

Does anyone know what is supposed to happen when your license is checked?

May not be the response that you are after, but what is apparent to me is that as drivers licences may be photocopied by this new guy, then that data will most likely come under the Data Protection Act 1998. If photocopies are done and retained then they should be kept in a secure location as it contains personal information some of which can be classified as "Sensitive" under the DPA 1998. A secure location would be deemed as a lockable cupboard or safe. A managerial office which people have regular access to would not be classed as such. (In other words he or she can't leave these items lying about on his or her desk for all and sundry to view).

As a suggestion if you have any queries regarding this matter you could contact the CSR Helpdesk.
Postline: 5456 4698
STD: 0845 600 9665
Lotus Notes: HRSC CSR
E-Mail: HRSC_CSR@royalmail.com

Put the question to them, are managers allowed to photostat said drivers licences under RM Guidelines and if YES then what should they be doing about protecting this information from prying eyes. Isn't data of this nature protected by the DPA 1998.

Cheers for that, going to print that out, as I asked where they were stored today, they are just stored in ring binders, left on the top of a cabinet, he tried telling me that is secure because no one but line managers and the DOM should have access to the office, after I stopped laughing, I put the hypothetical situation, whereby some one might breakin or just walk in and take the folders, and he wouldn't know that is life might of been cloned before it was to late.

He's going to phone some one or department to try and nail down what should be done.

[brothermagrew]

And I think that he will find that the answer he gets back is "A secure location would be deemed as a lockable cupboard or safe" and not just stored in ring binders left on top of a cabinet. Tell the numpty to phone the CSR Helpdesk. Think to yourself, would you be happy for all and sundry to view from this easily accessable ring binder, yours or anyone elses driving licence with some probably that have had penalty points endorsed on them.

Rightly so, the office I would suggest is unsecure, even if he suggests otherwise, and the ringbinder is definately not in a secure location as it is solely located on top of a cabinet (which is tantamount to shoddy office managerial skills and good housekeeping).

Keep on his case, but be respectful and diplomatic about it, and never settle until you get an answer. And if it should transpire that he responds with they are secure enough where they are, infact ask for it in writing, then suggest that you and others, do not believe this to be the case as a result of the Data Protection Act 1998, and that as you or others do not wish for anything of a personal nature left lying about, even if it is in a ring binder on top of a cabinet and even if that cabinet is in the managers office, then you or others will have cause for complaint to the Corporate Social Responsibility Helpdesk.

Had the same crap and excuses from my managerial side at my DO about six months or so back, and it was to do with basically the same thing, except it wasn't driving licences, it was to do with ERICA folder left lying on managers office floor which had copies of ERICA reports in them and the old style Accident Books left lying on top of a desk. Wasn't having it, so I phoned CSR Heldesk and logged a complaint.

Next day they received the following Email from CSR Helpdesk:
Our Reference 1*****

A recent issue has been highlighted to ourselves regarding the ERICA Folder
& Accident Books kept on site at *************** DO.

Please can you ensure that all Accident Books are returned to the Accident
Management Unit at the address below;

Accident Management Unit
North West Midlands Mail Centre
Sun Street
WOLVERHAMPTON
WV1 1AA

With regards to the ERICA Folder, this must be kept in a secure location,
as it contains personal information, some of which can be classed as
"Sensitive" under the Data Protection Act 1998.

A secure location would be deemed as a lockable cupboard or safe, an office
that people have regular access to would not be classed as such.

If you require further advice on this subject, please do not hesitate to
contact ourselves on the CSR Helpline.

Must add for clarity that at the time of complaining to CSR Helpdesk, it was made clear that on a daily basis lots of staff where going into this office whether to collect van keys, scanners, sign for special delivery items or return cards signed by customers (pre PDA days) etc:

[andy2007]

We're having our driving license check at the moment, and we have a new guy doing it, now he's on about photocopying them. I thought they just had to fill out a form with th relevant answers and that was that. I'm not happy having my license copied and then who knows what they do with it, or where they store it, it's just not protected enough for me.

Does anyone know what is supposed to happen when your license is checked?

May not be the response that you are after, but what is apparent to me is that as drivers licences may be photocopied by this new guy, then that data will most likely come under the Data Protection Act 1998. If photocopies are done and retained then they should be kept in a secure location as it contains personal information some of which can be classified as "Sensitive" under the DPA 1998. A secure location would be deemed as a lockable cupboard or safe. A managerial office which people have regular access to would not be classed as such. (In other words he or she can't leave these items lying about on his or her desk for all and sundry to view).

As a suggestion if you have any queries regarding this matter you could contact the CSR Helpdesk.
Postline: 5456 4698
STD: 0845 600 9665
Lotus Notes: HRSC CSR
E-Mail: HRSC_CSR@royalmail.com

Put the question to them, are managers allowed to photostat said drivers licences under RM Guidelines and if YES then what should they be doing about protecting this information from prying eyes. Isn't data of this nature protected by the DPA 1998.

Cheers for that, going to print that out, as I asked where they were stored today, they are just stored in ring binders, left on the top of a cabinet, he tried telling me that is secure because no one but line managers and the DOM should have access to the office, after I stopped laughing, I put the hypothetical situation, whereby some one might breakin or just walk in and take the folders, and he wouldn't know that is life might of been cloned before it was to late.

He's going to phone some one or department to try and nail down what should be done.

Isn't he forgetting about the Cleaners?
And what about when they need someone from Romec to come in and repair a Computer, Heater, etc., etc..