Privacy Policy

Effective Date: 04 March 2026

This Privacy Policy explains how InstructorOS collects, uses, stores and protects personal information when you use the InstructorOS platform. By using the InstructorOS service, you agree to the practices described in this Privacy Policy.

1. About InstructorOS

InstructorOS is a trading name of Willow & Bean Co. Ltd.

Company Number
16128200

Registered Address
Suite 21 Storth House
156 Cowlersley Lane
Huddersfield
United Kingdom
HD4 5UX

Telephone
01484 706191

Email
[email protected]

For the purposes of data protection law, InstructorOS acts as a data controller for certain personal data and a data processor for other data as described in this policy.

2. Information We Collect

InstructorOS may collect and store the following categories of information.

Account Information
When a user creates an account, we may collect:

name
email address
account login credentials
billing information
subscription status

Usage Data
When using the platform, we may collect:

IP address
browser information
device information
login activity
system usage logs

This information helps maintain security and improve the service.

Learner Information Stored by Users
Users of InstructorOS may store information relating to their driving students or learners.

This may include:

learner name
contact number
email address
postal address
PRN number
lesson notes
progress records
lesson history

InstructorOS does not control the content of learner information entered by users.

The user who enters the information is responsible for ensuring that it is lawful to store and process that data.

3. Data Controller and Data Processor Roles

InstructorOS operates under two different roles depending on the data involved.

InstructorOS as Data Controller
InstructorOS acts as a data controller for information relating to:

user accounts
billing information
technical usage data

This means InstructorOS determines how and why this information is processed.

InstructorOS as Data Processor
InstructorOS acts as a data processor for learner data entered into the platform by users.

The user of the platform acts as the data controller for learner information.

Users are responsible for ensuring that they have a lawful basis to collect and store learner information within the system.

4. How We Use Personal Information

InstructorOS may use personal data for the following purposes:

providing access to the InstructorOS platform
processing subscriptions and payments
maintaining platform security
improving service performance
communicating with users about their account
providing customer support
complying with legal obligations

5. Legal Basis for Processing

Under UK GDPR, InstructorOS processes personal data on the following legal bases.

Contractual necessity
Processing is necessary to provide the InstructorOS service.
Legitimate interests
Processing is necessary to maintain security, prevent fraud and improve the service.
Legal obligations
Processing may be required to comply with legal or regulatory requirements.

6. Payment Processing

Payments are processed by Stripe.
InstructorOS does not store payment card information.
Stripe processes payment information in accordance with its own privacy and security policies.
For more information see
https://stripe.com/privacy

7. Data Storage and Security

InstructorOS takes reasonable technical and organisational measures to protect personal data.

These measures include:

secure data storage
encrypted connections
access controls
system monitoring

No system can guarantee absolute security, however reasonable steps are taken to protect information from unauthorised access, loss or misuse.

8. Data Retention

InstructorOS retains data only for as long as necessary to provide the service and meet legal obligations.
User account data may be retained while the account remains active.
Learner data remains stored until the user deletes it or closes their account.
Backup systems may temporarily retain data for security and disaster recovery purposes.

9. User Rights

Under UK data protection law, individuals may have the right to:

access their personal data
request correction of inaccurate data
request deletion of personal data
restrict or object to processing
request data portability

Requests relating to account data can be made by contacting InstructorOS.

Requests relating to learner data should normally be directed to the driving instructor who collected the data.

10. Account Deletion and Data Erasure

Users may request deletion of their account at any time.
Upon deletion:

user account information will be removed
learner data stored by the user will be deleted
system records may remain temporarily in backups for security purposes

Where legally required, certain records may be retained for compliance reasons.

11. Data Sharing

InstructorOS does not sell personal data.
Information may be shared only where necessary with trusted service providers including:

payment processors
hosting providers
technical infrastructure providers

These providers are required to process data securely and only for the purposes of operating the service.

Information may also be disclosed if required by law.

12. International Data Transfers

InstructorOS may use third party service providers that process data outside the United Kingdom. Where this occurs, appropriate safeguards are used to ensure that personal data remains protected in accordance with UK data protection law.

13. Changes to this Privacy Policy

InstructorOS may update this Privacy Policy from time to time.
Where material changes are made, users will be notified through the platform or by email.
Continued use of the service after changes take effect constitutes acceptance of the updated Privacy Policy.

14. Contact Information

If you have questions about this Privacy Policy or how your data is handled, please contact:

InstructorOS
A trading name of Willow & Bean Co. Ltd

Suite 21 Storth House
156 Cowlersley Lane
Huddersfield
United Kingdom
HD4 5UX

Telephone
01484 706191

Email
[email protected]