By creating an account, starting a trial, purchasing a subscription or continuing to use Driving Instructors Diary, you agree to these Terms and Conditions. If you are creating an account on behalf of a driving school or other organisation, you confirm that you have authority to accept these terms on its behalf.
About these terms
Driving Instructors Diary is a trading name operated by Jason Hamilton-Ramm, a sole trader, from Moor Lane, Cranham, Essex, RM14 1EU.
These terms form the agreement between us and the person, sole trader, partnership, company or other organisation that subscribes to or uses the service. References to “customer”, “you” or “your” mean that subscribing person or organisation.
Driving Instructors Diary is intended primarily as business software for driving instructors and driving schools. It is not intended to create a contract for driving tuition between us and a pupil.
Accounts and eligibility
You must provide accurate, current and complete information when creating and maintaining your account.
You are responsible for keeping usernames, passwords and other account credentials confidential and for ensuring that only authorised users have access to your account.
You are responsible for activity carried out through your account by users you have authorised, including administrators, instructors and other staff.
You must tell us promptly if you know or reasonably suspect that an account has been accessed without permission.
Free trials
Where offered, Driving Instructors Diary may provide a 14-day free trial. The features, limits and usage allowances available during a trial may differ from those included in a paid subscription.
A payment card is not required to begin the current standard free trial unless the signup page expressly states otherwise.
Trial accounts may include usage limits, including communication or AI allowances. Any limits applicable to the trial will be shown in the service, on the pricing page or during signup where appropriate.
We may refuse, restrict or end a trial where we reasonably believe it is being abused, used to create repeated free trials or used in breach of these terms.
Subscriptions, plans and billing
Paid access is provided according to the subscription plan selected by the customer. Pricing, billing periods, included features and applicable usage limits will be shown before purchase or otherwise made available within the service.
Subscription fees are payable in advance for the relevant billing period unless we expressly agree otherwise.
If a plan includes limits based on instructor numbers, communications, AI usage or other measurable features, use above those limits may require an upgrade, an additional charge or the purchase of additional capacity where offered.
We may introduce or change plans, prices or included allowances. We will give reasonable notice of a material price change that affects an existing paid subscription before that change takes effect.
The plan, billing period, price and material included features shown when you subscribe form part of the commercial terms of your subscription.
Cancellation and renewal
Unless a different billing arrangement is stated at the point of purchase, paid subscriptions renew automatically for the next billing period until cancelled.
You may cancel a subscription using any cancellation method made available within the account or by contacting us at hello@drivinginstructorsdiary.com.
Unless we state otherwise at the time of purchase, cancellation stops future renewal and access will normally continue until the end of the period already paid for.
Fees already paid are not automatically refundable merely because a customer chooses to stop using the service part way through a billing period. This does not affect any refund or other right that cannot lawfully be excluded.
The Driving Instructors Diary service
DID provides software intended to support the administration and operation of driving tuition businesses. Depending on the customer's plan and enabled features, this may include diary and booking functions, pupil management, progress records, lesson reports, mock-test records, account and payment tools, communications, website booking tools and AI-assisted functionality.
Features may develop over time. Some features may be described as beta, preview, optional or subject to separate usage limits.
We do not provide driving instruction ourselves through the software, and we do not become a party to the contract between a driving school or instructor and its pupil merely because DID is used to manage a booking or record.
Customer responsibilities
Customers remain responsible for operating their driving-school business lawfully and professionally.
This includes responsibility for:
- ensuring instructors are properly authorised, licensed and insured where required;
- determining which pupils can be accepted and which lessons can safely and lawfully take place;
- keeping pupil, instructor, booking and business information accurate and appropriate;
- checking diary information and booking details before relying on them;
- complying with laws and regulations relevant to driving tuition, employment, tax, consumer relationships and data protection;
- ensuring communications sent through the platform are lawful and appropriate; and
- maintaining any records the customer is legally or professionally required to maintain outside DID.
AI-assisted features
DID includes AI-assisted features intended to save time and support administrative workflows. These may include the Instructor Assistant, browser-based voice interaction, booking assistance, lesson-related assistance and smart diary tools.
AI-generated content can occasionally be incomplete, inaccurate or unsuitable for the particular situation. You must use reasonable judgement when relying on AI output, especially where it affects:
- permanent pupil or lesson records;
- communications with pupils or customers;
- bookings, cancellations or rescheduling;
- financial information;
- pupil progress or lesson planning; or
- a decision that requires professional judgement.
You must not use the AI features as a substitute for professional, legal, financial, medical or safety advice.
You should avoid entering unnecessary sensitive personal information into AI prompts or free-text fields.
Booking tools and website booking assistant
DID may provide tools that help a customer, instructor or prospective pupil identify available lesson times and create or manage bookings.
The website booking assistant may collect information from a prospective pupil and use configured rules and availability information to help progress a booking.
Booking logic may consider information such as availability, location, travel requirements, transmission, lesson type and other customer settings where those features are enabled.
Customers remain responsible for configuring their availability and business rules accurately and for checking that a booking is suitable before providing the lesson.
We do not guarantee that every suggested pupil, instructor, journey, lesson time or diary match will be suitable in every real-world circumstance.
Email, SMS and other communications
Where communication features are enabled, DID may help customers send or trigger emails, SMS messages, notifications or other supported communications.
Customers are responsible for ensuring they have an appropriate lawful basis and any required consent for communications they send or instruct DID to send.
Communication services may be subject to usage limits, third-party delivery restrictions, mobile-network availability, provider rules and additional charges.
We cannot guarantee that every message will be delivered, read or received at a particular time.
Payments, lesson credit and financial records
Where payment or wallet features are enabled, DID may help customers record or manage payments, lesson credit, packages, balances, payment status or related transaction information.
Online card payments may be processed by a third-party payment provider. The provider may apply its own terms, verification requirements and fees.
Customers are responsible for checking payment records and balances before relying on them and for complying with any accounting, tax, refund or consumer obligations that apply to their own pupils and customers.
DID is not a bank, lender, financial adviser or payment-card issuer.
Data protection and customer data
Each party must comply with applicable data-protection law in relation to personal information it controls.
Where a customer uses DID to process pupil, instructor or customer personal information for the customer's own purposes, the customer will generally act as controller and Driving Instructors Diary will generally act as processor for that processing.
The customer is responsible for ensuring that it has a lawful basis to collect and use the information it places in DID and for providing any privacy information required to its pupils, staff and customers.
Where we act as processor, we will process personal information for the purpose of providing the service and in accordance with the customer's documented instructions, applicable law and the contractual arrangements governing that processing.
Further information about how we handle personal information is set out in our Privacy Policy.
Before full commercial launch, DID should maintain appropriate controller-processor contractual terms covering the details and safeguards required by UK data-protection law. Where a separate Data Processing Agreement applies, it will form part of the agreement between DID and the customer.
Acceptable use
You must not use DID to:
- break the law or assist unlawful activity;
- harass, threaten, discriminate against or unlawfully monitor another person;
- upload malicious code or attempt to damage, disrupt or overload the service;
- gain or attempt to gain unauthorised access to accounts, systems or data;
- scrape, copy, reverse engineer or probe the service except where such restriction is prohibited by law;
- use another person's personal information without an appropriate lawful basis;
- send spam or unlawful marketing communications; or
- use the service in a way that materially interferes with other customers or creates an unreasonable security or operational risk.
Third-party services and integrations
Some DID features depend on third-party services, which may include hosting, communications, payment, calendar, mapping, authentication, AI or other technology providers.
Third-party services may be subject to their own terms and privacy policies. Their availability, performance and pricing may be outside our direct control.
We may replace, change or discontinue an integration where reasonably necessary because of security, provider changes, technical requirements, cost or product development.
Service availability, maintenance and changes
We will take reasonable steps to keep DID available and operating properly, but we do not guarantee uninterrupted, error-free or continuous access.
The service may occasionally be unavailable because of maintenance, updates, security work, hosting or network problems, third-party failures or events outside our reasonable control.
We may update or change features in order to improve the service, maintain security, comply with law or adapt to changes in third-party services. We will avoid materially reducing the core functionality of a paid plan without reasonable justification or notice where practicable.
Intellectual property
Driving Instructors Diary, including its software, branding, website design, interfaces, documentation and original content, is owned by us or used under licence and is protected by applicable intellectual-property laws.
Subject to payment of any applicable fees and compliance with these terms, we grant the customer a limited, non-exclusive, non-transferable right to use the service for its own business operations during the subscription.
Customers retain ownership of the business information and content they submit to DID, subject to the rights needed by us and our service providers to host, process, transmit, back up and otherwise handle that content in order to provide the service.
Suspension and termination
We may suspend or restrict access where reasonably necessary to protect the service, other customers or personal information, or where we reasonably believe there has been a serious breach of these terms.
We may also suspend or terminate a paid account for non-payment after giving reasonable notice and an opportunity to resolve the issue where appropriate.
In cases involving serious security threats, fraud, unlawful activity or deliberate abuse, suspension may take effect immediately.
Following termination, access to the platform may end. Customers are responsible for exporting or retaining information they need before access ends where export functionality is available. Data will then be handled in accordance with our applicable retention and data-processing obligations.
Liability
Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded.
Subject to the paragraph above, DID is a business administration tool and customers remain responsible for their own driving tuition, professional judgement, pupil safety, regulatory compliance, business decisions and customer relationships.
To the fullest extent permitted by law, we are not responsible for indirect or consequential loss, loss of anticipated profits, loss of business opportunity or losses caused by inaccurate information entered by a customer, a customer's failure to check AI-assisted output, or third-party services outside our reasonable control.
Any financial cap or more detailed allocation of liability applicable to a commercial subscription should be stated in the order, subscription agreement or other contractual terms applying to that customer.
Changes to these terms
We may update these terms to reflect changes in the service, pricing structure, law, security requirements or our business operations.
The latest version will be published on this page. Where a change materially affects an existing paid customer, we will provide reasonable notice before the change takes effect where appropriate.
Continued use of the service after updated terms take effect will constitute acceptance where permitted by law. If you do not agree to a material change, you may cancel your subscription before the change takes effect.
Governing law
These terms and any dispute or claim arising from or relating to them are governed by the laws of England and Wales.
The courts of England and Wales will have jurisdiction in relation to disputes arising from these terms, subject to any mandatory rule of law that provides otherwise.
Contact
Questions about these terms can be sent to: