Privacy

If you register professional interest in Early Access, Robert Mallinson, trading as Miles & Minutes, controls the name, email, professional role, operation-size band if supplied, and any optional current-tool or problem details you submit. We use these to review possible cohorts and respond to your request. This is separate from driving-school operational records and does not create an account. We do not use the form for pupil registrations.

Our lawful basis for collecting, storing, reviewing and responding to your Early Access request is legitimate interests: planning relevant first cohorts and answering a professional who has asked to be considered. We use limited information and keep contact about your request separate from optional ongoing product and launch marketing. You do not need to choose marketing emails to receive Early Access follow-up. Optional marketing uses your separate, affirmative consent. The box is unticked by default; we record the choice, time, wording version and any later withdrawal.

You can withdraw optional marketing consent through the confirmation link in a marketing email or by emailing support@milesandminutes.co.uk. Marketing withdrawal stops marketing immediately but does not withdraw your Early Access request. To withdraw the Early Access request itself, email that address; you may do either separately. We keep minimal suppression and consent evidence after a marketing withdrawal so we can respect your preference.

Our current Early Access retention policy is: unconverted requests are kept for 12 months after the last meaningful interaction, then deleted or anonymised unless a documented continuing purpose has a review date. A withdrawn or declined lead's full operational record is removed within 30 days after the withdrawal or decline is settled. If separate marketing consent remains active, we keep the email and consent record for that purpose; otherwise only minimal suppression and compliance evidence may remain. We retain marketing consent evidence while consent is active, then minimal evidence for three years after withdrawal or the final marketing use, whichever is later. Once a customer or account record becomes authoritative, we remove redundant Early Access-only fields and free text within 90 days; marketing preference evidence follows the marketing schedule. We do not keep Early Access records indefinitely in case they might become useful. Our hosting and email service providers may process this information for us; we do not give the lead list to customer schools. Your rights and complaint route are set out below.

Your right to object to Early Access administration. You can object to our legitimate-interests processing for cohort planning and request follow-up by emailing support@milesandminutes.co.uk. We will stop unless we demonstrate compelling grounds or need the information for a legal claim. You can withdraw marketing consent independently at any time; we will stop marketing.

Robert Mallinson, trading as Miles & Minutes, is the data controller for information used to operate this website, administer Miles & Minutes accounts, provide support and run the software service.

When a driving school uses Miles & Minutes to manage its instructors, staff or pupils, that school decides why and how its operational records are used and will normally be the controller for that information. Miles & Minutes handles it on the school's instructions to provide the software. The school's own privacy information may therefore also apply.

For privacy questions or requests, email support@milesandminutes.co.uk.

Website and security information may include your IP address, browser and device details, the pages requested, dates and times, and diagnostic or security events.

Account and service information may include names, email addresses, authentication and security records, school and role relationships, and the information authorised users add while running a driving school. Depending on how the service is used, this can include instructor, staff and pupil details; contact and lesson locations; lessons and availability; teaching notes and progress; communications and notifications; payment records; cancellation information; and audit history.

We also handle information you provide when asking for support. Stripe merchant connections and pupil card payments are not currently enabled. If a school chooses to connect its Stripe merchant account when that service is available, we receive the provider identifiers, onboarding state and readiness information needed to maintain that connection. Miles & Minutes does not currently offer public checkout on this website.

Information comes from you, from the driving school and its authorised users, from normal browser and security operation, and from a connected service such as Stripe when a school deliberately starts that connection.

A pupil whose information was entered by a driving school can ask that school how and why it uses the record.

We use personal information to provide and administer accounts and software, deliver requested support and service messages, protect accounts and the service, diagnose faults, maintain accurate operational and audit records, and meet applicable legal obligations.

Depending on the relationship and purpose, this use is necessary to perform a contract or take requested steps before one, to meet a legal obligation, or for legitimate interests in operating, securing and supporting the service. Where Miles & Minutes acts on a school's instructions, the school is responsible for identifying its own lawful basis.

Miles & Minutes does not use this information to make solely automated decisions that have legal or similarly significant effects.

Information is available to authorised users of the relevant driving school according to their account role. We also use service providers where needed to host, secure and operate the software, deliver email, and provide technical support. Stripe receives and returns merchant-account information only where a school chooses to use that provider connection.

We may disclose information where required by law or where reasonably necessary to protect people, rights or the security of the service. We do not sell personal information.

Access to the Miles & Minutes ChatGPT integration is currently restricted to authorised fictional reviewer testing. It is not enabled for real-customer pupil records. Connecting an account does not open access to another driving school or Instructor's records.

When you request a supported action, ChatGPT sends Miles & Minutes a tool request and Miles & Minutes returns the permitted result to OpenAI for use in ChatGPT. Depending on the enabled function and permissions, results can include connection status; Lesson times and status; diary item types; teaching totals; assigned pupil names and opaque record references; open TeachingSlot times and preliminary pupil matches. Pupil phone, email and preferred contact method require a separate contact permission and an explicit contact request.

The current tool results do not include pupil addresses, emergency contacts, free-text teaching notes or financial records. A Lesson proposal result can include the pupil's name, proposed times, action, review link and reference, expiry and action status. These limits apply to data returned by the tools; information you type or upload directly to ChatGPT is also handled by OpenAI.

Miles & Minutes stores pending Lesson proposal inputs and review facts in an encrypted payload. Those private facts can include the pupil identity, Lesson times, location and vehicle details, a quote and the consequences of a proposed cancellation. Those full private proposal facts are used for checks and the authenticated Miles & Minutes review page. The tool returns only the limited proposal summary described above, not the stored location, quote or vehicle details. Confirmation records who reviewed the proposal and when. A separate permitted execution request is required before a Lesson changes; completed actions retain operational and Lesson history.

You sign in and confirm permissions on Miles & Minutes pages. Your Miles & Minutes password is not returned in a tool result. The connection uses OAuth authorisation codes and access or refresh credentials exchanged with the connected client. We store connection permissions, account and school references, expiry and revocation state, and hashed credential identifiers to validate access. Support staff do not need your password or tokens.

OpenAI receives the tool results in the ChatGPT account or workspace you use. Its handling depends on that account's terms, settings and any applicable business agreement. See OpenAI's privacy policy for the UK and Europe. We do not promise that every ChatGPT account has the same training, retention, hosting or international-transfer arrangements. Real-pupil access will require a separate review of the school's instructions, lawful basis, recipient arrangements and relevant notices before it is enabled.

A Lesson proposal can be used for 15 minutes. Expiry, consumption or revocation prevents further use but does not itself erase its stored payload, connection record or history. The integration currently has no automatic deletion schedule for OAuth grant and credential records, stored Lesson proposals or completed action records. The current fictional review records remain stored pending a controlled retention review. We have not established a maximum backup retention period or verified erasure from backup copies.

The application implementation contains an integration access-event cleanup command using a configurable period (default 30 days), together with cleanup for usage counters older than two days. A separate dedicated access-log rotation setting retains up to 30 daily log files. The existence of a command and settings does not establish that scheduled cleanup has run in production or that records have been erased. These dedicated integration access-event stores differ from ordinary authentication and security records, stored proposals, credentials, Lesson history and backups.

Dedicated integration access evidence records account and school references, tool, permission decision, time, result size and a diagnostic correlation reference where applicable. Its logging code omits raw chat prompts, request and result bodies, pupil names and credentials. Ordinary authentication, web-server, support and infrastructure records are separate and may contain account or request metadata.

You can revoke the connection through Miles & Minutes connection management; if you cannot access it, contact support. Removing a connection in ChatGPT also stops its use there. Disconnection does not delete information already returned to a ChatGPT conversation or shared from it. Use the relevant ChatGPT account controls for those copies and contact us for a Miles & Minutes privacy or deletion request. We review requests with the relevant controller and any applicable record-preservation requirements.

The integration-specific storage and cleanup description above applies to ChatGPT access events, connections and proposal records. The separate 12-month policy below for ordinary authentication and security events must not be confused with the default 30-day access-event cleanup setting. Neither a configured setting nor this general schedule proves that production cleanup has run or that all integration records have been erased.

We keep information only for as long as it is needed for the purpose for which it was collected. Our private-beta schedule is: active account and profile information while the account or service remains active; authentication and security events for 12 months from the event (longer only for an open incident or investigation); notification delivery records for 90 days after their terminal delivery state (longer for an active incident or support case); and ordinary support correspondence for 24 months after case closure.

For a closed driving-school service, processor-held teaching and operational information is retained for the active service plus 90 days for controlled handoff or recovery, then deleted or genuinely anonymised unless the controller gives a lawful different instruction or a specific legal hold applies. Privacy, export and closure case metadata is retained for 24 months after completion. A generated participant export is destroyed after 7 days. Raw import files follow the existing short private cleanup periods of 7 days after application or abandonment and 30 days for inactive drafts.

Miles & Minutes' own statutory accounting and tax records are a separate controller category. That requirement is not automatically applied to a pupil-to-school finance history. We review this schedule annually and after a material legal, controller-model or service change. Pseudonymisation alone is not treated as deletion or anonymisation.

Where Miles & Minutes processes a driving school's operational data on its behalf, retention and deletion also depend on that school's instructions and its service arrangements with Miles & Minutes.

The website and authenticated application use technical cookies and browser storage where needed for secure operation, authentication and saved interface choices. The authenticated application stores its sign-in token in the browser so it can make authorised requests.

No advertising or analytics service is configured on the current public website.

When you change appearance while signed in, this browser remembers the selected colour mode and theme for your return to the sign-in screen. That appearance preference contains only the mode and theme identifiers, with no account or school identity. It stays until browser storage is cleared or another appearance is selected. Appearance choices in the public demo are kept only in memory and reset on refresh.

Depending on the circumstances, you may have rights to ask for access to your personal information, correction, deletion, restriction, portability, or to object to its use. Some rights depend on the lawful basis and are not absolute.

A verified Owner of an independent private-beta workspace can request a private copy of their own Miles & Minutes data or ask for service closure from the authenticated Data & privacy settings page. The export is a private ZIP download, not an email attachment, and is destroyed after 7 days. Closure is a request for operator review, not self-service deletion.

Email support@milesandminutes.co.uk to make another request or raise a privacy concern. We may need to verify your identity. If a driving school controls the relevant record, we may direct the request to that school or help it respond.

You can also complain to the Information Commissioner's Office.

We will update this page when the way Miles & Minutes handles personal information materially changes. The date above shows when this notice was last updated.