Frequently Asked Questions
Q. I'm having problems registering, what should I do?
A. First check you are on the registration page, then check you are entering the registration key exactly as it has been supplied (it is case sensitive). Next ensure you are entering a valid email address and finally create yourself a new password which should be a minimum of 6 characters in length and contain at least one upper case letter, one lower case letter, one number and one special character.
Q. What are the minimum system requirements?
A. We recommend the following:
- Adobe Flash version 10 or higher
- Internet connection: 2Mbps internet connection or faster, 8Mbps recommended (video buffering will occur with slower connections)
- Screen resolution: 1024x768 screen resolution or higher for best experience (scrolling may be required at lower resolutions)
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Q. How do I pay?
A. Please either use your company Amex card or another card available to you
Q. Do I need a Paypal account to use this system?
A. No, you can pay by card without an account with PayPal
Q. I don’t want to pay for the assessment?
A. Where applicable you will be reimbursed by your employer for the full cost via your normal internal expense system
Q. My card hasn’t been accepted for payment?
A. Please ensure you have entered the card details correctly and if the problem persists please contact your card provider
Q. Why has my employer asked me to complete a driver assessment?
A. Your employer has a corporate and legal responsibility under the Health & Safety At Work Act 1974 to ensure, so far as is reasonably practicable, the health and safety of all employees at work. Your employer has chosen to use FleetRiskManager to assess your exposure to risk and, potentially, to identify appropriate and relevant training modules.
Q. I don’t know the answer to a question – what do I do?
A. Select what you believe to be the most appropriate answer, based on your own knowledge, judgement and experience.
Q. I have taken a different version of an online assessment, why have I now been graded differently in FleetRiskManager?
A. The On-line assessment tool that is accessed and viewed from the AA DriveTech FleetRiskManager system builds upon previous on-line driver profiling tools that have been run by AA DriveTech and some of our competitors.
With questions from the latest version of the Highway Code, an Attitude Psychometric Questionnaire and Eye Scanning Techniques incorporated within it, this new version has been given a thorough review and now has more subjects covered.
Therefore any person going through the assessment will sometimes come across questions they might be unfamiliar with, but should know as they appear in the Highway Code, a publication all drivers need to have good knowledge of.
This is also the first time moving eye scanning and hazard perception techniques have been incorporated in this type of assessment. This part of the module is fundamental to assess a drivers overall awareness and works well to get the driver scanning in a more structured way. Therefore a driver will have to be very aware of their surroundings whilst undertaking this part of the assessment to pick up the potential dangers around their vehicles.
The risk rating from the attitude section will vary greatly from driver to driver and is dependant on how honestly the questions are answered. All drivers have their own opinion as to how to respond to the questions and will therefore give a variety of different weighting on their answers.
There will be some drivers who will see a change in their risk rating due to being asked some questions that they don’t know the answers to or not spotting some hazards in the eye scanning modules, so there shouldn’t be any comparing of this new assessment tool with a previous one that didn’t have the additional, critical eye scanning and attitude modules.
The FRM assessment is a different and improved tool that looks at more areas associated with driving than any other comparable programme currently available and as such drivers will come out with different ratings depending on the answers they give.
Q. Do I have to complete the whole assessment in one sitting?
A. No – the assessment is divided into 4 modules – Driving History, Knowledge, Attitude and Skill. You must answer all the questions in each module in a single sitting but your progress between modules will be saved should you need to leave the assessment and return later.
Q. I have difficulty using FleetRiskManager – who should I contact?
A. Please visit the contact us page
Q. Why has my employer asked me to take online training?
A. Your employer has a corporate and legal responsibility under the Health & Safety At Work Act 1974 to ensure, so far as is reasonably practicable, the health and safety of all employees at work. Your employer has chosen to use FleetRiskManager to provide you with training in a convenient and effective form.
Q. Do I have to complete the whole training programme in one sitting?
A. No – training is provided in the form of 11 separate modules, although you may find that only a subset of these are made available to you depending on your training needs. You must complete each module in a single sitting.
Q. I have difficulty using FleetRiskManager – who should I contact?
A. Please visit the contact us page
Q. Why has my employer asked me to complete a data protection mandate?
A. Under Health and Safety and Duty of Care requirements, your employer is obliged and legal responsibility under the Health & Safety at Work Act 1974 to ensure that all employees who carry out any business mileage for the company or who are covered by the company insurance, are correctly licenced to drive. Your employer has outsourced the process to AA DriveTech to minimise inconvenience and ensure consistency. Also, by outsourcing this process to a specialist provider in the field of data management, the opportunity of data fraud is removed.
Q. Why does the employer not simply visually check each driver's driving licence?
A. A check of a person’s driving licence relies on the information provided, which may not be up to date, rather than "real time" information. Employers need to be confident that they hold the most up to date licence information at the time of checking, which is only available from the DVLA. Using a specialist provider such as AA DriveTech ensures accuracy, ease of information, centralised access and a reporting function for risk assessment purposes.
Q. What sections of the data protection mandate must be completed?
A. You must complete all sections of the data protection mandate in BLACK INK AND BLOCK CAPITAL LETTERS. You must sign and date the data protection mandate before returning it to AA DriveTech.
Q. Where can find my driver number?
A. If you are a UK licence holder, your driver number is in the same format regardless of the type of licence that you hold. In the case of a photocard licence, it can be found on the fifth line of the photocard.
Q. I do not have a Company car but occasionally use my private car on Company business. Do I still need to complete a data protection mandate?
A. Yes because a journey in your private/cash for car vehicle to company meetings, conferences, between sites etc. is classed as a business journey.
Q. How far back will the DVLA check go?
A. The information provided by DVLA will be current information only and may refer to endorsements which have occurred in the past but we will only receive details of these endorsements if they are current. Specifically, all endorsements remain on a driver’s record for a total of 4 years with the exception of certain careless driving or drink or drugs related endorsement or a previous ban – in which case, they remain on record for 11 years.
Q. What information does AA DriveTech collect from the DVLA?
A. Once you have completed your data protection mandate and sent it to AA DriveTech, AA DriveTech will request that the DVLA releases your record to verify:
- Your first and last name
- Your driving licence number and issue number
- That you hold a full driving licence which is current and valid
- If your driving licence has expired and/or has been revoked
- The expiry date of your driving licence
- The category(ies) of vehicle category(ies) that you are entitled to drive
- The expiry date(s) of the vehicle categories
- Live endorsements on your DVLA record
- Offence code(s)
- Offence/conviction date(s)
- Number of points on your licence/DVLA record
Q. What happens to the data held by AA DriveTech?
A. Once your DVLA record has been received, AA DriveTech will update your employer’s database and remove expired endorsements. AA DriveTech will not use the data collected to inform the DVLA of any incorrect addresses.
Q. I have moved house but not notified the DVLA. Does this matter?
A. Yes because if you do not notify the DVLA of a change of personal circumstances, for example a change in name and/or permanent address, you are committing an offence which may lead to a £1,000 fine. If your DVLA record is not up-to-date, your licence is not valid and this may, in turn, make any motor insurance policy associated with you null and void. If you have not done this, please return your driving licence to the DVLA for updating and inform them of any changes in your personal circumstances.
Q. My photocard has expired but I have not renewed it. Does this matter?
A. Yes because if you have not renewed your photocard licence you are committing an offence which may lead to a £1,000 fine.
Q. I hold an international licence. Do I still need to complete a data protection mandate and a driver declaration form?
A. Yes. Please also remember that, depending on the country of issue, you may need to apply for a provisional licence and take the UK driving test within 12 months of becoming a UK resident or exchange your home licence for a UK licence within 12 months of becoming resident. If you do not do this, you will be breaking the law, your company’s insurance may be invalid and you will not be able to drive in the UK until you have passed your driving test. For further information, please view the DRIVING IN GREAT BRITAIN (GB) AS a VISITOR OR a NEW RESIDENT page of the DVLA website: www.dvla.gov.uk
Q. I have a number of endorsements for speeding that my employer was not aware of. What happens now?
A. Your employer will want you to retain your licence as much as you do. Depending on the number of and type of endorsements you have and other factors (such as your age and experience), your employer may ask you to attend a speed awareness course, either in the format of on-road training or an e-learning module.
Q. How will AA DriveTech store my data protection mandate?
A. Once your data protection mandate has been processed, and in order for AA DriveTech to comply with its contractual obligations with DVLA, your mandate will be stored in a secure and locked area within the AA Headquarters at Basingstoke for 7 years from date of signature after which time your mandate will be destroyed using a confidential waste facility. Your mandate will only be accessed again if your employer/organisation has agreed that AA DriveTech may periodically recheck your driving record to verify you have entitlement to drive. The floor on which the data protection mandates are housed is only accessible by AA DriveTech staff via a secure swipe card entry system. The AA building in which the mandates are housed is only accessible by a secure and gated, swipe card entry system. For additional peace of mind, employees in the AA DriveTech licence validation team have had a basic security clearance check. Additionally, AA DriveTech is audited by the DVLA, who are entirely satisfied with how we store. AA DriveTech takes data security extremely seriously and ensures that access to the information is very tightly controlled, with very strict procedures in place. Rigorous IT audits are carried out to ensure full IT compliance to all parties. The AA DriveTech database (which holds all driver information) is held electronically on secure servers. Customer access is only available via secure login using user name and password to the named account only, which is issued by AA DriveTech. Driver information is not held on laptops, desktops or any other external memory such as flash drive, CD or floppy disk.
Q. What will happen to my personal data? Will AA DriveTech sell it to a third party?
A. In accordance with the Data Protection Act, your employer is the controller of any personal data processed as a result of the driving licence checking programme. The data will be treated as confidential and only used in relation to driving licence checks and in compliance with your employer’s Company Car and Driver Policy. The data may be verified by reference to information held by others and may be disclosed to the DVLA and AA DriveTech. AA DriveTech will not pass on or sell your information to any third party and will not use the data for any purpose other than to verify your entitlement to drive. Under the terms of AA DriveTech’s contract with DVLA, no information will be sold to third parties or marketing organisations or abused in any way. Any such contravention would lead to AA DriveTech’s Data Protection Licence being revoked.
Q. Why does AA DriveTech need to hold driver related data?
A. Under Duty of Care requirements, your employer must be able to demonstrate an audit trail should any issue relate to a Health & Safety matter concerning a driver / driving related incident. In the event that either the police or HSE asks your employer to prove that a driver’s licence had been checked, your employer can provide the output from the AA DriveTech system. If AA DriveTech were to delete a driver’s details in between licence checks, there would be no record of those details.
Q. What assurance can AA DriveTech provide for misuse of information?
A. Under the agreement between AA DriveTech and your employer, and the contract between AA DriveTech and DVLA, AA DriveTech cannot use any information they hold as a result of a driving licence check for any other purpose other than to report on driving licence information. The contract with DVLA also means that no information will be sold to a third party. In effect, the information cannot be misused or abused. Were AA DriveTech to misuse or abuse the terms of its contracts, it would risk losing its customers and its supplier (DVLA) and would be unable to operate.
Q. What reassurance can AA DriveTech provide in respect to the data being used for identity theft?
A. Apart from the driving licence number, AA DriveTech only holds personal information available in the public domain (e.g. electoral roll). AA DriveTech does not hold critical information which may lead to identify theft. This would need to include information such as place of birth, National Insurance number, financial information, mother’s maiden name etc, none of which requested or is held as part of the licence checking process.
Q. Will you pass on my personal data to my employer’s insurance company?
A. AA DriveTech will only release personal data to an interested party, such as an insurance company, if it is required to do so by a Court of Law.
Q. How can you satisfy me that AA DriveTech operates within DVLA guidelines?
A. AA DriveTech has a contract with the DVLA and its processes and procedures are subject to regular audit. The DVLA has the power to audit AA DriveTech’s processes on demand at any time, and without notice.
Q. In signing the mandate, I have agreed that my driving entitlement may be rechecked at any time during its three-year life. Can I complete a new mandate each time a check is made?
A. No. Under the terms and conditions your employer agreed to when engaging with AA DriveTech, AA DriveTech has authority to make further enquiries with the DVLA at any time during the three-year life of the mandate and without any further referral to yourself.
Q. What will happen to my personal data once I leave my employer?
A. Immediately your employer notifies AA DriveTech that you are no longer an employee, or that you no longer drive on business, your record will be archived. In accordance with DVLA requirements, your Data Protection Mandate will be archived for seven years from the date of signature and subsequently destroyed using a confidential waste facility.
Q. Can I have access to my personal data?
A. Yes as under data protection rules you can request AA DriveTech to make available all information held about you personally. AA DriveTech may charge for this request.