Your Essential Guide to DVLA Driver Checks: Everything You Need to Know
In the fast-paced world of driving, whether you’re behind the wheel for personal errands or as part of your profession, understanding your driving record is paramount. For individuals, it’s about staying informed; for employers, it’s a critical aspect of risk management, legal compliance, and ensuring road safety. This comprehensive guide will walk you through everything you need to know about DVLA driver checks, from how to access your own information to the crucial steps employers must take.
Why Are DVLA Driver Checks Essential?
DVLA (Driver and Vehicle Licensing Agency) driver checks play a vital role for several stakeholders:
- For Individuals:
- Staying Informed: You can keep track of penalty points, disqualifications, and the expiry dates of your licence categories, ensuring you remain legally compliant.
- Planning Ahead: Knowing your record helps you understand insurance implications and renewal timings.
- Sharing with Confidence: If you need to prove your driving status to third parties (like a rental company or an insurer), you can easily generate a secure code.
- For Employers:
- Legal Compliance: Ensuring your drivers hold valid licences and appropriate entitlements is a legal requirement under the Road Traffic Act.
- Risk Management: Identifying drivers with a high number of penalty points or disqualifications allows you to assess their risk level and take appropriate action, mitigating potential accidents and associated liabilities.
- Insurance Validity: Many commercial vehicle insurance policies require regular licence checks. Non-compliance can invalidate your cover.
- Duty of Care: Employers have a duty of care to their employees and the public, which extends to ensuring that those driving for work are competent and legally able to do so.
- Reputation Protection: Avoiding incidents caused by unlicensed or high-risk drivers protects your company’s public image.
Checking Your Own Driving Licence Record: The “View Driving Licence” Service
The DVLA offers a simple and secure online service called “View Driving Licence” (VDL), which allows you to access your own driving record directly. This is your first port of call for understanding your current driving status.
How to Access Your Own Record:
- Visit the Official DVLA Website: Go to the “View or share your driving licence information” section on GOV.UK.
- Provide Your Details: You’ll need:
- Your Driving Licence Number
- Your National Insurance Number
- The postcode on your driving licence
- Instant Access: Once you’ve entered these details, you’ll be granted immediate access to your digital driving record.
What Information Will You See?
The VDL service provides a comprehensive overview of your driving history and current entitlements.
| Information Category | Details Provided |
|---|---|
| Licence Details | Your name, date of birth, licence issue date, expiry date, category issue/expiry dates, and any provisional entitlements. |
| Vehicle Categories | All the vehicle types you are legally entitled to drive (e.g., car, motorbike, lorry, bus) and the dates these entitlements run from and to. |
| Endorsements & Points | Details of any penalty points, the offence code (e.g., SP30 for speeding), the date of the offence, the date the points were applied, and when they will expire. |
| Disqualifications | Information on any driving disqualifications, including the start and end dates. |
| Other Information | Any specific conditions related to your licence (e.g., needing to wear glasses for driving) or restrictions. |
Generating a “Check Code” for Third Parties
Within the “View Driving Licence” service, you also have the option to generate a unique “check code.” This code allows a third party (such as a car hire company, your employer, or an insurer) to view your driving record without needing your personal details.
- How it Works: You generate the code, which is valid for 21 days. You then provide this code, along with the last eight characters of your driving licence number, to the organisation that needs to check your record.
- What They See: The third party can view the same information you see, limited by the permissions granted by the system.
DVLA Driver Checks for Employers: A Comprehensive Guide
For organisations employing drivers, conducting regular DVLA checks isn’t just good practice; it’s a fundamental part of responsible fleet management and legal compliance.
The Absolute Importance of Driver Consent
Before you, as an employer, can conduct any DVLA driver check, you must obtain explicit, informed consent from the driver. This is a crucial data protection requirement under GDPR and a non-negotiable legal step. Best practice involves:
- Written Consent: Obtain consent in writing, clearly explaining what information you will access, why you need it, and how often you will conduct checks.
- Privacy Notice: Provide a privacy notice explaining how their data will be processed and stored.
- Option to Refuse: Inform drivers of their right to refuse consent and the potential implications of refusal (e.g., inability to drive for work).
Methods for Employers to Conduct Checks
There are primarily two ways employers can conduct DVLA driver checks:
- Using the “Share My Driving Licence” Service (via Check Code):
- As mentioned above, drivers can generate a check code for you. You then use this code, along with the last eight characters of their driving licence number, on the DVLA’s online service for third parties.
- Pros: Simple for ad-hoc checks, direct from the DVLA.
- Cons: Requires manual input from the driver each time, not scalable for large fleets, code expires after 21 days.
- The DVLA’s “Data Sharing Service” (for Organisations/Fleet Operators):
- This is the most efficient and preferred method for employers managing multiple drivers. Organisations register directly with the DVLA to access a dedicated service.
- How it Works:
- Registration: Your organisation must register with the DVLA. This usually involves providing company details and agreeing to their terms and conditions.
- Submitting Requests: Once registered, you can submit multiple driver licence check requests electronically.
- Information Exchange: The DVLA then provides you with the relevant driving licence information.
- What Information Can You Access?
- Driver’s name and date of birth
- Licence validity and expiry dates
- Vehicle categories they are entitled to drive
- Details of penalty points, endorsements, and disqualifications
- Any conditions or restrictions (e.g., corrective lenses)
- Pros: Highly efficient for large fleets, allows for automated or bulk checking, direct data feed from the DVLA.
- Cons: Requires initial registration process, may involve a fee depending on the service provider (some third-party providers offer enhanced services built on the DVLA data).
Table 1: Employer DVLA Driver Check Methods
| Method | Key Features | Best For |
|---|---|---|
| Share My Driving Licence (Check Code) | – Driver generates a unique code (valid for 21 days). – Employer uses the code and last 8 digits of DL number on DVLA website. – Real-time view of driver’s record. – Requires active participation from the driver for each check. | – Small businesses with few drivers. – Ad-hoc checks. – Occasional rental vehicle use. |
| DVLA Data Sharing Service (Organisation) | – Employer registers with the DVLA or an approved third-party provider. – Allows for bulk and automated checks. – Integrates into fleet management systems. – Provides comprehensive driver data directly. – Requires ongoing consent management for drivers. – May involve service fees (especially through third-party providers). | – Medium to large fleets. – Regular, scheduled checks. – Companies needing integrated fleet management. |
Frequency of Checks
While there’s no strict legal definition for “how often,” industry best practice and common sense dictate:
- Annually: A minimum of annual checks for all drivers is highly recommended.
- More Frequently:
- For drivers in high-risk roles (e.g., HGV drivers, those carrying dangerous goods).
- After an accident or incident involving a company vehicle.
- If you have any suspicion or information that a driver’s licence status might have changed.
- For new hires, always conduct a check before they begin driving for work.
Data Protection and Record Keeping
When conducting DVLA checks, you are handling sensitive personal data. You must comply with GDPR (General Data Protection Regulation):
- Secure Storage: Store driver records securely, limiting access to authorised personnel.
- Data Minimisation: Only collect and store the data you need for the purpose of the check.
- Retention Periods: Do not keep data longer than necessary. Once a driver leaves, follow your data retention policy for HR records.
- Transparency: Be transparent with drivers about your data processing practices.
Consequences of Non-Compliance
Failing to conduct proper DVLA driver checks can lead to serious repercussions:
- Legal Penalties: Fines and prosecution for the employer and potential criminal liability if an unlicensed driver causes an accident.
- Invalid Insurance: Insurers may refuse to pay out claims if you haven’t complied with policy terms regarding licence checks.
- Reputational Damage: Negative publicity and damage to your company’s image.
- Increased Accident Risk: A higher likelihood of collisions involving your fleet, leading to injuries, fatalities, and property damage.
Understanding Common Endorsement Codes
When you check a driving record, you might see various endorsement codes. Here are a few common ones:
- CD10: Driving without due care and attention.
- IN10: Driving without insurance.
- SP30: Exceeding speed limit for type of vehicle or on a public road.
- TS10: Failing to comply with traffic light signals.
- DD40: Dangerous driving.
Each code carries a specific number of penalty points and remains on a licence for a set period (usually 4 or 11 years, depending on the severity).
Benefits of Regular DVLA Driver Checks
- Enhanced Road Safety: Directly contributes to safer roads for everyone.
- Legal Compliance: Ensures your organisation meets all statutory obligations.
- Reduced Insurance Premiums: Demonstrating proactive risk management can positively influence insurance costs.
- Improved Driver Behaviour: Knowing their record is regularly checked can encourage drivers to maintain a clean licence.
- Peace of Mind: For both employers and drivers, knowing that everyone on the road is legally entitled and fit to drive.
Common Misconceptions and FAQs
Q1: Can I check someone’s driving licence without their permission? A: Absolutely not. It is illegal to check someone’s driving licence record without their explicit, informed consent. This applies to employers, insurers, and individuals.
Q2: How long is a “check code” valid for? A: A check code generated by a driver is valid for 21 days from the date of generation. After this, a new code will need to be created.
Q3: What if a driver refuses consent for a DVLA check? A: If a driver refuses consent, you cannot legally obtain their driving record. As an employer, this typically means they cannot drive for work purposes, as you cannot verify their legal entitlement or assess their risk profile.
Q4: Is it expensive to conduct DVLA checks? A: If you’re a driver checking your own record via “View Driving Licence,” it’s completely free. For employers, using the “Share My Driving Licence” service with a check code is also free. However, if you opt for a bulk checking service directly via the DVLA’s data sharing service or through a third-party provider, there may be associated administrative or service fees.
Q5: What should I do if I find an error on my driving record? A: If you believe there’s an error on your DVLA driving record, you should contact the DVLA directly as soon as possible to dispute it and request a correction.
Q6: Do DVLA checks cover non-UK licences? A: The DVLA system primarily covers UK domestic licences. For drivers holding foreign licences, separate verification processes may be needed, depending on the country of issue and the driver’s residency status in the UK. Employers should seek advice on validating foreign licences if they have drivers using them for work.
Conclusion
DVLA driver checks are not merely bureaucratic hurdles; they are fundamental tools for ensuring road safety, legal compliance, and effective risk management. Whether you’re an individual staying on top of your own record or an employer safeguarding your fleet and reputation, understanding and utilising these services is crucial. Start integrating regular DVLA driver checks into your routine today – for peace of mind and a safer journey for all.