Privacy Notice For Maple Drivers

This notice explains what personal data we keep about you, why, who we share it with, how long we keep it, and your rights under UK data protection law (the UK GDPR and the Data Protection Act 2018). Please read it before you sign.

1. Who we are

PULSUS LIMITED ("Pulsus", "we", "us") runs Maple and the Maple Driver app at driver.maple-360.uk. We are the controller of your personal data, which means we decide how it is used.

• Company number: 09181678 (Companies House)
• Registered office: Unit 5 Addington Business Park, Buckingham, England, MK18 2JZ
• ICO registration number: ZA884252
• Responsible for data protection: Jason Livings, Managing Director. We do not have a Data Protection Officer.
• Contact for anything about your data: pulsus@maple-360.uk

You work with us as a self-employed contractor, not as an employee. This notice is for drivers who apply to us, drive with us now, or have driven with us before.

2. What we keep about you

• Contact details: your name, email, phone number and address (if you give it).
• Documents and photos you upload, such as your driving licence, ID, right-to-work documents, payslips and P60s. Photos of documents may show your face.
• Results of our checks, including our AI document check and your DVLA driving licence check. The DVLA check can show endorsements on your licence (for example a CD10), which the law treats as criminal offence data.
• Our messages and emails with you.
• Recordings of our phone calls. Calls may be recorded for training, quality and record-keeping.
• Bank details and pay records: so we can pay you.
• Your National Insurance number and tax number (UTR): for tax and for DVLA checks.
• Van hire records: if you hire a van, to manage the vehicle hire.

3. How we check your documents

• When you upload a document photo, an AI document check reads it and suggests what type of document it is and whether it looks acceptable. The AI runs on Amazon Bedrock in London (AWS region eu-west-2). If the AI is not available, we read the text with our own software instead.
• The AI only suggests. A member of staff looks at your photos and the result, and a person always makes the final decision. No decision about you is made by a computer alone.
• To check your selfie matches your licence photo (including a short live selfie video), the images are processed by Amazon Web Services in Ireland. Ireland is covered by UK data protection adequacy rules. Only images are sent, with no other details, and the result comes straight back to our UK server. The result is only seen by our staff.
• You check your own driving licence with the DVLA and share your licence record with us using a share code. We then get a summary of your DVLA check as a PDF. We have no direct access to DVLA systems and do not use any other checking company. From your licence photo we use only the licence number and postcode. Your licence dates, whether it is valid, and any endorsements come from the DVLA check. (Checked on server 24 Oct 2026.)
• If a decision goes against you, you can ask us why and upload a new photo or challenge it by contacting pulsus@maple-360.uk.

4. Why we use your data, and our legal reasons

We keep and use your data for onboarding and compliance: to check you can drive with us, to run our contract with you, and to pay you correctly. We do not rely on your consent as our legal reason. Our legal reasons (lawful bases) are:

• Contract: to take steps before a contract with you and to run it (onboarding, checks you need to pass to work with us, scheduling work, paying you).
• Legal obligation: where a law requires us to keep or check something. These laws are:
  • Immigration, Asylum and Nationality Act 2006: we check your right to work and keep copies while you work with us, plus 2 years (our own policy is to keep them for at least 6 years).
  • Companies Act 2006: we must keep proper accounting records, including what we pay you.
  • HMRC record-keeping rules (Taxes Management Act 1970 and Finance Act 1998): we must keep pay and tax records, including your UTR.
  • Income Tax (Earnings and Pensions) Act 2003: we keep records that show you work with us as self-employed.
  • Road Traffic Act 1988: we make sure you hold a valid driving licence, so we keep your licence and DVLA check records.
  • Health and Safety at Work etc. Act 1974: we carry out driver safety checks.
• Legitimate interests: to check documents quickly and consistently, prevent fraud, keep records of our calls and messages, and deal with any legal claims.
• Legal claims (a legitimate interest, not a legal duty): under the Limitation Act 1980, legal claims can be brought for up to 6 years, which is why we keep records for at least that long.
• Sensitive data (your face scans from the selfie check, and criminal offence data such as endorsements found by the DVLA check): the law gives this extra protection. We only use it for two reasons: to check that you are who you say you are and are safe to drive, and to prevent fraud. UK law allows this under Schedule 1 of the Data Protection Act 2018.

5. Who we share your data with

• Our staff who handle recruitment, onboarding, compliance and payments, only as far as their job needs.
• Krystal, our UK hosting provider. The Maple app, its database, call recordings and document photos are stored on Krystal's servers and storage (including Krystal's Katapult storage), in the UK only.
• Amazon Web Services, which runs the AI document check in London (eu-west-2) and the selfie and face check in Ireland (eu-west-1). The service is provided by Amazon Web Services EMEA SARL, based in Luxembourg.
• The DVLA, for driving licence checks.
• Van Up Ltd, if you hire a van from them. Van Up uses your details for its own purposes: insurance, penalty charge notices (PCNs) and other fines, charges and damage to its vans. Van Up decides for itself how it uses this data. Van Up's records are kept within Maple, on the same UK servers.
• Amazon, the delivery client you deliver for.
• The SMS Works, which sends our text messages to you.

6. Where your data is kept

Your data is stored in the UK, with Krystal, and the AI document check runs in Amazon's London region. The one exception is the selfie and face check: those images are processed by Amazon Web Services in Ireland, because Amazon does not offer the live selfie check in London. Ireland is covered by UK data protection adequacy rules, so your data has the same level of protection there. The result comes straight back to our UK server and is only seen by our staff.

7. How long we keep it

We keep your data for at least 6 years, counted from your first and last contact with us or your application. We do not delete it after that. You agreed to this when you ticked: "I agree that Maple can keep my details, documents, check results, messages and call recordings for at least 6 years."

8. Your rights

You have the right to:

• be told how we use your data (this notice)
• get a copy of the data we hold about you
• have wrong or incomplete data corrected
• ask us to delete your data in some situations
• ask us to limit how we use your data in some situations
• object to us using your data where we rely on legitimate interests
• get data you gave us in a format you can take elsewhere, where we use it under our contract with you
• not be subject to a decision made by a computer alone that significantly affects you (a person always makes our decisions)

To use any of these rights, email pulsus@maple-360.uk. We will usually reply within one month. You can also download a copy of the data we hold about you at any time: sign in to the Maple driver app and use “Export my data” at the bottom of the Home page (once a day). These rights do not always apply in full, and if we cannot do what you ask we will tell you why.

9. Complaints

If you are unhappy with how we use your data, please contact us first at pulsus@maple-360.uk. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk.

10. Changes to this notice

We review this notice every 12 months (next review by 24 October 2027), and also whenever Maple changes how it uses driver data. Last updated: 24/10/2026.

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