Privacy policy
Version 2026-08-17. This is the version recorded against your account when you joined.
Kerby is run by Kerby LTD, a company registered in Scotland with company number SC895039. For anything in this policy, write to hello@gokerby.co.uk.
The short version
Kerby is a diary and record-keeping tool for driving instructors. We hold what an instructor needs to run their business: their own details, their pupils, their lessons, and what they were paid. We do not sell any of it, we do not advertise, and there is no tracking of you across other websites.
Who the data belongs to
There are two different relationships here and the difference decides who answers a request about the data.
If you are an instructor
Kerby LTD is the controller of your account: your name, email address, phone number, postcode, what you pay us and when. You can take a copy or close the account from inside the product without asking anyone.
If you are a pupil
Your instructor typed your details into Kerby, and they are the controller of them. Kerby is their processor — we hold and move that data on their instructions and for no purpose of our own. If you want a copy of what is held about you, or want it removed, ask your instructor first: they can do both from inside the product. If you cannot reach them, write to us and we will help.
You do not have a Kerby account. Kerby never contacts you except for the lesson reminders your instructor has switched on, and those come with their name on them.
What we hold, and why
| What | Why | Lawful basis |
|---|---|---|
| Instructor name, email, password | To have an account at all | Performance of a contract |
| Instructor phone, postcode | Account notices; shown to your pupils in the reminder before a lesson; where instructors are joining from | Legitimate interests |
| Pupil name, phone, email, address, postcode | The diary, and the reminder before a lesson | Controlled by the instructor; we process on their instructions |
| Lessons, notes, cancellations, progress against the DVSA record | The product | Controlled by the instructor |
| Payments, expenses, mileage, receipt photographs | What an instructor is owed and what they spent | Controlled by the instructor |
| National Insurance number | Only if you choose to file with HMRC through Kerby. HMRC identifies a tax return by it, so a return cannot be filed without one. It is not asked for otherwise, and deleting it in the app removes it | Performance of a contract |
| What you pay Kerby, and when | Billing, and our own accounts | Contract, and a legal obligation to keep records |
| Marketing consent, and when it was given | To prove we were allowed to email you | Consent (PECR) |
We do not ask for a date of birth, a driving licence number, a DBS certificate number or anything else about criminal offences. An earlier version of Kerby held instructor credentials for a public directory; that was removed, along with the directory.
The one government identifier we hold is a National Insurance number, and only for instructors who file their tax return through Kerby. HMRC will not accept a return without one. If you do not file through Kerby we never ask for it, and if you have given it you can delete it from the tax screen at any time.
Where it is kept
In the United Kingdom. The database is hosted by Supabase in AWS’s London region, and the website runs on Vercel, also pinned to London. Your account and your records are held in the UK. Two of the services below are not: Brevo, which sends our email, is in the European Union, and ClickSend, which sends text reminders, is in Australia. They receive only what they need to deliver a message — an address or a mobile number, and the message itself — and we have transfer terms in place with them.
Who else sees it
Only the services that make the product work. Each one gets the minimum it needs to do its job, and none of them may use it for anything else.
| Service | What it gets |
|---|---|
| Supabase | The database and sign-in. Everything above. |
| Vercel | Runs the website. Data passes through it and is not stored there. |
| Brevo | Sends email. The recipient’s address and the message. |
| ClickSend | Sends text reminders. The pupil’s number and the message. |
| Stripe | Takes payments. Card details go straight to Stripe and never reach Kerby. |
| Apple | Delivers notifications to the instructor’s phone, if they turn them on. |
We do not use advertising networks, and there are no third-party analytics or tracking scripts on this site.
How long we keep it
An instructor can close their account from inside the product. When they do, we delete their details and their pupils’ details, along with the lessons, the expenses and any receipt photographs.
We keep a record of what was charged and when, with the name removed. We have to: HMRC requires six years of accounting records, and UK GDPR allows us to keep what a legal obligation requires. That record holds amounts, dates and payment references — no name, address or phone number.
A pupil taught by more than one instructor is not deleted when one of them leaves, because the other instructor’s records are not the first one’s to remove.
Cookies
Only the ones that sign you in. They are what keeps you signed in between pages, and there is nothing to consent to because the site does not work without them. No analytics cookies, no advertising cookies, no consent banner — because there is nothing to ask about.
Your rights
- A copy of your data. From your account page, as a file, without asking anyone.
- Correction. Your details are editable in the product.
- Erasure. Closing your account does it. What we must keep is described above.
- Stopping marketing email. A switch on your account page. Turning it off does not affect your place, your rate or your account.
- Complaining. To us first, and to the Information Commissioner’s Office if we have not put it right.
We will always email you about your own account — when we open, and anything that changes what you pay. That is not marketing and cannot be turned off, because it is the point of having an account.
Changes
The version at the top of this page is recorded against your account. If we change anything that affects what you are agreeing to, we will email you rather than quietly publish a new version.