Terms of service

These terms govern your use of Passdesk, the driving-school management software at passdesk.co.uk and app.passdesk.co.uk, the Passdesk apps for iPhone and Android, and the Passdesk API and connectors (together, the "Service"). Passdesk is operated by Passdesk Ltd, a company registered in England & Wales (company number 17193377), with registered office at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ (the "Operator", "we", "us"). By signing up for or using the Service, you ("you", the "Customer") accept these terms.

If you don't agree, don't sign up. If you signed up but no longer agree, you can cancel any time — see Cancellation below.

You must be at least 17 years old to sign up as a solo learner (the UK provisional licence floor). Under-18 solo learners must complete the parental-consent flow — a parent or legal guardian receives an email confirmation link and the account stays inactive until they click it. False consent attestations may invalidate the account.

Schools sign up via the school-owner flow. The signing person is treated as the school's authorised representative and is responsible for keeping account credentials secure and for anything done under those credentials.

Passdesk is sold as a monthly or annual subscription. Pricing for each tier is shown at passdesk.co.uk/pricing. The amount Stripe charges is the source of truth — the displayed price matches it.

A free trial applies on every plan — 30 days for schools, 14 days for solo learners. You don't need a payment method to start a trial. Billing starts only when you subscribe. If you subscribe during your trial, the first payment is taken when the trial ends, or straight away if you subscribe in its last two days. An account that hasn't subscribed by the end of its trial loses access to everything except billing, sign-in, data export and account deletion until it does. Cancel any time before the trial ends and you won't be billed.

Once you've subscribed, you're billed automatically by Stripe on each renewal date. We use Stripe's smart-retry logic on failed payments. After roughly 7 days of failed retries (a "grace period"), your workspace loses access to everything except billing, sign-in, data export and account deletion until the bill is paid.

We may change our published prices. When we do:

• Existing paying subscribers stay on their then-current rate for the rest of their billing cycle.
• Renewals after the change take effect at the new rate, with at least 30 days' written notice by email before the new amount is charged.
• If you don't accept the new rate, you can cancel before your next renewal and you'll never be charged the new price — your existing rate is honoured for the remainder of your current period and your workspace stays active until then.

Material additions to the Service are documented in our changelog. Where prices increase, the changelog is the running record of what's been added since the prior price level — we want price changes to be justifiable, not surprising.

You can cancel any time from your account's billing page. Cancellation takes effect at the end of your current billing period — you stay active until then. After that, your workspace is archived and not billed again.

We don't pro-rate refunds on partially-used subscription months. We will refund clearly duplicated or fraudulent charges, and we'll honour reasonable goodwill refund requests on a case-by-case basis. Refunds always go back to the original payment method via Stripe.

Add-on packs (webpage imports, recording-mile top-ups, AI credit, text credit) are non-refundable once purchased — they don't expire, so unused balance carries over indefinitely. Your plan doesn't include a monthly AI allowance: each account starts with a one-off amount of AI credit, shown on your billing page, and can buy more.

Your plan doesn't include a monthly allowance of text messages either. Each account starts with a one-off amount of text credit, shown on your billing page, and it doesn't refill. When it's used up, texts pause unless you pay for more in one of the ways your billing page offers: buying packs of text credit, or paying per text. If you pay per text, your text credit is used first, then each text costs what our network provider charges us, with nothing added, and appears on your monthly invoice, up to the monthly limit shown on your billing page. If your account was opened before paying per text was available, we will give you at least 30 days' written notice before we first charge you per text.

Optional setup service. You don't need it to use Passdesk: setting up your school yourself, including moving your data across, is free. If you book it, you pay the one-off fee shown before you pay, and it's free on an annual plan. It covers a kick-off video call, setting up your lesson packages, prices, policies, instructors and booking page with you, moving your data across, and a check-in after your first week. Paying for it doesn't start or change your subscription. You can cancel for a full refund any time before the kick-off call. If you move to an annual plan within 60 days of paying, we refund the fee. Once the kick-off call has happened the fee isn't refundable, unless we haven't finished the setup we agreed within 30 days of the call for reasons on our side, in which case we refund it in full.

For schools: you are the data controller for your students' data and Passdesk is the processor. For solo learners: Passdesk is the controller for your own learner record. The privacy policy at /privacy goes into detail on what we collect, why, how long we hold it, and your rights under the UK GDPR and — where you or your school are in the EU or EEA — the EU GDPR.

You own your data. We provide self-service export of every record (students, lessons, payments, rubric, theory progress, schedule) at any time, and on cancellation. We keep a cancelled workspace for 30 days in case you want to come back, then permanently delete it within 45 days of cancellation, unless you ask us to keep it longer.

Anonymised statistics. Schools allow us to use their records to make anonymised statistics about learning to drive, such as how many lessons learners take before their test, and pass rates by region, car or gearbox. Turning records into statistics is our own purpose, so for that step we act as a controller in our own right, on our legitimate interests, as our privacy policy explains. We only publish a figure that comes from at least 20 learners at 3 or more schools, with no one school making up more than half of it, and we never publish anything that names a learner, an instructor or a school, or could be traced back to one. We may publish these statistics or share them with others, but only as anonymised figures, never as records about people. You can leave your school out at any time by turning off the research setting on School info, and each learner can leave themselves out from My account.

Records we keep for six years. We keep a record of which version of these terms each person agreed to and when, and of refunds, fee changes, discounts and free months on an account, for six years, so either of us can answer a question or a claim about them later. This includes after an account is deleted. Records more than two years old, and the record of what a deleted person agreed to, are kept without names, contact details, notes or IP addresses.

You agree not to use the Service to:

• break UK law (DVSA / DVLA / HMRC compliance is on you for your own school);
• upload content that infringes someone else's rights;
• send unsolicited bulk communications (SMS / email) outside the consent your students have given you;
• reverse-engineer, scrape, or attempt to circumvent rate limits or security controls;
• impersonate another person or school.

We may suspend or terminate accounts that breach these rules. Where possible we'll give you notice and a chance to fix the issue; for clear and serious breaches (illegal content, fraud) we may suspend immediately.

Schools may submit posts to the Passdesk blog (case studies, how-tos, regional guides). Submission is optional and free. By submitting, you confirm:

• You own or have licensed all text and imagery in the submission.
• You grant Passdesk a non-exclusive, royalty-free, perpetual licence to display, edit (for length / style / accessibility), and promote your post on Passdesk surfaces and social channels.
• We have editorial discretion — we may decline a submission, ask you to revise it, or take it down if it stops being accurate or breaches these terms.

Posts are attributed to your school and link to your public Passdesk page. You can ask us to remove a post at any time by emailing hello@passdesk.co.uk.

What's ours. Everything that makes up the Service belongs to Passdesk Ltd, apart from your own content (see What's yours below) and the material we use under licence from others (see Other people's material). That includes:

• the Passdesk name, logo and brand;
• the website, the web app and the iPhone and Android apps, and how they look and work, including their screens, layouts, icons, colours and design;
• the software and source code, including the API, the connectors and their documentation;
• everything we've written, including our web pages, help guides, blog articles, emails, theory practice questions and explanations, and lesson and skill lists;
• our images, illustrations, screenshots and videos;
• our characters, including the Passdesk cars Pip, Ellie and Sprout, and their names, looks and personalities.

These are protected by copyright, database right, design right and trade mark law, and Passdesk Ltd keeps all those rights.

What you can do. While your account is open, we give you a personal licence to use the Service to run your school or manage your own learning, in line with these terms. You can't sell it, transfer it or pass it on to anyone else. Your instructors, staff, learners and the parents or supervising drivers you invite can use the Service through your account on the same basis. You're welcome to share links to our pages, quote a short extract with a link back to us, and tell people your school uses Passdesk.

What you can't do without our express written permission. Unless Passdesk Ltd has said yes in writing first, you mustn't:

• copy, reproduce, republish, distribute, sell or rent any part of the Service, or let anyone else do so;
• copy the look, layout, screens, flows or wording of the Service to build, design or market another product;
• use our name, logo or characters, or anything confusingly like them, in your own products, branding or marketing, beyond saying your school uses Passdesk;
• decompile, reverse-engineer or extract the source code of the website or apps, except where the law gives you a right to do so that can't be taken away;
• scrape or bulk-download content from the Service, or use the API or a connector for anything other than your own school's or your own account's data;
• remove or hide any copyright or trade mark notice.

Express written permission means an email or letter from Passdesk Ltd that says what you may do. A reply from our support chat or an automated message doesn't count. To ask, email hello@passdesk.co.uk.

What's yours. Your content stays yours. That covers your students' and staff records, lesson notes, photos, messages, your logo and branding, and anything else you add. You give us permission to store, copy and show it only so we can run the Service for you, as described in section 5 and the privacy policy. That permission ends when your content is deleted.

Your ideas. If you send us a suggestion or feedback, we may use it to improve Passdesk without owing you anything for it. Thank you, we read every one.

Other people's material. Some things in the Service belong to others and we use them under licence, such as road signs and other Crown copyright material, Ordnance Survey and Royal Mail postcode data, OpenStreetMap map data, and open-source software. Their owners' terms apply to that material, not this section.

We aim to keep the Service available 24/7, but we don't guarantee uptime or that the Service will be free from bugs. The Service is provided "as is". We exclude all implied warranties to the extent permitted by law.

We're not liable for indirect or consequential losses (lost profits, lost goodwill, lost data beyond what reasonable backups can restore). Our total liability to you in any 12-month period is capped at the amount you've paid us in that period. Nothing here excludes liability that can't be excluded under UK law (e.g. death or personal injury caused by our negligence, or fraud).

We may update these terms. When we make a material change, we'll bump the version number above and notify you by email and on the changelog. Continuing to use the Service after the effective date counts as acceptance of the new terms. If you don't agree with the change, you can cancel before the effective date.

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute, except that consumers retain any non-waivable rights to bring proceedings in their place of habitual residence.

If you are a consumer in the EU or EEA, mandatory consumer-protection rules in the country you live in still apply, and this clause doesn't take away any right you have to bring proceedings there or to rely on your local law where it protects you more.

Before anyone files anything, please email hello@passdesk.co.uk — most problems are resolved in a single round-trip.

Questions about these terms? hello@passdesk.co.uk. For privacy-specific questions, privacy@passdesk.co.uk (see the privacy policy for details on your rights under the UK and EU GDPR).