Document Verification Guide
How we verify your documents quickly and securely
Last updated: 30 July 2026
Why We Verify Your Documents
Document verification is essential for:
- Insurance compliance: Our insurer requires proof you're eligible to drive
- Legal requirements: We must verify your age (23+) and license category
- Safety: Ensuring only qualified drivers operate our vehicles
- Your protection: Prevents fraud and identity theft
What Documents You Need
You must upload both sides of your UK photocard driving license.
A recent utility bill or bank statement showing your name and address.
Accepted documents:
For faster verification, you can provide a DVLA "check code" which allows us to verify your license directly with the DVLA (UK Government).
How to Get Your Check Code
- Visit gov.uk/view-driving-licence
- Enter your license number and National Insurance number
- Generate a check code (valid for 21 days)
- Enter the code when prompted during booking
Benefits: Official DVLA verification is the most reliable method and can speed up approval, especially for 7.5T bookings which require C1 license verification.
How AI Verification Works
You Upload Documents
During booking or after, you'll upload photos of your documents via our secure portal. Files are encrypted before transmission.
Secure Processing
Your documents are securely sent to our AI verification system (Anthropic Claude API) over encrypted connections.
- • All data encrypted in transit (HTTPS/TLS)
- • AI provider does NOT retain your images after processing
- • Complies with UK GDPR data protection standards
AI Analysis
The AI performs multiple checks on your documents:
DVLA Verification (If Provided)
If you provided a DVLA check code, we also verify your license directly with the UK Government DVLA database. This provides official confirmation of:
- • License validity and status
- • License categories and entitlements
- • Endorsements (penalty points)
- • Expiry date
Decision
A member of our team reviews your documents and decides. Nothing is approved or rejected automatically. There are two outcomes:
Approved
Your documents are accepted and kept on file, so you will not need to upload them again for your next booking.
Changes requested
We email you the reason and a link to upload a replacement. You are told what was wrong rather than simply being turned down.
Common reasons: photo too blurry to read, document expired, the wrong type of document, or the name and address not matching your booking.
Notification
You'll receive an email notification with the verification result. For approved bookings, you can proceed to payment immediately.
Typical Timeline
Document upload complete
Carry on and book
Document checking never blocks your booking or your payment
Reviewed by our team
A person checks your documents and records the outcome
We ask for a replacement
You get an email with the reason and a link to upload again
Document Reuse for Repeat Customers
If you've hired from us before, we can reuse your documents:
Driving License Images
- Stored for 6 months after first verification
- Fresh verification each booking: We re-verify with DVLA/AI each time to check license status
- This catches any license suspensions or revocations
- You don't need to re-upload images unless they expire or change
Utility Bills
- Stored for 3 months
- Fully reused without re-verification (address rarely changes)
- Upload a new one if you move address
Result: Repeat bookings are 85% faster while maintaining full security!
Tips for Fast Approval
- Take photos in good lighting
- Ensure all text is readable
- Upload full document (all corners visible)
- Use a plain, contrasting background
- Take photo from directly above (not angled)
- Provide DVLA check code if possible
- Blurry or out-of-focus photos
- Flash glare on document
- Fingers covering parts of document
- Expired documents
- Screenshots of photos (use original)
- Photos taken in dim lighting
Privacy & Data Security
Your documents are handled with the highest security standards:
Encryption
- All uploads encrypted in transit (HTTPS/TLS 1.3)
- Documents encrypted at rest (AES-256)
- Secure storage on EU servers (Supabase Frankfurt)
Access Control
- Only you and authorised staff can view your documents
- AI providers do not retain your data after processing
- Audit logs track all document access
Compliance
- UK GDPR compliant data processing
- Data Protection Act 2018 compliance
- ICO (Information Commissioner's Office) registered
Your Rights
- Request access to your documents anytime
- Request deletion (subject to legal retention requirements)
- Object to automated processing (human review available)
For full details, see our Privacy Policy.
Frequently Asked Questions
We do not use AI instead of manual checking — a member of our team reviews every document either way. Where AI assistance is switched on, it reads the document first and summarises what it says, so the reviewer starts from a head start rather than a blank screen. That makes checks quicker and more consistent; it does not replace the person doing them.
It cannot cost you your booking. The summary is advice to the person reviewing your documents, not a decision — they are looking at the document itself and can ignore the summary completely. Every approval and every request for a replacement is made by a person.
Yes, and you can do it yourself. In your account, go to Profile → Security and switch on “Do not use AI to check my documents”. It applies straight away.
It costs you nothing: a person reviews your documents either way, so your booking is not delayed and you are not charged differently. Any questions, email us at dumfrieshorseboxhire@outlook.com.
You'll receive an email explaining why (e.g., "photo too blurry", "license expired"). You can re-upload better quality photos or contact us for help. If you believe the rejection was incorrect, request human review.
Document images: 6 months (for reuse on repeat bookings). Verification results: 6 months (audit trail). After expiry, all data is permanently deleted. You can request earlier deletion if needed.
Only with AI verification services (Anthropic) and DVLA API (if you provide check code). Neither service retains your data after processing. We never sell or share your documents with marketers or unrelated third parties.
Need Help with Verification?
If you're having trouble with document uploads or verification, our team is here to help.