Document Verification Guide
How we verify your documents quickly and securely
Last updated: 13 October 2025
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
Based on the AI analysis, one of three outcomes occurs:
Auto-Approved (90%+ confidence)
Documents verified successfully. You'll receive instant approval and can proceed to payment. Most bookings fall into this category.
Manual Review Required (70-89% confidence)
Our team will manually review your documents within 24 hours. This happens if:
- • Document quality is borderline
- • Some details are unclear
- • AI needs human confirmation
Rejected (<70% confidence)
Documents did not pass verification. You'll be asked to:
- • Re-upload clearer photos, or
- • Contact us for alternative verification
Common reasons: Poor photo quality, expired license, document appears altered, age/license requirements not met
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
AI analysis in progress
Documents being processed and verified
Auto-approved (90%+ cases)
Email confirmation sent, proceed to payment
Manual review (if needed)
Our team reviews and approves/rejects
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
AI verification is faster (minutes vs. days), more accurate at detecting fraud, available 24/7, and more consistent than human review. It also reduces costs, keeping our prices competitive. Human oversight is still involved for edge cases.
Yes. Claude AI achieves over 95% accuracy in document verification. We combine AI with DVLA official verification for maximum reliability. Any borderline cases are reviewed by humans.
Yes, under GDPR you have the right to object to automated decision-making. Contact us at hire@wee-horseboxhire.co.uk to request manual verification only. Note: This may delay approval by 24-48 hours.
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.