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Taxi and Private Hire Operator Licences Privacy Notice

What we do with the information you give us

Your Rights

You have specific rights in relation to the data that you provide to the Council. To find out more, including how to make a request, please see our Information Rights page.

Privacy Notice

Services covered by this privacy notice Licensing – Dual Use, Hackney, Private Hire Vehicle and Private Hire Operator Licences.
Purpose of the Processing

The personal data you provide is used to enable the council to process applications, and share that information by maintaining a public register and a list of Wheelchair Accessible Vehicles. The register must contain specific personal data (such as name and address) and will be available in the future. It is currently available to view in person by appointment only. The Council also uses the information provided by you to inform you of updates to legislation, policy and other taxi related issues, including using a text messaging service called GOV.UK Notify.

From October 2019 The Air Quality (Taxi & Private Hire Vehicles Database) (England and Wales) Regulations 2019 require the council to share personal data that we hold relating to vehicle registrations with DEFRA (Department for environment & Rural Affairs).

With effect from 4 April the council will share personal data through the National Register of Taxi and Private Hire Vehicle Driver’s Refusals and Revocations. If you make a new application or a renewal and it is refused or if your licence is revoked, we will share personal data through the Register, called NR3, to promote the statutory purposes of the legislation, to ensure only those individuals considered as ‘fit and proper’ are licensed. Where we receive a request to share information with another local authority, where that person has applied or holds a licence, we may disclose more detailed information (including special category data – criminal record data).

(If you provide personal data of a third party you must ensure that they understand the use of their data and this privacy notice for example personal referees.)

(Please Note: We will process data in collaboration with third party suppliers and you should refer to their privacy notices to understand how they will use your data. We do this where you request criminal conviction and motoring offences data check through us)

Legal Basis for Processing Personal DataLegal Obligation
Public Task
Categories of Personal Data being Processed

  • Name (trading name may also contain personal data)
  • Address (business address may be your home address)
  • Previous names and previous addresses
  • Email address and phone numbers
  • Right to work documentation reference number such as Passport Number
  • NI number
  • DVLA Driving Licence number
  • Licence reference numbers
  • Date of birth and place of birth
  • Birth certificate numbers
  • Photographs and signatures
  • Bank Account Name, Number and Sort Code
  • Debit/Credit card information
  • Disclosure and Barring Service – Update Subscription Number and Form References
  • Scottish Vetting and Barring Number

    • The NR3 Register held by the National Anti – Fraud Network will hold the following personal data about individuals who have their application or renewal refused or have a licence revoked:

  • Name
  • Date of birth
  • Address and contact details
  • National insurance number
  • Driving licence number
  • Decision taken (but not the reason for it)
  • Date of decision
  • The date the decision took effect

    • Where this is the case, the data will be held on NR3 for 25 years from the decision. We will hold supporting information about that decision for 25 years, and may share it where it is appropriate and legal to do so.

    Special Categories of Personal Data being Processed (if appropriate)
  • Ethnic Origin (Nationality)
  • Health
  • Criminal Convictions, Cautions and Motoring Convictions
    • Legal Basis for Processing Special Categories of Personal DataSubstantial Public Interest
    Who is the data shared with

    We will share personal data because legislation requires us to do so, for example we must maintain a public register. We may also share personal data with other organisations where they have a legal duty or responsibility to investigate complaints and offences. Data could be shared with the following:

  • The general public – through public register and WAV list.
  • Other Council departments – where committee papers are produced, as consultees or to assist when they are investigating complaints and offences under other legislation such as investigating breaches of planning law or benefit fraud.
  • Council Members sitting on Licensing Board.
  • Police, Trading Standards, Fire and Rescue Services to assist in the investigation of complaints or offences.
  • HM Revenue and Customs to assist in the investigation of complaints or offences.
  • The Home Office in relation to immigration and right to work.
  • Department of Work and Pensions.
  • Other Local Authorities.
  • HM Courts and Tribunal Service.
  • National Anti-Fraud Network Network and those Authorities using the NR3 register.
  • Notify/GOV.UK Notify (text messaging service provider).
  • DEFRA (Department for Environment & Rural Affairs).

    • How long will the data be kept for

    6 years from the point the licence is expired, revoked or surrendered.

    Where a new application or renewal is refused or a licence is revoked, we will hold the data relating to that decision for 25 years from the date of it being made by us. In such circumstances, certain identifying personal data for those individuals will be published on NR3 for the same period, to allow other local authorities to carry out a search for those individuals if they apply to them. This retention period will also apply to historic decisions for refusals and revocations.

    Last reviewed: October 23, 2023 by Sophie

    Next review due: April 23, 2024

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