The purpose of processing
We collect information to assess your suitability and fitness to be issued with a taxi or private hire Licence and to assist us in managing your Licence.
Data subjects
Data subjects will include applicants and holders of taxi and/or private hire drivers, vehicle and operator Licences.
Personal data
Name, contact details, national insurance number
Vehicle details to include: start and expiry date of a Licence, vehicle plate number, vehicle registration number, whether vehicle is private hire or hackney carriage, whether vehicle is wheelchair accessible
Medical details
Criminal record details
Immigration status and duration in and out of the UK
Right to work details
Photograph and date of birth
Information about your health from your GP
Driving Licence details
Reference details
Name of drivers authorised to drive a Licenced vehicle
Private hire business details including staff details
Driver, vehicle, and operator insurance details
Complaints history including committee and court reports
How is it used?
We will use your information to process any application that you make for a licence or manage any Licence that you may hold. It will be used specifically to assess your suitability to hold a licence, managing your Licence which may involve sharing data with relevant council services, national bodies, or appropriate organisations and, any other purpose covered by licensing regulations.
A register is published on the council’s website and will show the start and end date of the Licence, the Licence number and any appropriate information that is required to be included in the public domain. Information may also be made public should any case be heard before the licensing committee.
In the instance that your application for a combined Hackney Carriage/Private Hire Drivers’ licence is refused, suspended or your License is revoked, we will provide this information to the National Register of Taxi Licence Refusals and Revocations (NR3S), a mechanism for licensing authorities to share details of individuals who have had a hackney carriage or Private Hire driver licences revoked, suspended, or an application for one refused.
All applications for a new licence or licence renewal will automatically be checked on NR3. If a search of NR3 indicates a match with an applicant, the authority will seek further information about the entry on the register from the authority which recorded it. Any information received as a result of an NR3 search will only be used in respect of the specific License application and will not be retained beyond the determination of that application.
A register is published on the council’s website and will show the start and end date of the Licence, the Licence number and any appropriate information that is required to be included in the public domain. Information may also be made public should any case be heard before the licensing committee.
In the instance that your application for a combined Hackney Carriage/Private Hire Drivers’ licence is refused, suspended or your License is revoked, we will provide this information to the National Register of Taxi Licence Refusals and Revocations (NR3S), a mechanism for licensing authorities to share details of individuals who have had a hackney carriage or Private Hire driver licences revoked, suspended, or an application for one refused.
All applications for a new licence or licence renewal will automatically be checked on NR3. If a search of NR3 indicates a match with an applicant, the authority will seek further information about the entry on the register from the authority which recorded it. Any information received as a result of an NR3 search will only be used in respect of the specific License application and will not be retained beyond the determination of that application.
Profiling and automated decision making
Not applicable
Legal basis for using your data
GDPR condition relied upon for processing personal data:
Article 6.1 c - legal obligation
Article 6.1 e - Exercise of official authority
Local Government (Miscellaneous) Provisions Act 1976 and 1982
Transport Act 1985 and 1991
Equality Act 2010
Criminal Justice & Public Order Act 1994
Immigration Act 2016
Deregulation Act 2015
The Air Quality (Taxis and Private Hire Vehicles Database) England Wales Regulations 2019
Taxi & Private Hire Licensing (Safeguarding & Road Safety) Act 2022
GDPR condition relied upon for processing special category data
Article 9.2 g - Substantial public interest
Sharing of personal data with external recipients
In the instance that your application is refused, or your license is suspended or revoked, we will provide this information to the National Register of Taxi Licence Refusals and Revocations (NR3S).
Department for Environment, Food & Rural Affairs (DEFRA): We share information with DEFRA as required by The Air Quality (Taxis and Private Hire Vehicles Database) (England and Wales) Regulations 2019. The information we are required to share with DEFRA includes: Vehicle Registration Mark, the start and expiry date of the vehicle Licence, whether the vehicle is a taxi or PHV, the name of the licensing authority, the licence plate number, and an indication of whether it is a wheelchair accessible vehicle.
Publicly available: when your application goes to the Licensing committee, the details of your application are made publicly available so that the decisions we make are open and transparent. Some personal information such as criminal convictions is not made publicly available, but the Licensing committee councillors will have that information to enable them to make a decision on your licence application.
Department for Environment, Food & Rural Affairs (DEFRA): We share information with DEFRA as required by The Air Quality (Taxis and Private Hire Vehicles Database) (England and Wales) Regulations 2019. The information we are required to share with DEFRA includes: Vehicle Registration Mark, the start and expiry date of the vehicle Licence, whether the vehicle is a taxi or PHV, the name of the licensing authority, the licence plate number, and an indication of whether it is a wheelchair accessible vehicle.
Publicly available: when your application goes to the Licensing committee, the details of your application are made publicly available so that the decisions we make are open and transparent. Some personal information such as criminal convictions is not made publicly available, but the Licensing committee councillors will have that information to enable them to make a decision on your licence application.
Other local authorities
Enforcement organisations including but not limited to the police
Internal council departments who requires access to your information for the purpose of administration, regulation, and law enforcement. From time to time we may share your information with other council departments if the law allows us to do so
Cabinet Office (as part of the National Fraud Initiative): We have a legal duty to submit information to the government as part of the National Fraud Initiative (NFI)
HM Revenue & Customs: We have a statutory duty under schedule 23 of the Finance Act 2011 to submit returns to the HMRC
National Anti-Fraud Network (NAFN): We share information with NAFN as part of the national database of taxi and PHV driver Licence refusals, suspensions and revocations (NR3)
Councillors who sit on our Licensing Committee: Where we refer your application or Licence (in the case of a review) to the our licensing committee for determination.
How long is the personal data retained by the Council?
Information submitted as part of an application - 6 years after the date in which the application is refused
Information held in respect of a Licence - 6 years after the date from which the Licence ceases to be held
Information received as part of an enforcement investigation – for a minimum of 6 years and then for only so long as may be necessary to inform a decision to protect the public
Information held on the NR3 database will be held for a period of 11 years
Information held in respect of a Licence - 6 years after the date from which the Licence ceases to be held
Information received as part of an enforcement investigation – for a minimum of 6 years and then for only so long as may be necessary to inform a decision to protect the public
Information held on the NR3 database will be held for a period of 11 years