Private hire operator's licence

Private Hire Operators must comply at all times with these conditions, and with Part II of the Local Government (Miscellaneous Provisions) Act 1976.

Before we will consider an application, you must:

• Complete a Private Hire Operator's Licence application form 
• Satisfy us that you are a fit and proper person to hold the licence and operate a private hire business
• Pay the licence fee
• Satisfy us that you are only going to operate vehicles licensed by us

Vehicle and drivers licences

The operator must not operate any vehicle as a private hire vehicle unless it has a private hire vehicle licence issued by us which is in force.

The driver of any private hire vehicle must hold a current private hire driving licence issued by us.

Number of passengers

The operator cannot carry or allow to be carried more people in a vehicle than the licence allows. 

Standard of service

The operator has to provide a prompt, efficient and reliable service to members of the public at all reasonable times and has to:

• make sure that vehicles turn up on time for booked appointments, unless delayed or prevented with good reason
• make sure that all vehicles provided are properly maintained and in good working order. Vehicles are tested and inspected, and if they are not maintained properly, your licence may be reviewed
• keep any public booking or waiting areas clean, adequately heated, ventilated and lit
• make sure there is adequate seating in any waiting area
• make sure that telephone and radio equipment are kept in sound condition and that defects are repaired quickly

Operator's premises

The operator:

• must have the right planning permission for the premises, and comply with any conditions attached
• must not operate any vehicle under his licence from a different address to the one on the application form and licence without getting approval first from us in writing
• must not operate any vehicle from any premises unless there is planning permission for that premises to operate private hire vehicles. All vehicles must be operated in accordance with the planning permission

Operator's trading name

The operator must get permission from us to use additional trading names, other than those on the private hire operator's licence. They can do this by submitting a new application to vary the licence.

Display of licence

If there are booking or waiting areas which are accessible to the public, then the licence and conditions must be displayed. You can use a photocopy, but it must be easy to see.

Fare

When the operator accepts a hiring, he must tell the person hiring the vehicle what the fare, or rate of the fare is for the journey. He must also immediately create a record with the details of the booking in ink, which can easily be read. This record needs to be in accordance with the regulations on Record Keeping.

Record Keeping

An operator needs to keep comprehensive records of all bookings and journeys taken. They must record the following information for each booking:

• the name of the passenger
• the time of the request
• the pick-up point
• the destination
• the driver's name
• the licence number
• the registration number of the vehicle
• the name of any individual that responded to the booking
• the name of any individual that dispatched the vehicle
• the charge made;

The operator must keep records of all private hire vehicles operated by him as follows:

• the vehicle owner
• registration numbers
• private hire vehicle licence numbers
• drivers and call signs used

These records must be kept by the operator at their place of business. They should be kept for not less than six months after the date of the last entry. They must be shown to any authorised officer on request.

Receipt for fare

The operator must make sure that the driver of a private hire vehicle can produce a written receipt for the fare paid to any passenger if so requested.

Signs

The operator cannot display, or allow any advertising which uses the words "taxi" or "cab" either in, on or from any of the vehicles or on the premises without our permission.  

Change of address

The operator must notify us in writing of any change of home or business address within seven days. They need to do this by submitting a new application to vary the licence.

Insurance

Vehicles

The operator must make sure that ALL vehicles used for private hire under his operation are properly insured at all times for commercial private hire as well as for any other purpose required by the Road Traffic Acts. This includes vehicles which he does not own.

Premises

If the operator occupies premises which are publicly accessible for booking or waiting, they must be insured against occupier's and public liability for not less than £250,000.00.

Notification of arrest and release, charges or convictions

The operator must tell us within 48 hours of an arrest and release, charge or conviction of any sexual offence, any offence involving dishonesty or violence and any motoring offence. An arrest for any of these offences will result in a review of the licence holder or director to make sure they are fit to continue to hold a licence.

Booking and dispatch staff

The operator has to keep the following details, and provide them to us if we ask for them:

• a register of all booking and dispatch staff
• a policy on employing ex-offenders
• evidence that they have seen a Basic DBS check for all the people listed in their register, and that the check is compatible with their policy on employing ex-offenders
• evidence that the vehicle dispatcher decides which driver to send to a user. This is a position which could be exploited by those seeking to exploit children and vulnerable adults. Any staff that have contact with the dispatching of vehicles and with any customers should not present a risk to the public or to the safeguarding of children and vulnerable adults

Outsourcing bookings

Operators can outsource booking and dispatch functions, but they cannot pass on the obligation to protect children and vulnerable adults. Operators will need to provide evidence that comparable protections are applied by any company they outsource to. 

Policy for employing ex-offenders

Operators or applicants for a licence must provide their policy on employing ex-offenders in roles that would be on the register. Those with a conviction or offences (other than those relating to driving) may not be suitable to decide who is sent to carry a child or vulnerable adult unaccompanied in a car.

Suspension or revocation of licence

We can suspend or revoke a licence at any time if the operator is in breach of any of the conditions, or is convicted of any offence which in our opinion makes him no longer a fit and proper person to hold the licence. We can do this for as long as we want.

Return of licence to us

If an operator is given written notice that his licence has been suspended or revoked, he must return the licence to us immediately.

Variation of conditions

We can vary any condition of the licence at any time, either during the period of the licence or on its renewal.

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