Private hire operator licence

We need to know if an applicant has any unspent convictions. If the applicant is a partnership a basic criminal record must be provided for each partner. If the applicant is a company a basic DBS must be provided for each director.

You do not need this if you are already a Hertsmere licensed driver, and have an enhanced DBS that remains valid and is registered on the DBS update service.

We can also accept an Enhanced DBS.

Individuals and those applying as a part of a partnership will need to provide confirmation of their entitlement to work in the UK. To prove your right to work you are encouraged to obtain a share code online from the government website: Prove your right to work to an employer - GOV.UK (www.gov.uk) (opens in new tab)

If you are not able to obtain a share code, or you are a British or Irish citizen, you will need to provide documentary proof.

If the applicant is a Limited Company you do not need to prove the right to work of the directors, unless the director is classed as a worker. You should consider your own legal advice if unsure.

If you invite or admit members of the public into a booking office to book private hire vehicles you will need public liability insurance. This should cover you for a minimum of £5million.

If you employ staff you will also need employers liability insurance.

You will need to provide these to us.

The use of self-employed drivers does not constitute employing people. Employers liability insurance will generally be needed where you have office staff, or people carrying out roles that do not involve being a licensed driver.

In all other situations you should take your own advice about your insurance requirements.

We require operators to submit to us policies or procedures in relation to the following:

• Complaints
• Lost Property
• Data Protection
• Criminal Record Policy for the employment of staff
• Safeguarding Policy
• Disability and Equalities Policy

Private Hire operators have evolved over the last few years and it is imperative that the Council can have faith how they operate. It is necessary for operators to have a clear process of distinguishing “service” complaints and complaints about the conduct and character of a driver – these should be referred to the Council. Operators are also processing personal data of their customers and must ensure that this fits in with the current data protection legislation.

To assist Operators we have provided some template documents here:

private hire operator - complaints policy - template

private hire operator - DBS policy - template

private hire operator - DPA policy - template

private hire operator - lost property - template

The above policies are templates to assist Operators. If you use them and submit them they are your policies and we will expect you to understand them and comply with them.

The law requires an operator to be licensed in the controlled district (the Council area) in which they operate. This is the premises where you accept bookings or make your facilities available for bookings to be received.

The Council's latest policy sets out the clear requirements which you should read.

Small operators or sole traders are permitted to use virtual business office addresses on the basis that they do not require a physical office for the public to attend and most bookings are taken via electronic or cloud based means.

Larger operators are expected to have an actual address to ensure they are serving the local community transparently.