Privacy notices: Licensing

List of all privacy notices for street trading, taxi licensing, licensing service consultations, alcohol and entertainment, licensing service.

Taxi licensing: Privacy notice

Who we are

Licensing
Royal Borough of Windsor and Maidenhead (RBWM) Council
St Ives Road
Maidenhead 
SL6 1RF

Lawful basis for processing the information

The lawful basis for processing information including special category data, criminal offence data is set out below:

General Data Protection Regulation Article 6(1)(a) Consent. And where special category personal data is processed Article 9 (2)(a) explicit consent.

Article 6 1(c) processing is necessary for the compliance with a legal obligation to which the controller is subject.

General Data Protection Regulation Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Special category data or sensitive personal data including criminal offence data  may be processed in accordance with the following condition; Article 9 (2) (g) in that processing is necessary for reasons of substantial public interest. 

The major pieces of legislation enforced are as follows (and any modification or re-enactment thereof):

  • The Local Government (Miscellaneous Provisions) Act 1976.
  • The Town Police Clauses 1847.
  • Road Traffic Act 1988.
  • Immigration Act 2016.
  • Motor Vehicle (Construction and Use ) Regulation 1987.
  • Limitation Act 1980 (Section 2)
  • 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

How we collect information from you

Personal data is collected from you when completing one or more of the 
following forms:

  • Application for Grant or Renewal of Private Hire Vehicle Licence.
  • Application for Grant or Renewal of a Private Hire Operator Licence.
  • Application for Grant or Renewal of Hackney Carriage Vehicle Licence.
  • Application for Grant or Renewal of Hackney Carriage, Private or Combine Badge.
  • Certificate of Fitness to drive a Hackney Carriage, Private Hire Vehicle or Combined Driver Licence.
  • Data Protection Mandate (IDS).
  • Declaration – Immigration Visa Status Personal data and documentation supplied for applying for a Disclosure Barring Services (DBS) will not be recorded or disclosed to any third parties.
  • Hackney Carriage Vehicle inspection form.

Categories of personal information 

RBWM Council is legally required to process the following categories of personal information:

  • names.
  • email address(es).
  • place of birth.
  • national insurance number.
  • contact number(s).
  • private hire operator.
  • taxi licence number.
  • declaration of convictions.
  • offences.
  • driving licence number.
  • address(es).
  • date entered the UK, certificate of good conduct (embassy), passport details.
  • vehicle registration, MOT certificate, vehicle V5, vehicle insurance.
  • nationality and medical assessments.

How we use the information provided

To process taxi and licence applications to fulfil our legal and statutory obligations. 

Who has access to the information about you

Our software providers, Serengeti System – 6 Hillside Road, Bury, St Edmunds, IP32 7EA, and IDOX ( LALPAC and Uniform)1310 Waterside Arlington Business Park RG7 4SA. 

Any paper documentation received may be stored securely on site or at Iron Mountain Secure Storage Company,3rd Floor, Cottons Centre, Hays Lane, London, SE1 2TT. 

Who we may share your information with

We may share personal information of hackney carriage and private hire drivers whom we licence with a third party company named 'Personnel Checks Ltd' who provide our licenced drivers with mandatory safeguarding training. Please refer to their website for their Privacy Policy.

We only share personal information where legally permissible including where required by law enforcement agencies for the purpose of preventing or detecting crime including the following:

  • National Fraud Initiative (NFI) – it is not a regular exercise, the data is normally requested every another year. This exercise matches electronic data within and between public and private sector bodies to prevent and detect fraud.
  • HMRC – It is an annual exercise that matches electronic data within and between public and private sector to prevent and detect fraud.

How long we store your information

We may store your personal information for seven years from the date that the licence/permit expires.

Does your service utilise automated decision making? – No