Skip to main content

Coronavirus (COVID-19) For information on changes to our services, how to get help, support your community, advice and grants for employers and businesses visit our Coronavirus pages.

Taxi licensing - Privacy notice

Who we are and what we do

The Council is a data controller under the Data Protection Legislation as we collect and process personal information about you in order to provide services and meet our statutory and regulatory obligations.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
Cotswold District Council
Council Offices, Cirencester, GL7 1PX

Tel: 01993 861194

Why we need your information and how we use it

We process your personal data to process your request for a Hackey carriage/private hire driver’s license, private hire operator licence or a hackney carriage or private hire vehicle licence, make sure you are fit to hold a license, protect public funds but also because it is necessary to comply with our legal obligations. The laws include: 


What type of information is collected from you

In order to administer our services we collect the following information from you:

  • Name, contact details, national insurance number
  • Vehicle details to include; history of purchase, 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 
  • Past address and taxi trade history 
  • Information about your health from your GP 
  • Driving licence details 
  • Reference details 
  • Name of drivers authorised to drive a licensed vehicle 
  • Private hire business details including staff details 
  • Driver, vehicle and operator insurance details  
  • Driver, wheelchair and driver training day test results and  
  • Complaints history including committee and court reports 

We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you. 

Who your information may be shared with (internally and externally)

We may share some information with other organisations including:

  • Other local authorities  
  • Enforcement organisations including but not limited to the police 
  • Insurance companies  
  • Secretary of State
  • Legal/medical practitioners who work in connection with legal/medical proceedings or enquiries if there are reasonable grounds to suspect that you are acting in a criminal or fraudulent way or bring into question the safety and/or protection of the public.  
    • The Cabinet Office (who are a government department) - for the purposes of a data matching exercise called the National Fraud Initiative. The purpose of the exercise is to detect fraud and error. The Council is legally required to participate in this exercise.  Find out more information on the National Fraud Initiative website.
    • DEFRA

Please note: A register is published on the Cotswold District Council website and will show private hire operator details including name, business address and telephone number, start and end date of their licence, licence number

How long we keep your information (retention period)

Data is only held as long as is necessary, unless superseded by statutory regulation, and disposed of securely when it is no longer needed or for a period of 7 years.

How we protect your Information

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

For any payments which we take from you online we will use a recognised online secure payment system. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Your rights 

You have rights under the Data Protection Legislations:

  • To access your personal data
  • To be provided with information about how your personal data is processed
  • To have your personal data corrected
  • To have your personal data erased in certain circumstances
  • To object to or restrict how your personal data is processed
  • To have your personal data transferred to yourself or to another business in certain circumstances
  • To be told if we have made a mistake whilst processing your data and we will self report breaches to the Commissioner.


How you can access, update or correct your information

The Data Protection Legislation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your data along with all other personal records. 

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of our records free of charge, within a month.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email us or write to us at:

Cotswold District Council
Council Offices
Cirencester GL7 1PX

Tel: 01285 623000


Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this leaflet, please tell us. Contact the Data Protection Officer

You can also complain to the Information Commissioner: