Template policy for private hire operator bookings and dispatch staff

1. Introduction

1.1 In accordance with North Yorkshire Council's hackney carriage and private hire licensing policy and the Department for Transport's statutory taxi and private hire vehicle standards, private hire operators are required to formulate a policy on assessing the suitability of any person responsible for taking bookings and dispatching vehicles on their behalf. 

1.2 Individuals responsible for taking bookings and dispatching vehicles on behalf of a private hire operator do not require a licence. However, any such members of staff are placed in a position of trust and will have access to information relating to passengers and therefore may pose a significant risk to public safety.

1.3 In order to manage any risk to the public and to the safeguarding of children and vulnerable adults, the private hire operator must be satisfied that any such individual is suitable to undertake duties of this nature.

2. Purpose

2.1 The objectives of the policy are:

• to enable the private hire operator to demonstrate that staff responsible for taking bookings and dispatching vehicles do not pose a risk to the public 
• to provide guidelines for the private hire operator to make reasonable, consistent and informed decisions on the suitability of staff
• to provide guidance to applicants seeking employment with the private hire operator
• to promote public confidence in the private hire operator’s service

3. Criminal record checks

3.1 Applicants or employees responsible for taking bookings and dispatching vehicles on behalf of the private hire operator are required to produce an annual basic disclosure from the Disclosure and Barring Service in order for the private hire operator to satisfy itself that the individual poses no threat to the public and has no links to serious criminal activity. Basic disclosures can be obtained from the government website.

3.2 If the applicant has lived overseas in the ten year period leading up to the date of application, they must produce a criminal record check or ‘certificate of good conduct’ from the relevant country or the relevant embassy in the UK. Information on the application process is available on the government website. 

3.3 In all cases, the basic Disclosure and Barring Service disclosure and / or certificate of good conduct must be less than three months old at the time that it is provided to the private hire operator for consideration.

3.4 No criminal record check or certificate of good conduct will be required for any individuals in possession of:

• a hackney carriage or private hire driver licence issued by North Yorkshire Council
• a hackney carriage vehicle licence issued by North Yorkshire Council
• a private hire vehicle licence issued by North Yorkshire Council
• a private hire operator licence issued by North Yorkshire Council

3.5 The private hire operator will ensure compliance with data protection requirements in accordance with guidance provided by the Information Commissioner’s Office and the Disclosure and Barring Service.

4. Convictions and other sanctions

4.1 Any applicant and employee responsible for taking bookings and dispatching vehicles must disclose to the private hire operator in writing within 48 hours the details of any arrest, criminal charge or conviction imposed upon him or her. The same applies to any simple cautions, fixed penalties, Driver and Vehicle Licensing Agency licence endorsements and community resolutions.

5. Register of staff

5.1 The private hire operator shall keep and maintain a register of all staff responsible for taking bookings and / or dispatching vehicles. The register will contain as a minimum:

• the name and address of each member of booking and dispatch staff
• a record of the private hire operator’s most recent suitability assessment for each member of staff
• the certificate number and issue date of the basic Disclosure and Barring Service disclosure that was considered

5.2 The register shall be made available for inspection on request by an authorised officer of North Yorkshire Council subject to data protection requirements. 

6. Assessment of suitability

6.1 The private hire operator will consider the suitability of all applicants and employees with responsibilities for taking bookings and dispatching vehicles. The suitability assessment must be carried out annually.

6.2 The private hire operator will need to have sight of a recent basic Disclosure and Barring Service disclosure - no more than three months old - when assessing the suitability of an applicant or employee.

6.3 The private hire operator will make a record of each individual suitability assessment on the form provided and the following guidelines will be applied in each instance:

• crimes resulting in death - where an applicant has been convicted of a crime which resulted in the death of another person or was intended to cause death or serious injury, they will not be employed
• exploitation - where an applicant has been convicted of a crime with any connection to abuse, exploitation, use or treatment of another individual irrespective of whether the victim or victims were adults or children, they will not be employed - this includes slavery, sexual abuse, exploitation, grooming, psychological, emotional or financial abuse - this is not an exhaustive list
• offences involving violence - where an applicant has a conviction connected with any offence of violence, they will not be employed until at least 10 years have elapsed since the completion of any sentence imposed
• possession of a weapon - where an applicant has a conviction for possession of a weapon or any other weapon-related offence, they will not be employed until at least seven years have elapsed since the completion of any sentence imposed
• sexual offences - where an applicant has a conviction for any offence involving or connected with illegal sexual activity, they will not be employed - in addition, the private hire operator will not employ an individual who is currently on the Sex Offenders Register
• dishonesty - where an applicant has a conviction for any offence where dishonesty is an element of the offence, they will not be employed until at least seven years have elapsed since the completion of any sentence imposed
• drugs - where an applicant has any conviction in connection with the supply of drugs, or possession with intent to supply, they will not be employed until at least 10 years have elapsed since the completion of any sentence imposed
• discrimination - where an applicant has a conviction in connection with discrimination in any form, they will not be employed until at least seven years have elapsed since the completion of any sentence imposed

Template bookings and dispatch staff assessment 

 View the template private hire operator booking and dispatch staff assessment (pdf / 156 KB).