Shared Licensing Service: privacy

Service area covered by this privacy notice

Shared Licensing Service

Purpose of the processing

The Council processes personal information for the following purposes:

  • to produce a licence and enforce licensing
  • service requests/complaints
  • producing and maintaining statutory registers
  • to provide taxi and private hire vehicle licensing data as required by the Air Quality (Taxis and Private Hire Vehicles Database) (England and Wales) Regulations 2019
  • to share with all responsible bodies under the Licensing Act 2003 (Hampshire & Isle of Wight Fire & Rescue Service, HM Revenue and Customs, Trading Standards, Hampshire County Council Children's Services etc.) that we work alongside
  • with effect from 01/06/2022, the Council will share personal data through the National Register of Taxi and Private Hire Vehicle Driver's Refusals, Revocations and Suspensions.
  • if a new application or a renewal and it is refused, withdrawn due to a relevant offence or if a licence is suspended or revoked, personal data will be shared through the Register, called NR3, to promote the statutory purposes of the legislation, to ensure only those individuals considered as 'fit and proper' are licensed. Where the Council receives a request to share information with another local authority, where that person has applied or holds a licence, more detailed information may be disclosed (including special category of personal data - criminal record data). If you provide personal data of a third party, you must ensure that they understand the use of their data and this privacy notice e.g. personal referees.
  • please note: the Council will process data in collaboration with third party suppliers and you should refer to their privacy notices to understand how they will use your data. The Council does this where you request criminal conviction and motoring offences data check through us.
  • we participate in the Cabinet Office's National Fraud Initiative (NFI): a data matching exercise to assist in the prevention and detection of fraud.

Lawful basis for processing personal data

  • legal obligation
  • public task
  • consent

Categories of personal data being processed

  • name
  • address
  • telephone number
  • e-mail address
  • NI number
  • date of birth
  • insurance details
  • driving licence number
  • vehicle registration number
  • criminal history
  • gender
  • photo
  • legally privileged information
  • witness statements
  • CCTV or video
  • PACE transcript
  • financial information
  • date licence valid
  • date licence expires
  • vehicle is a taxi or private hire vehicle
  • unique reference to the licence number
  • wheelchair accessible vehicle
  • from 01/06/2022 or shortly thereafter, the NR3 Register held by the National Anti-Fraud Network will hold the following personal data about individuals who have their application or renewal refused, suspended or have a licence revoked due to a relevant offence:
    • name
    • date of birth
    • address
    • e-mail address (of the Council)
    • telephone number (of the Council)
    • NI number
    • driving licence number
    • decision taken (but not the reason for it)
    • date of decision
    • the date the decision took effect
  • where this is the case, the data will be held on the NR3 Register for 25 years from the decision. We will hold supporting information about that decision for 25 years and may share it where it is appropriate and legal to do so.

Special categories of personal data being processed (if appropriate)

  • medical history
  • immigration status
  • nationality

Conditions for processing special categories of personal data

  • substantial public interest

Who the data might be shared with

  • members of the public
  • police
  • insurance companies
  • Basingstoke and Deane Borough Council Legal Services
  • Disclosure and Barring Service
  • Driver and Vehicle Licensing Agency#
  • Home Office
  • Cabinet Office
  • National Fraud Initiative
  • all responsible bodies under the Licensing Act 2003 (Hampshire & Isle of Wight Fire & Rescue Service, HM Revenue and Customs, Trading Standards, Hampshire County Council Children's Services etc.)
  • relevant staff
  • Basingstoke and Deane Borough Council Shared Licensing Service
  • Defra
  • Department for Transport
  • Amazon Web Services
  • councillors
  • National Anti-Fraud Network and those authorities using the NR3 Register
  • Internal Audit