COVID-19: Licensing Advice – Taxi and Private Hire

As the situation with COVID-19 continues to develop, we are keeping the matter under review, following government advice, and updating our own business continuity arrangements to ensure we can continue to deliver our licensing service and to enable firms, vehicles and drivers to continue providing vital public transport where it is safe to do so.

We have collated the current advice on taxi and private hire licensing below. The situation is constantly changing so some of this information may be subject to change without notice. We will do our best to keep you informed but we appreciate your understanding and patience at this time.

Guidance on applications

In line with government advice, officers are working from home as much as possible. Our offices are closed to the public, so please do not attempt to make the trip to drop off any paperwork, payments etc.

Please see below for specific guidance by licence type, including details of how to apply both online and by email. If you cannot apply by any of the routes detailed, please contact us to discuss.

As we are very busy trying to process as many applications as possible, please do not contact us unless it is absolutely necessary. In the first instance, please check the website for any updates or changes to procedures.

We will do our best to process your application as quickly as possible but it is important that you take care to complete your application correctly and submit with the required supporting documents. For driver badges and operator licences, we would suggest you apply at least 6 weeks before the expiry of your licence (or at least 12 weeks if you will need to do a DBS application) and for vehicle plates at least 3 weeks before expiry. 

If your licence does lapse, you will be unlicensed and you must not carry out licensable activities until you have received a new licence/badge/plate.

If you have an application pending with us and need to submit additional documents, please do this via email and ensure you include your badge/plate number in the subject of the email to assist us in linking it with your application.

Contacting the team

• In the first instance, please use email to contact us. Our email address licensing.unit@whitehorsedc.gov.uk will be monitored throughout the day and we will respond as soon as we are able.
• If you do not have access to email, please call us on 01235 422556. It is likely that we will not be able to take your call at the time, so please be prepared to leave a message with your name, phone number and the reason for your call.
• We aim to return any calls and respond to emails within 5 working days.

Medicals

We are aware that some drivers may face difficulties with getting medicals done if their GP surgery is not carrying out non-urgent appointments. If you would like us to consider an extension to your medical expiry date, please email us a completed medical declaration form. Please note that any drivers who require annual medicals (which includes all drivers over the age of 65) are unlikely to be granted any extensions. In addition, extensions will only be considered in the following circumstances:

• If your own GP surgery is not currently doing medicals (we may request something in writing from your GP surgery if this is the case), AND
• You have contacted other doctors (registered with the GMC) to see if they are able to carry out the medicals. NB the doctor completing your medical must have access to your full medical records and they will need to confirm this at the time the medical is carried out.

On receipt of the form and supporting documentation, an officer will review your records and confirm whether we will grant an extension. 

All licensed drivers are required to inform us of a material change to their medical status and this would include testing positive for COVID-19. For the safety of licence holders and the general public it will be necessary for us to temporarily suspend the licence of any driver that tests positive for COVID-19. However, no action will be required by licence holders to have their licence reinstated once the isolation period has ended and they can return to normal activities.

Compliance tests and insurance

All vehicles are still required to have compliance tests as usual, and new insurance documents should still be provided to us prior to the expiry date. Failure to keep up to date with either of these may lead to the suspension of your vehicle licence. Compliance test and insurance reminders are now being sent by email, so please ensure we have an up to date email address for you at all times.

All of our compliance test centres remain open.

Insurance documents should be forwarded to us by email showing the thread from your broker or insurer.

Precautions for driver and passenger safety

The government have published COVID-19 guidance for taxis and private hire vehicles with actions that you can take to protect against coronavirus.

Passengers must wear face coverings when travelling in England in taxis and private hire vehicles, unless they are exempt or have a reasonable excuse. Guidance on exemptions can be found in the safer transport guidance for operators.

In addition:

• We recommend that drivers wear a face covering to assist in reducing transmission. Here is some information on how to wear and make a face covering, or disposable or reusable face coverings can be obtained from a number of online or local retail outlets.
• If a driver wears a face covering, we recommend they carry a pen and paper to help communication with some passengers (e.g. someone who lip reads, someone who has a hearing impairment). Separate pens and paper should be available for drivers and passengers.
• Consider regular covid testing. You can find out more about the Oxfordshire symptom-free testing or order lateral flow test kits for use at home. We recommend that people get tested every week to help pick up a COVID-19 infection early and reduce the risk to others.
• Drivers are still obliged under equality legislation to provide reasonable assistance and make reasonable adjustments for disabled passengers. This safer transport guidance for operators includes advice on measures that can be taken when it is not possible to maintain the recommended social distance. Guide Dogs for the Blind have also provided some guidance for taxi and private hire drivers and operators.
• If you have an office, see this guidance for people who work in or run offices, contact centres and similar environments.

Use of partitions or screens in vehicles

We have created guidance on how to seek approval for the installation of a partition or screen. 

Guidance

You may find the following links useful:

• Public Health England South East – Guidance for taxi companies
• Department for Transport – Safer Transport Campaign
• Guidance for passengers
• General guidance on the national restrictions
• COVID outbreak advice for drivers and operators

Support

The government has recently put in place measures to support businesses affected by the virus. There are grants and loans available as part of this package, please use the following links for more information:

• COVID-19 – Support for businesses 
• COVID-19 – Financial support for businesses
• Universal Credit for the Self-Employed

If you’re a local business owner you can also contact our South and Vale Business Support team.

We recognise these are challenging and uncertain times and would encourage anyone struggling with their mental health and wellbeing or financial difficulties to seek help from the broad range of support available including:

• Money Advice Trust
• Business Debtline
• MIND
• Citizen’s Advice Bureau

Online applications portal

We have created an online portal through which you can submit driver (renewal only), vehicle and operator applications.

This portal will allow you to upload your signed application form and any supporting documents, and to pay the required fee online. The portal should work via any smartphone, tablet, laptop or PC with internet access.

Applications submitted through the online portal will be prioritised as these applications should be complete at the point of receipt, rather than emailed applications which will require an officer to call you to take payment.

Important note – If too many large files are uploaded it may exceed the maximum size that the system can email to us. If you have difficulties uploading all your documents and do not receive a confirmation email from us (separate from your receipt) with your uploaded files attached then please contact us at licensing.unit@whitehorsedc.gov.uk 

How to apply online – drivers, vehicles and operators

• You will need to print off the application form and complete as normal, including signing and dating the form. Please take care to complete the application form in full. Any incomplete or illegible applications will be rejected and will not be processed.
• You need to scan this application and any supporting documents. If you do not have access to a scanner, you could try to photograph each page of the form but please note it must be clear and legible or we will not be able to process it.
• Upload the application and any supporting documents at the online portal and pay the required fee with a debit/credit card
• You will receive a receipt via email, so please ensure you give your correct email address
• Once we have a completed application and payment, we will process your application. We will post any licences and badges/plates out to you by first class recorded delivery (someone will need to be in to sign for this) except operator licences, which will be sent by email. You will not be able to collect any items from the office.

How to apply by email – drivers, vehicles and operators

• You will need to print off the application form and complete as normal, including signing and dating the form. Please take care to complete the application form in full. Any incomplete or illegible applications will be rejected and will not be processed.
• Scan the application form and any supporting documents and email all of these to us at licensing.unit@whitehorsedc.gov.uk with any supporting documents. If you do not have access to a scanner, you could try to photograph each page of the form but please note it must be clear and legible or we will not be able to process it. Please try to send all the required documents in just one email if possible, as sending multiple emails can lead to our email system thinking your emails are ‘spam’ which results in them going to our junk mail folder.
• When we are ready to process your application, we will call you to take payment over the phone. If there are any issues with the phone payment system, you will be required to send us a cheque made payable to Vale of White Horse District Council.
• Once we have a completed application and payment, we will process your application. We will post any licences and badges/plates out to you by first class recorded delivery (someone will need to be in to sign for this) except operator licences, which will be sent by email. You will not be able to collect any items from the office.