Reigate & Banstead Private Hire Licence Guide

Embarking on a career as a private hire driver in Reigate & Banstead offers a rewarding path, connecting people and contributing to local transport. However, securing your licence involves a comprehensive, multi-stage application process designed to ensure public safety and professional standards. This detailed guide is meticulously crafted for new applicants, providing an in-depth walkthrough of each of the eight stages. It’s absolutely vital to thoroughly read and understand every piece of information presented here, as the process has undergone significant updates for 2025, with a strong emphasis on upfront document submission to streamline and expedite your journey towards becoming a licensed private hire driver.

Navigating the New Application Process (2025 Onwards)

A crucial change implemented for applications made from 2025 onwards is the strict requirement for all necessary documents to be submitted concurrently with your application. Any application found to be incomplete, lacking the correct documentation, will unfortunately be rejected, and an administrative fee will be retained. This policy has been put in place to simplify and accelerate the overall application process for drivers, reducing delays caused by incomplete submissions. Therefore, before you even begin your application, ensure you have meticulously gathered every single required document. Furthermore, it's important to note that the Medical Form has been updated; the previous version ('MED/05. July 2017' as indicated at the bottom of page 8) will no longer be accepted from 1st May 2025 onwards. We strongly advise patience throughout this process; please allow at least six weeks for your application to be processed before contacting the licensing department for status updates. Fewer enquiries enable us to process and issue licences more quickly.

Stage 1: Understanding Eligibility and Requirements

Your initial step is to thoroughly familiarise yourself with the Reigate & Banstead Council's official 'Who can apply for a licence?' webpage, along with all other pertinent licensing webpages. The Council has provided extensive information covering the entire licensing process, applicable fees, and the specific policies and conditions that govern private hire drivers. This wealth of information is designed to assist you in understanding the rigorous requirements. It is strongly advised that you read and comprehend all relevant sections before contemplating an application. Only when you are completely satisfied that you possess all the necessary documents, have obtained any required access codes, and definitively meet all the licensing requirements, as stipulated on the 'Who can apply for a licence' page, should you proceed. Remember, this guide is specifically for those who do not currently hold a Private Hire Driver Licence with Reigate & Banstead. Follow each stage in the prescribed order to ensure your application is submitted correctly and efficiently.

Stage 2: Gathering Your Essential Documents and Information

This stage is paramount and requires careful attention to detail. Before you commence your online application, which will be submitted via a webform hosted by Idox, you must ensure you have all the required information, digital copies of documents, and a means of making payment readily available. It is critical to understand that there is no facility to save your application part-way through. Once you start, you must complete it in one sitting. The estimated time for full completion is approximately 30 minutes. The list of required documents/info is comprehensive and includes:

• Access to a valid email address and account.
• Means of making an online payment by credit or debit card (ensure you have permission if it's not your card).
• Your DVLA Driving Licence.
• An Enhanced DBS Certificate and/or DBS Update Service reference. Crucially, the certificate must state the correct position: 'Other workforce' followed by 'Taxi/Private Hire Driver'.
• Your National Insurance Number.
• Evidence of your Right to Work in the United Kingdom (e.g., British Passport, share code).
• Comprehensive details of any past and current motoring offences, DVLA licence points, previous convictions (from the UK and abroad), and any matters pending. You must disclose all details, including spent convictions.
• A completed Residency declaration (required for all applicants). If you have resided abroad for six continuous months or more since the age of 16, this declaration must be accompanied by a criminal record check or a certificate of good conduct, authenticated by the relevant embassy, for each country visited. Further guidance is available on Gov.UK.
• A recent passport-sized photograph.
• Your Safeguarding Training Certificate.
• The updated Medical Report form, fully completed by your GP, along with any additional supporting information such as hospital discharge papers or results of relevant tests, demonstrating you meet the DVLA Group 2 standard.
• If you are an insulin-dependent diabetic, a completed Diabetes Declaration form, which requires an independent consultant's specialist report.
• Confirmation that you have completed a tax check.
• Knowledge of which operator you intend to work for.

Stage 3: Completing Your Vital Background Checks (DBS & DVLA)

Enhanced DBS Check

The Enhanced DBS check is a fundamental part of the application process and is completed via the disclosure portal hosted by First Advantage. To initiate this, you must follow these specific steps to create your account:

1. Access the First Advantage website.
2. Under the 'User Login' heading, click the third option: 'Register'.
3. You will land on the 'Self Registration' page. Here, you must accurately enter the following details before clicking 'I am not a robot':
   • Organisation ID: ORG-ZEF4BQ5R
   • Access Code: Reigate16 (do not include any spaces)
   • Email: Your own email address
4. On the next page, tick to confirm 'Reigate and Banstead' is your organisation. Complete your first and last name, create your own secure password, and then click 'Register'.

Once your account under KnowYourPeople is established, you can log in using your email and password. From the Dashboard, select 'Create a new application' and follow the on-screen instructions. These instructions will detail the information and documents required, as well as how to pay the fee. You can return to your account at any time, but after completing your application, you will need to print the provided barcode and take your original identification documents to a Post Office offering the verification service. A link to the Post Office website will help you locate your nearest branch (note: an additional fee is payable to the Post Office for this service).

The crucial DBS requirement is that your Enhanced DBS certificate must explicitly state 'Other workforce' in the 'Position applied for' section, immediately followed by 'Taxi/Private Hire Driver'. Certificates that do not contain these precise categories of information cannot be accepted.

DBS Update Service

Council policy mandates that all new drivers register for the DBS Update Service. This subscription enables the Council to conduct the six-monthly DBS checks required by the Department for Transport's statutory standards. You must register and pay for this service within 30 days of your certificate being issued and continue to pay the annual fee. You will need to provide the Council with a copy of the original certificate issued to you when you first signed up for the service. Further details are available on the Gov.UK DBS Update Service page. Failure to subscribe to the update service will prevent the Council from carrying out the necessary six-month checks, leading to the suspension of your licence until a new DBS certificate is provided.

DVLA Check

Once your application has been processed by the Council, you will receive an email from Davis, the company responsible for carrying out the LicenceCheck. It is imperative that you follow the instructions contained within this email, as they will enable the Council to verify and view your driving record directly with the DVLA. Remember to regularly check your junk or spam email folders to ensure you do not miss any important communications related to your application.

Stage 4: Mandatory Safeguarding Training

Successfully completing an online safeguarding training course is a compulsory step for all new private hire driver applicants. You must choose one of the Council's approved virtual classroom courses provided by external suppliers. Upon successful completion, a copy of your training certificate must be uploaded with your application.

Approved Safeguarding Training Courses:

• Blue Lamp Trust: This virtual classroom course costs £35 (as at 1.4.25) and is delivered in a highly interactive format using Zoom. For further details, booking, and payment, please visit the Blue Lamp Trust website.
• Green Penny: Offers the FAA LEVEL 1 Award in Awareness of Safeguarding (RQF) course for a fee of £50 (as at 1.4.25). This course is conducted via an online video call, requiring a laptop or PC with a webcam for attendance. If you prefer to book over the phone, you can call 0330 111 7230. For more details, booking, and payment, visit the Green Penny website.

It is crucial that you carefully read and strictly abide by the supplier's terms and conditions, as failure to do so may result in automatic course failure. Should you encounter any technical issues with accessing or undertaking the training, please contact the respective supplier directly. Regrettably, such problems are beyond the Council's control, and they will be unable to assist you. Please note that the Council will accept Driver online Safeguarding Training Certificates issued by Barnardo’s prior to 1st April 2025; however, from this date, this course is no longer available.

Stage 5: Submitting Key Personal Documentation

Medical Report

Only a Reigate & Banstead Borough Council medical report form, fully completed by a GP from the medical practice where you are registered, will be accepted by the Authority. The Medical Report Form (PDF) must be downloaded, completed in its entirety, and then stamped, signed, and dated by your GP. Be aware that your doctor may charge a fee for completing this report. When attending your appointment, you must also take photographic identification, as your GP will need to see this. Applications will be delayed if questions are not fully answered, if vital information such as prescribed medication is not provided in Section 9, or if the declarations have not been completed. As a reminder, the Medical Form has been updated, and the previous version ('MED/05. July 2017') will not be accepted from 1st May 2025 onwards. All applicants with diabetes mellitus controlled with insulin must also complete a specific declaration form regarding their condition. This form requires you to upload an independent consultant's specialist report and cannot be submitted without it. Your completed medical report should be submitted with your driver application as instructed in Stage 6 below. You must retain the original document for the entire duration of your licence. The Licensing Authority reserves the right to request the original document at any point during the application process and throughout the validity of your licence. It is your responsibility of driver as the licence holder to keep the Council updated in writing if you are undergoing treatment or have a medical condition that could now, or in the future, impact your safety as a driver, supplying supporting medical reports or letters.

Passport Style Photo

A clear, recent passport-style photograph must be uploaded digitally with your application at Stage 6.

Right To Work in the UK

All drivers are legally required to demonstrate their right to work in the UK. This can be proven with documents such as a British passport or a share code. If you are not a British or Irish citizen, please refer to the Gov.UK 'Prove Right To Work' guidance for acceptable forms of evidence. Should you have limited permission to be in the UK and work, your private hire licence will be issued for a similar limited period, renewable only when you can demonstrate an entitlement to remain indefinitely in the UK.

Stage 6: Completing Your Online Application Form

Once you are fully satisfied that you meet all the requirements to become a licensed private hire driver with Reigate & Banstead Council, have gathered all the necessary documents, and completed all required declarations, you can proceed to make your Private Hire New Driver Application via the designated online portal. This application form is exclusively for new applicants, not for licence renewals.

Important Note: As of 10th October 2024, the online submission form will prompt you to upload digital copies (e.g., picture images or PDF files) of the following documents. It is imperative that you do not commence the application unless you have all these required documents ready, as your application will likely be rejected if incomplete:

• Enhanced DBS Check Certificate
• DVLA Driving Licence (front and back)
• RBBC Medical Report
• British Passport (if applicable)
• Online Safeguarding Training Certificate
• Passport Style Photo

Ensure you have also fully completed and are ready to upload the Residency Declaration and, if applicable, the Diabetes Declaration form. Be aware that all applicants' details will be cross-referenced against the National Register of Hackney Carriage and Private Hire Driver Licence Refusals and Revocations.

The current form allows for the entry of only one previous licence, which should be the most recent. If you have applied for or held any other private hire or hackney carriage licences, including any that were refused, revoked, or suspended, you must email the licensing department with these additional details within 24 hours of your application submission. Upon successful submission of your application, you will receive a confirmation email.

Stage 7: The Private Hire Knowledge Test

A mandatory requirement for all new private hire drivers is to successfully pass a knowledge test. Once you have completed your online application to become a Private Hire Driver with Reigate & Banstead and have received your confirmation email, you will subsequently be sent detailed instructions explaining this crucial step. For more comprehensive information, and to book and pay for the Knowledge Test, please follow the specific link to the Council's dedicated webpage regarding the Knowledge Test.

Stage 8: Becoming a Licensed Private Hire Driver with Reigate & Banstead

The final stage of your application journey culminates once all necessary enquiries have been completed, you have successfully passed your Knowledge Test, and the Council is satisfied that you are a fit and proper person to hold a private hire driver licence with their Authority. At this point, your application will be finalised. Following an administrative processing period, which can vary depending on the volume of applicant numbers, your licence and badges will be created. Due to these fluctuating volumes, the Council is unable to provide specific timescales for this final processing period. Your licence and badge will then be posted directly to the address held on your driver file. Upon receipt of your licence, the Council strongly advises all drivers to meticulously diarise their expiry dates in their phones, calendars, or other reminder systems. It is unequivocally your responsibility as a licensed private hire driver to ensure that your current licence remains valid and that any renewal application is commenced with ample time before its expiry.

Summary of Key Application Requirements & Submission

To provide a quick overview of the essential documents and how they are submitted, please refer to the table below. This checklist should aid you in preparing for your application.

Frequently Asked Questions (FAQs)

How long does the Reigate & Banstead private hire licence application process take?

While efforts are made to expedite applications, please allow at least six weeks for your application to be processed before contacting the Council for updates. The processing period can vary.

Can I save my online application part-way through and return to it later?

No, unfortunately, the online application form hosted by Idox does not have a save function. You must ensure you have all necessary information and digital documents ready to complete the application in one sitting, which is estimated to take around 30 minutes.

What if my Enhanced DBS certificate does not state 'Taxi/Private Hire Driver'?

The Council can only accept DBS certificates that explicitly state 'Other workforce' followed by 'Taxi/Private Hire Driver' in the 'Position applied for' section. Certificates without this precise wording will not be accepted, and your application will be delayed or rejected.

Is it mandatory to sign up for the DBS Update Service?

Yes, Council policy requires all new drivers to sign up for the DBS Update Service within 30 days of their certificate being issued. Failure to subscribe will prevent the Council from carrying out mandatory six-monthly checks, leading to your licence being suspended until a new DBS is provided.

Can any doctor complete my medical report?

No, only a GP from the medical practice where you are registered can complete the Reigate & Banstead BC medical report form. The form must be the updated version, as the previous 'MED/05. July 2017' version will not be accepted from 1st May 2025.

Do I need to disclose spent convictions?

Yes, when applying to be a private hire driver, you must not withhold any details regarding past and current motoring offences, DVLA licence points, or previous convictions from the UK and abroad, including any spent convictions or matters pending.

What if I have lived abroad for a significant period?

If you have lived abroad for six continuous months or more since the age of 16, your residency declaration must be accompanied by a criminal record check or a certificate of good conduct, authenticated by the relevant embassy, for each country visited.

What happens if I don't submit all required documents with my application?

From 2025 onwards, applications that do not have all the correct documentation submitted upfront will be rejected, and an administrative fee will be retained. It is crucial to gather all documents before applying.

When do I take the private hire knowledge test?

You will be sent details explaining the knowledge test step after you have successfully completed your online application and received your confirmation email. You will then book and pay for the test separately.

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