Annual DBS Checks Taxi and Private Hire Licensing - Leeds City Council
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Annual DBS Checks Taxi and Private Hire Licensing
Background information
In December 2014, Elected Members of the Licensing Committee approved the introduction
of annual on-line DBS status checks as a pre-requisite to the renewal of a Hackney
carriage driver, private hire driver, Hackney carriage proprietor and private hire operator
licence.
I’m a licensed driver/ proprietor/ operator; what does this mean to me?
It is now a condition upon your licence that you subscribe to the DBS update service, allowing
Officers to carry out a quick online status check to ensure your DBS certificate is up to date . Your
licence may be suspended or not renewed unless we have this means of checking for criminal
activity, whether convicted or otherwise.
What is the DBS update service?
The DBS update service lets applicants keep their DBS certificates up to date online and allows
employers, in this case the Taxi and Private Hire Licensing Section, to check a certificate online.
How do I subscribe to the update service?
To register for the service you must first undertake an enhanced DBS disclosure. You can
register for the update service as soon as you have received your application reference
number or you can wait and register with your certificate number when you receive your DBS
certificate. You must do this within 30 days of receiving your certificate.
How much will it cost to undertake the initial enhanced DBS disclosure?
The cost is currently £70.00 (this is subject to change). This is made up of the fee charged by the
DBS directly and the administration fee applied by the Taxi and Private Hire Licensing Section.
You will find further details surrounding the DBS update service on page 4.
How is this beneficial to me?
At £13 per year, registration for the update service is significantly cheaper than undertaking
an enhanced disclosure every year as you may only ever need one DBS certificate (if your
disclosure status remains unchanged). You must however undertake the initial DBS check in the
first instance. Using the update service will reduce the overall cost of DBS disclosures over the
course of your career as a licensed driver.
How can I undertake the disclosure prior to renewing my licence?
You must submit your DBS application online and then contact the Licensing Office to arrange an
appointment which will enable Licensing Officers to check your identification records. You must
also pay the applicable licensing fee at this appointment and your application will be submitted
once we are happy with your identification documents.
A separate document is available to provide guidance on accessing the online form.
2I don’t have access to the internet; how can I undertake the check and register
for the update service?
Online applications are the preferred method for submitting your DBS application and we
strongly encourage you to contact your private hire operator or taxi association to assist you
with this, and registering for the update service, in the first instance.
Please contact the Licensing Office in advance of your renewal becoming due if you will
experience any difficulty in completing the form online.
How quickly will I receive the outcome of my initial DBS check?
In the vast majority of cases the usual timescale of 4–6 weeks will apply for you to physically
receive your DBS certificate.
I have recently undertaken a disclosure. Do I need to undertake another one?
If you registered for the DBS update service at the time of completing a previous DBS
disclosure then you may not be required to undertake a further check. However please note,
your previous disclosure must have been enhanced and state Other Workforce. You must
also present your original DBS certificate.
We will accept an enhanced disclosure from another Local Authority however you must
present us with the original verification documents used at the time of that disclosure.
I have not received any convictions etc that would affect the outcome of my
DBS disclosure; what happens next?
When you present your original disclosure certificate we will check to see if it is clear. We
will process your renewal as usual if that is the case.
I know that previous convictions etc will be disclosed at the time of my
enhanced DBS disclosure; what happens next?
We are entirely reliant on you, the applicant, bringing in your DBS certificate (and unique
reference number) to enable us to begin the decision making process as to whether you are
a ‘fit and proper’ person to continue holding a Hackney carriage or private hire licence.
A points criteria system is used to ensure that decisions are made on hard criteria and are
both consistent and fair in arriving at a decision to grant or not grant a licence. The objective
of the system is to define a ‘fit and proper’ person and to ensure that applicants and/ or
licence holders fulfil the requirement of being ‘fit and proper’ before a licence is issued or
renewed. .All cases will be considered on their individual merits.
What about the Rehabilitation of Offenders Act?
If your conviction is spent in terms of the rehabilitation period required by the Rehabilitation of
Offenders Act 1974, then generally that conviction will not be taken into account and the
points system will not form part of the decision making process. However, there may be
some circumstances where the Council do take into account spent convictions which means
all convictions, cautions, reprimands and final written warnings on your criminal record need
to be disclosed.
3The DBS On-line Update Service
How does it work?
You will apply online to subscribe to the update service at the time of undertaking an
enhanced disclosure and you will receive a unique reference number which you must keep
safe. You will need to provide us with this reference number when presenting your original
disclosure certificate.
How do I add a DBS Certificate to my subscription?
If you applied to subscribe to the update service with your application form, the DBS will
automatically add the resulting certificate to your subscription
How can I let you carry out a Status Check on my DBS Certificate?
You will need to give your written consent , show us your original DBS Certificate and supply
provide us with your unique reference number. We will record the DBS Certificate’s 12 digit
reference on your file. After this we will be able to go online and carry out a Status Check.
How long is the subscription period?
The subscription is for 12 months so you will need to pay the fee every year to stay
subscribed.
How do I pay the subscription fee?
The payment method used by the DBS is a Continuous Payment Authority (CPA) not Direct
Debit. This means you will only be able to pay the subscription fee by credit or debit card, from
within your online Update Service account. Please note: you must ensure that the update
service is kept informed if you get a new payment card. Your annual subscription will be not
be taken if any of your details have changed and this may result in you having to undertake a
full DBS disclosure at the time of renewal. The fee is paid directly to the DBS.
Who can pay the subscription fee?
You or someone else can pay the fee but if you are using someone else’s card you must
have their permission to do so.
How does this decision affect my current licence?
We will be undertaking a rolling programme of contacting existing licence holders prior to the
renewal of your licence to advise when you will need to undertake your enhanced DBS
disclosure.
Further guidance can be obtained from the DBS website:
https://www.gov.uk/dbs-update-service
4Frequently Asked Questions
Q: What is the DBS?
A: The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA)
merged to become the Disclosure and Barring Service (DBS) in 2012. CRB checks are now
called DBS checks.
Q: What is the difference between a standard and an enhanced disclosure?
A: A standard disclosure checks for spent and unspent convictions, cautions, reprimands and
final warnings. An enhanced disclosure includes the same as the standard check plus any
additional information held by local police that’s reasonably considered relevant to the
workforce being applied for (adult, child or ‘other’ workforce).
‘Other’ workforce means those who don’t work with children or adults specifically, but
potentially both, e.g. licensed drivers. In this case, the police will only release information
that’s relevant to the post being applied for.
Q: What identification documents must I submit?
A: You must submit original documents, with all names showing the same spelling, proving
your identity and must try to provide documents from Route 1 before Route 2 or Route 3:
Route 1
You must be able to show:
• 1 document from Group 1
• 2 further documents from either Group 1 or Group 2a or 2b
At least 1 of the documents must show your current address.
Route 2
If you don’t have any of the documents in Group 1, then you must be able to show:
• 1 document from Group 2a
• 2 further documents from either Group 2a or 2b
At least 1 of the documents must show your current address.
If you’re an EEA national who’s been resident in the UK for 5 years or less you may need to be
fingerprinted if you can’t show these documents.
Q: I do not have all of the documents required, what should I do?
A: Please speak to a Licensing Officer who will give you guidance relating to your specific
situation.
5Route 3
Route 3 can only be used if it’s impossible to process the application through Routes 1 or 2.
EEA nationals who’ve been resident in the UK for 5 years or less can’t use Route 3.
For Route 3, you must be able to show;
• a birth certificate issued after the time of birth (UK, Isle of Man and Channel Islands)
• one document from Group 2a
• 3 further documents from Group 2a or 2b
At least one of the documents must show your current address. If you can’t provide these
documents you may need to be fingerprinted.
Group 1: Primary identity documents
Document Notes
Passport Any current and valid passport
Biometric residence permit UK
Current driving licence photo card (full UK/Isle of Man/Channel Islands and EEA
or provisional)
Birth certificate - issued within 12 UK and Channel Islands – including those issued
months of birth by UK authorities overseas, eg embassies, High
Commissions and HM Forces
Adoption Certificate UK and Channel Islands
Group 2a: Trusted government documents
Document Notes
Current driving licence photo card – (full All countries outside the EEA (excluding Isle of
or provisional) Man and Channel Islands)
Current driving licence (full or UK, Isle of Man, Channel Islands and EEA
provisional) – paper version (if issued
before 1998)
Birth certificate – issued after time of UK, Isle of Man and Channel Islands
birth
Marriage or civil partnership certificate UK and Channel Islands
Immigration document, visa or work All countries outside the EEA – valid only if you’re
permit working in the country that issued the document
HM Forces ID card UK
6
Firearms licence UK, Channel Islands and Isle of ManGroup 2b: Financial and social history document
Document Notes Issue date and
validity
Mortgage statement UK or EEA Issued in last
12 months
Bank or building society UK and Channel Islands or EEA Issued in last 3
statement months
Bank or building society Countries outside the EEA Issued in last 3
statement months –
branch must
be in the
country where
you live and
work
Bank or building society UK Issued in last 3
account opening confirmation months
letter
Credit card statement UK or EEA Issued in last 3
months
Financial statement, eg pension UK Issued in last
or endowment 12 months
P45 or P60 statement UK and Channel Islands Issued in last
12 months
Council Tax statement UK and Channel Islands Issued in last
12 months
Letter of sponsorship from Non-UK or non-EEA only - valid only if Must still be
future employment provider you’re residing outside of the UK at time valid
of application
Utility bill UK – not mobile telephone bill Issued in last 3
months
Benefit statement, eg. Child UK Issued in last 3
Benefit, Pension months
Central or local government, UK and Channel Islands Issued in last 3
government agency, or local months
council document giving
entitlement, eg from the
Department for Work and
Pensions, the Employment
Service, HMRC
EU National ID card Must still be
valid
Cards carrying the PASS UK and Channel Islands Must still be
accreditation logo valid
Letter from head teacher or college UK - for 16 to 19 year olds in full time Must still be 7
principal education - only used in exceptional valid
circumstances if other documents cannot be
providedTaxi and Private Hire Licensing
225 York Road
Leeds
LS9 7RY
Tel: 0113 3781570
Email: taxiprivatehire.licensing@leeds.gov.uk
www.leeds.gov.uk/taxidbs
Section Opening Hours
Monday - Thursday 08.00 - 15.30
Friday 08.00 - 15.00
Staff Training 3rd Tuesday in every month
08.00 - 10.00
This guidance published March 2018You can also read
