The Private Hire Vehicles (London) Act 1998

Abstracts of Law

Records Kept by PHV operators (s4 1998 Act, Regulations 10-16 Operators Regulations)

1. Bookings

As a Licensed London Private Hire Operator, it is Data Cars duty to keep records of bookings on computer which can be printed on demand.

Booking records must include the details of any booking accepted by an operator and must include particulars such as date on which the booking was made and, if different, the date of the journey, name or other identification of person whom the booking is made for, or if more than one person, the name or other identification of one of them, time and place of collection, destination, any fare quoted, name or other identification of driver carrying out the booking, the registration number or other ID of the vehicle carrying out the booking and where the booking was sub-contracted.

2. Vehicles

As a Licensed London Private Hire Operator, Data Cars must also keep records of private hire vehicles which are available to carry out bookings accepts the centre. Particulars of vehicle records to be kept include, make, model and colour of vehicle, registration mark, name and address of registered keeper, copy of MOT certificate (where required), copy of insurance certificate, date when vehicle became available and, where applicable, the date when vehicle ceased to be available.

3. Drivers

As a Licensed London Private Hire Operator, Data Cars must keep records of the driver which contain particulars of surname, forenames, address, date of birth, national insurance number, photocopy of the drivers licence, photocopy of the drivers PHV driver's licence, a photograph of the driver, date when he became available to the operator and, where applicable the date when he ceased to be available.

4. Complaints

As a Licensed London Private Hire Operator, Data Cars are required to keep particulars of complaints made in respect of any private hire bookings accepted by them. Particulars of complaints to be kept include the date of the booking, the name of the driver who carried out the booking, the vehicle registration mark of the vehicle used to discharge the booking, name of the complainant and any contact details provided, nature of the complaint and details of any investigation conducted and subsequent action taken as a result.

5. Lost Property

As a Licensed London Private Hire Operator, Data Cars must keep particulars of any lost property found at the operating centre or in the private hire vehicle used to carry out a booking. The particulars to be recorded include date on which the property is found, place where it was found, description of the item and evidence to show attempts made to return the property. If the property was not claimed, the operator should disclose how it was disposed of. PHV operators must keep records of particulars of reported lost.