Private Hire Car Vehicle Licences
West Lothian Council as licensing authority administers a licensing scheme for private hire cars (PHC). The Council does not restrict the numbers of private hire cars which can be licensed.
The current health crisis has had a significant impact on the processing of licensing applications.
The City of Edinburgh Council has announced that the Taxi Examination Centre (TEC) is closed and has noted the announcement made by the DVSA regarding vehicle testing that MOTs for vehicles will be extended from 6 months as from 30 March 2020.
This means that hire car vehicles can continue to operate until the TEC reopens as long as their licences are still in effect. This means that an application to renew the vehicle's licence must have been lodged with West Lothian Council prior to the expiry of the licence. Once the TEC reopens licence holders of all vehicles which have had extensions to their MOTs will be contacted to present their vehicles for a full compliance check.
For the avoidance of doubt all vehicle licence holders and drivers are still required to ensure that their vehicles meet the conditions of fitness contained in their licence conditions at all times when the vehicle is being operated as a hire car.
Please consult the link below to the Health Protection (Coronavirus) (Restrictions) (Scotland) Regulations 2020 which affect the operation of taxis and private hire cars during the current lockdown:
Renewal applications for both vehicle and driver's licences must be lodged online using our Online Licensing Applications and Fee Payments form. Fees are payable by debit or credit card and customers must supply an email address.
Customers can download a word version of the application form to complete and then upload and will be asked to tick a box to sign the form instead of having to physically sign it. If any customers incur problems in making renewal applications online they should email the team at email@example.com.
We are working to be able to accept other applications and payments online and will update our webpages when this facility is available.
Please note that renewal applications must continue to be submitted prior to the expiry of licences to enable the licence to continue in effect after the date of expiry and whilst the renewal application is processed and determined. Therefore, all licence holders should be aware that failure to lodge timeous renewal applications results in the licence ceasing to have effect on its date of expiry.
However, in line with changes made to licensing law in the Coronavirus (Scotland) Act 2020 the council may treat late applications for renewal as being made timeously on good cause shown if they are submitted within 3 months after the expiry of the licence. If renewal applications could not be made due to the lockdown customers should upload a letter explaining why their application is being lodged late to the online system. Until applications are received licences remain expired if no renewal application was made before the expiry date.
The Licensing Team will contact licence holders about renewals in priority order.
Urgent applications for new licences can be posted to the Licensing Team, West Lothian Council, Civic Centre, Livingston EH54 6FF along with cheques or postal orders for payment of any fee required and copies of all required supporting documentation. However, we are working to be able to accept online applications to speed up the process so if your application is not urgent you may wish to wait until that is available.
If you are unable to post your application and fee please contact the Licensing Team by email. Please be aware that there will likely be delays in the processing of applications due to changes in working conditions at present.
Applicants for new vehicle licences or those who wish to apply to replace their existing vehicles should note that these applications cannot be determined at present as vehicle testing cannot be undertaken, so you may wish to delay making your application at present until testing facilities reopen.
Optima Healthcare who undertake medical assessments on behalf of the council has suspended all assessments at this time as a result of the Coronavirus pandemic.
Therefore, medical assessments of hire car drivers in West Lothian cannot be carried out currently and it is unknown at this stage how long this will last. As a result, the council has agreed to temporarily relax the requirement for hire car drivers to hold a current certificate of medical fitness if required by the DVLA group 2 guidelines whilst medical assessments cannot take place for those drivers who can certify that they are fit to drive.
In the meantime, the Licensing Team will attempt to contact all affected drivers to ask them to self-certify. However, the team currently has very limited access to telephones (and cannot receive calls) so we would ask that all drivers waiting to hear about medicals contact the team by email to provide an email address if they have not already done so.
Instead of attending a medical assessment, all drivers who are continuing to operate as hire car drivers and have a scheduled medical appointment or whose current certificate of fitness is due to expire in the coming months will be contacted by the Licensing Team and asked to certify that:
- They have no new medical conditions that would affect them driving a licensed hire car vehicle, including any of the conditions listed in the application form and any other conditions; and
- They are currently managing any pre-existing conditions which they suffer from in line with medical advice, and
- They are following government guidance on coronavirus and will cease driving for the required period as required by that guidance, and
- They acknowledge that if they suffer from, or are diagnosed with any new medical condition which may affect their fitness to drive a licensed vehicle (see the list of conditions in the hire car driver application form) they must report that information immediately to the Licensing Team (in terms of condition 58 of the taxi driver's licence conditions and condition 54 of the private hire car driver's licence). The Licensing Team will review that information and decide what steps are required to be taken in light of the information disclosed. Any driver requiring to disclose such information to the Licensing Team must do so by using the online form.
- They understand that when medical assessments are able to resume they will be contacted by the Licensing Team to arrange a medical appointment to undergo an assessment with a view to obtaining an up-to-date medical certificate of fitness
If drivers do not respond to contact from the Licensing Team or cannot answer yes to all the certification questions, consideration will be given to suspending those licences until further medical assessments can take place.
If drivers are not intending to drive a hire car at present they should post their ID badge and licence to the Licensing Team at the Civic Centre (the office is currently closed to the public) and indicate whether this is a temporary surrender of their documents or if they want to permanently surrender their licence.
The Team are able to provide general guidance on the scheme but cannot assist you to complete your application form or provide legal advice on whether a licence is required. You should seek legal advice from a solicitor or advice centre if you are unsure as to whether you require a licence.
You can licence either a saloon type vehicle with exactly four passenger seats (type 1 PHC) or a larger type vehicle with exactly 8 passenger seats (type 2 PHC) which is fitted with a passenger lift and meets an accessibility standard so that it is capable of carrying passengers travelling with wheelchairs and other disabled passengers.
A type 1 PHC must meet the following criteria;
- saloon or saloon derivative vehicle (such as an estate model based on a saloon vehicle)
- have a minimum of four doors
- have exactly four passenger seats
- have a minimum back seat cushion width of 125cm
- have a maximum CO2 emission level of 150g/km for diesel vehicles or a maximum CO2 emission level of 165g/km for petrol vehicles (have a minimum engine size of 1400cc unless it is an electric or hybrid vehicle
A type 2 PHC must meet the following criteria and accessibility standard;
- be fitted with a passenger lift
- is based on a different model of vehicle from those vehicles listed on the approved list of taxi vehicles Taxi Vehicle Licences
- have a maximum CO2 emission level of 225g/km
- hi-visibility interior upholstery and interior grab rails (passenger seating must contain hi visibility panels which should be a permanent feature of the seating rather than seat covers)
- a retractable step
- a hearing loop system
In recognition of the difficulties in assessing the emission level for Type 2 PHCs which do not have an emission level on the V5, the position is -
- If the emission level is stated on the V5 for the vehicle then TEC will rely on that and not accept any other evidence of the emission level
- If there is no emission level stated on the V5 for the vehicle, in such cases only, TEC would consider that having the vehicle reset to comply may be acceptable provided this is done by a properly qualified garage and evidence of work done is provided to the satisfaction of the Senior Vehicle Examiner. This should be in the form of a headed receipt from the garage confirming the emission level and details of the work carried out to the vehicle
There is no age limit in relation to private hire car vehicles.
In addition, all PHCs must hold a valid European Whole Vehicle Type Approval as an M1 vehicle or such equivalent amended certification as issued by the Vehicle Certification Agency or its successors, in relation to Type 2 PHCs they must hold low volume type approval or such equivalent amended certification as issued by the Vehicle Certification Agency or its successors, must comply in all respects with the requirements of all Acts and Regulations relating to motor vehicles and comply with the following accessibility standard to the satisfaction of the Cab Inspector.
All vehicles are tested at the Taxi Examination Centre, Murrayburn Road, Edinburgh and for the avoidance of doubt like all of the hire car conditions of fitness a vehicle must comply with these conditions to the satisfaction of the senior examiner.
You can apply to licence a vehicle which does not meet the Council's specification for private hire cars. However, you need to include with your application a letter providing reasons why you believe the Council should consider departing from its policy in your case. If your request is based on medical grounds you should include with your application a medical report supporting your application for a particular type of vehicle which the Council is obliged to consider as a reasonable adjustment under the Equality Act 2010. All applications to licence vehicles which do not meet the specification will be referred to the Licensing Committee for determination and can be expected to take several months to be determined as additional reports will need to be obtained. As with all licensing applications, if your application is refused no refund of the fee will be given.
If you want to apply for a licence you must submit an application form along with the required documents and the appropriate fee.
Application forms which have guidance notes attached to them and a list of fees are available from the downloads section of this page. You should read the guidance notes carefully before completing your application form.
There are two separate application forms. One is for persons applying for a licence as an individual and the other is to be completed by applicants who are companies, partnership or organisations.
All applications are copied to the Cab Inspector at the Taxi Examination Centre. Mandatory background checks will be carried out on all applicants by Police Scotland and applicants' details will be retained on computer. You will be contacted once vetting is complete and given a date for your vehicle to be presented to be tested at the Taxi Examination Centre.
Applications which do not attract any adverse comments/objections are granted by the Chief Solicitor under delegated powers. All other applications require to be referred to the Licensing Committee for determination. You will be advised if your application is being referred to the Licensing Committee. The Committee meets on a monthly basis.
We have nine months in which to determine your application however the majority of renewal applications are determined within 60 days. Applications for new licences take longer to be determined as the vehicles have to be allocated a test date by the Taxi Examination Centre which may take between 6 and 12 weeks depending on availability of test slots at the Taxi Examination Centre.
After a successful test a certificate of compliance for the vehicle will be issued by the Taxi Examination Centre. The Taxi Examination Centre will then advise the Licensing Team of this and following that the licence can be granted under delegated powers. Once the licence has been granted you will be contacted so you can arrange to attend at the Taxi Examination Centre to collect the vehicle licence plates to allow you to start operating the vehicle.
In relation to applications for new licences the vehicle licence plates cannot be issued until the licence has been granted. In relation to renewal applications the vehicle cannot be tested and issued with licence plates until a competent renewal application has been made. A copy of the receipt for the renewal application must be presented at the Taxi Examination Centre before the test can take place. All licence holders and drivers must be familiar with the licensing conditions before operating hire car vehicles. These are available from the downloads section of this webpage.
A private hire car licence is issued for a period of 1 year for both the grant or renewal of a licence.
The standard conditions for private hire car licences and the conditions of fitness for private hire cars can be found in the downloads section of this page.
Guidance is available from the downloads section of this webpage.
If you are a current licence holder and want to replace your vehicle, you must submit the appropriate replacement vehicle application form along with the appropriate fee.
Application forms which have guidance notes attached to them are available from the downloads section of this page. You should read the guidance notes carefully before completing your application form.
If you are a current licence holder and are considering varying any of your hire car conditions in relation to your vehicle, to do this you need to make a variation application using this formand pay an administration fee, in relation to an amendment to your licence. Please note that a separate application must be made for each licence which you wish to be varied. A list of fees can be found in downloads section of this page.
Once your application form and fee are received a copy of your application will be sent to the Taxi Examination Centre for the views of the Senior Vehicle Examiner and the Cab Inspector. If there are no adverse comments received from either officer the licence can be varied by the Chief Solicitor using delegated powers.
However if any adverse comments are received the application would then need to be referred to the next suitable Licensing Committee for a decision to be taken. If your application needs to go to the committee the whole process may take two to three months depending on how long it takes for the TEC to respond. If your variation application is referred to committee you will be invited to attend the meeting to explain to the committee why you believe your application should be granted.
If you are applying for a new licence or to renew or replace your vehicle on an existing licence and wish to request that any of the standard conditions be varied you can request that at the time you make your application without making a separate variation application. You should include a letter with your application form explaining what condition you wish varied and the reasons for that. The procedure is the same as for variation applications and if any adverse comments are received the application would then need to be referred to the next suitable Licensing Committee for a decision to be taken on the grant or renewal of the application including your request for the conditions to be varied.
You should be aware that if your application requires to be referred to the Licensing Committee that this will delay the determination of your application as your vehicle will not be tested until application has been considered by the committee.
The legislation does not allow licences to be transferred apart from on a temporary basis when a licence holder dies
If you hold a private hire car licence as an individual and wish that licence to be held in the name of your company or partnership you can make an application for a new licence for that vehicle in your business name and surrender the existing licence once the new licence is ready to be granted. There are separate application forms for businesses. This would also apply if a licence is currently held in a company name and you wish that licence to be held in the name of an individual. There is a separate form for an individual.
Despite the fact that you already hold a licence for the vehicle the application must be dealt with as a new application and you should note that as for all new applications there will be a delay in having the vehicle tested. In addition, if you have previously had your licence varied to change any of the conditions you will need to include with your application a letter explaining which of the conditions of fitness you wish varied and why, see paragraph 3 of the guidance notes attached to the application form. This can also delay the processing of your application. You should seek legal advice regarding this
You should notify us as soon as you can if your details change or any of the information given in your application becomes out of date due to a change in your circumstances.
If you no longer wish to hold your licence you can surrender it to the council at any time by returning your licence together with a letter stating that you wish to surrender it. If you surrender your licence it will cease to have effect.
The Council has a policy in relation to the installation of CCTV in a licensed private hire car vehicle.
CCTV is defined in the conditions as "an electronic security system capable of recording and storing a record of entry or exit of passengers either by way of video or digital images". Schedule D of the hire car conditions contains the approved specification and conditions which will be imposed following an application being granted.
An application form must be completedand lodged with the required fee as detailed in the guidance notes attached to the form. If the specification of the system you wish to install complies with the minimum specification, your application will be able to be granted using delegated powers once a report on your application is obtained from the Taxi Examination Centre (TEC) confirming this and your vehicle is successfully tested at TEC once the system has been installed.
If you wish to install a CCTV system which records passengers but which does not fully comply with the specification in Schedule D that may need to be referred to the Licensing Committee in the same way as any other application which is outwith policy. If this is the case it would be helpful if in making your application you could include a letter providing details of the specification of the system you wish to install and detailing why the committee should consider varying the specification in your case to allow you to install a system which does not comply with the specification. Technology has moved on since the specification was drawn up and reports from TEC and Police Scotland will be requested for comments on whether a system which does not fully comply with the specification should be permitted.
If adverse comments are received your application would need to be referred to Committee for a decision to be made and you will be invited to attend a meeting to put forward your case. If no adverse comments are received your application should be able to be granted using delegated powers once the vehicle is successfully tested at TEC after the system has been installed.
Systems such as dashcams which do not record passengers
In terms of the hire car conditions approval is required from the TEC to install any additional fittings on a licensed vehicle. If you intend to install one of those types of systems, you should email or write to the Licensing Team detailing the type of system you are proposing. This information would be forwarded to the TEC for consideration. If the TEC have no adverse comments to make regarding the installation you would be advised to proceed with the installation and asked to make arrangement with TEC to take your vehicle for inspection of the systems when installed. There is no application process or fee for the approval of this type of installation.
Complaints regarding private hire vehicles may be made to the Licensing Team. These should be made in writing by email to firstname.lastname@example.org or letter and give all the information you can about the nature of the complaint and include the date, time and location where the vehicle was giving cause for concern.
All complaints which are received in writing, either by letter or email are referred to the Taxi Examination Centre (TEC) for investigation. If your complaint involves an allegation that an offence has been committed you must report this first to Police Scotland by calling 101 or attending at a police station. Once you have a crime reference number you should make your complaint to the Licensing Team and include the crime reference number.
Complaints regarding unlicensed private hire vehicles should be made to Police Scotland by calling 101.
The Taxi Examination Centre are based at 33 Murrayburn Road, Edinburgh, EH14 2TF and can be contacted by telephone on 0131 529 5800 or by email TEC