Platinum Chauffeurs Group

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Guildford Borough Council Operator Compliance

(GBC - Guildford Borough Council)

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The GBC policy prioritizes public safety, trust, and local control, establishing a high bar for the "Fit and Proper Person" test. Operators must act with absolute honesty and integrity throughout the application and licence periods, fully disclosing any relevant personal or business information.

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Key Compliance Concerns for Platinum Chauffeur Group

The "Trinity" and Local Control: Platinum Chauffeur Group must primarily use GBC-licensed vehicles and drivers if operating under a GBC license. The Council expects at least 75% of journeys commencing or finishing in Guildford to be completed by GBC-licensed vehicles (or pre-booked GBC hackney carriage vehicles).

Fit and Proper Test: This is paramount. The operator must be deemed trustworthy enough to handle sensitive customer information (e.g., family movements, holiday plans) and must demonstrate procedures for safeguarding, equalities, and public safety.

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Staff Vetting and Training: All staff with public contact, access to booking records, or vehicle dispatching responsibilities must have a Basic DBS check and evidence of the right to work in the UK. Operators must provide written policies on employing ex-offenders in these roles. Mandatory training includes Data Protection, Emergency Procedures, Complaints, Lost Property, and Young/Vulnerable Customers.

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Record Keeping: Strict, tamper-proof, and electronic record-keeping systems are mandatory, covering vehicles, drivers, and every booking detail. Records must be retained for 24 months and provided to GBC electronically upon request.

Trading Name & Advertising: All advertising (websites, apps) must clearly state the registered operator name and GBC licence details. The trading name must not include "taxis" or similar words.

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Duty to Update: The Council must be notified in writing within seven days of any change in contact details or operating address. The Council must be notified within 48 hours of any conviction, caution, arrest, or criminal proceedings.

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Platinum Chauffeur Group: Public Compliance Mandate

This mandate serves as the public-facing commitment of Platinum Chauffeur Group to the standards set by Guildford Borough Council (GBC), ensuring absolute adherence to local licensing regulations and the highest levels of public safety and integrity.

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1. Safety and Integrity (The "Fit and Proper" Standard)

Platinum Chauffeur Group is committed to meeting the GBC's "Fit and Proper Person" requirement at all times.

• Trust and Confidentiality: We treat all customer data—including travel itineraries, contact details, and personal information—with the utmost confidence. Staff are strictly prohibited from using or disseminating customer information for any unauthorized or unacceptable purposes.

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• Honesty and Disclosure: We and our staff pledge to act with honesty and integrity at all times. We will fully and accurately disclose any requested information, including matters concerning investigations, warnings, or convictions, to the Council.

• Legal Compliance: We ensure every aspect of our operation fully complies with all GBC licensing conditions, UK road statutes, and the Immigration Act 2016.

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2. Driver and Staff Vetting Procedures

Our recruitment and management systems are designed to exceed GBC safeguarding expectations.

• Mandatory Checks: All staff involved in booking, dispatch, or public contact must undergo a Basic Disclosure from the Disclosure and Barring Service (DBS) check.

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• Right to Work: We rigorously verify the statutory right to live and work in the UK for all employees, maintaining a clear register of proof of status.

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• Ex-Offender Policy: We maintain a written policy on the employment of ex-offenders in roles with access to customer data or dispatch oversight, ensuring no undue risk to public safety or safeguarding is present.

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3. Mandatory Staff Training and Competence

We maintain a complete record of mandatory training for all relevant staff. Refresher training is provided at appropriate intervals covering the following critical areas:

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• Data Protection: Ensuring the security and confidentiality of all customer records.

• Emergency Procedures: Protocols for managing breakdowns and safety incidents.

• Customer Care: Procedures for handling Customer Complaints and managing Lost Property.

• Vulnerable Users: Specific training on Young and Vulnerable Customers and Equalities awareness.

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4. Vehicle Licensing and Local Control (The "Trinity")

We maintain operational standards that support the GBC's requirement for local control and service quality.

• Licence Trinity: We ensure that every private hire vehicle we despatch is driven by a person and is licensed by the same Authority that issued our Operator's Licence.

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• GBC Vehicle Utilization: We commit to ensuring that at least 75% of journeys originating or terminating in the Guildford Borough are completed by GBC-licensed private hire vehicles, ensuring compliance with local standards.

• Sub-contracting: If a booking is sub-contracted, the customer is informed, the price is fixed, and a clear record of the transaction is maintained.

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5. Record Keeping and Data Integrity

We utilize approved, tamper-proof electronic systems to record and retain all operational data.

• Mandatory Records: We keep accurate, permanent, and legible records for a period of not less than 24 months for all vehicles, drivers, and bookings.

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• Booking Details: Prior to each journey, we meticulously record the passenger's name, contact details, number of passengers, luggage details, disability information (if applicable), full itinerary (pick-up/drop-off), date/time of booking, vehicle/driver details, and the price quoted.

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• GBC Access: All records are available for immediate inspection by any Authorized Officer of the Council or Police Officer at all reasonable times without notice. We have the capacity to send these records electronically upon request.

• Theft Reporting: Any loss of records due to theft or other means will be reported to the Council in writing within 24 hours and immediately to the Police if theft is suspected.

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6. Advertising and Updating the Council

We adhere to all administrative requirements regarding our public presence and communication.

• Trading Name: Our official trading name, Platinum Chauffeur Group, does not contain the word "taxis" or any similar reference.

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• Advertising Transparency: Our website, mobile apps, and all advertising clearly display our registered operator name and the Guildford Borough Council licence details.

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• Change of Circumstances: We pledge to notify the GBC Licensing Team in writing within seven days of any change in our name, address, or contact details.

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• Incident Reporting: Any conviction, caution, fixed penalty notice, arrest, or criminal proceedings involving the licence holder will be reported to the Council within 48 hours.