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Taxis and private hire cars licensing
We licence taxis and private hire cars operating on the Mainland, and the linked South Isles of Burray and South Ronaldsay, including the landfalls in between. Taxis and private hire cars operating in the North Isles, Hoy or Flotta don't need a licence from us, though operators should still make sure they have appropriate insurance.
Taxis and private hire cars can carry up to 8 passengers. Vehicles that carry more than this fall outside our licensing scheme.
Taxis can be hailed in the street and can wait at taxi stances or ranks. Private hire cars can only carry out journeys pre-arranged through their office. We also licence motorised tricycles for private hire use.
Anyone driving a taxi or private hire car must hold the appropriate driver's licence.
Tax checks
If you're applying for an Operator's, Driver's, or Booking Office Licence, you'll need to complete a tax check with HM Revenue and Customs. This has applied in Scotland since 2 October 2023.
- If you're applying for the first time, you must confirm that you're aware of your tax responsibilities.
- If you're renewing your licence, you must provide a valid Tax Check Code as part of your application. We cannot process your application without this.
Related resources
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HMRC Tax Check Factsheet
This document contains information from HM Revenue and Customs (HMRC) about new tax checks that apply when renewing certain trade licences, such as taxi and scrap metal licences, starting from 2 October 2023 in Scotland and Northern Ireland. While first-time applicants do not need to do a tax check, anyone renewing a licence must complete one online via GOV.UK using a Government Gateway account and give the resulting code to their licensing body before their application can proceed.
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Equality Act requirements
Under the Equality Act 2010, as amended by the Taxis and Private Hire Vehicles (Disabled Persons) Act 2022, drivers and operators of all taxis and private hire cars must provide carriage and assistance for disabled passengers. This applies to Operator's and Driver's Licences.
Related resources
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Vehicle Drivers Operators Equality Requirements
This document contains guidance for Orkney Islands Council taxi and private hire car drivers and operators on their legal duties towards disabled passengers. It covers carrying passengers, wheelchairs and mobility aids, providing assistance, helping passengers find pre-booked vehicles, and avoiding extra charges. It also explains booking duties, exemptions, possible offences and fines, and the requirement to carry assistance dogs unless a medical exemption applies.
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Operator's Licence
Vehicles must meet our approved standards for safety and comfort before they can be licensed as a taxi or private hire car.
Before applying, your vehicle must pass a test at our approved testing garage, named in the Standards documents above. You'll need to contact the garage directly to arrange a test, and pay the testing fee to them before the test takes place. Vehicles of any age can be licensed, as long as they pass this test.
You'll also need to provide:
- vehicle registration documents, for a vehicle you own or lease
- proof of insurance, in the applicant's name (or the name of at least one person named on the application)
- an MOT certificate
If the vehicle registration document isn't in your name, you'll need written confirmation from the document holder that they know the vehicle will be used as a taxi or private hire car, along with a copy of the document.
If you'd rather have your insurance broker complete a form instead of submitting your insurance documents directly, you can use our Vehicle Insurance Form.
If you're planning to buy or lease a new vehicle, contact our Licensing Office first to find out what information you'll need.
You can apply for a licence lasting one year, or up to three years.
Related resources
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Vehicle Inspection Standards
This document contains Orkney Islands Council’s standards for testing taxis and private hire cars. It supplements the standard class 4 vehicle testing manual and sets out inspection arrangements, fees, booking notice and retest rules. It explains checks and failure points for vehicle safety, bodywork, interior, tyres, lights, equipment, licence plates, mirrors and performance. It also covers taxi meters and roof signs, including requirements for licensed taxis, and was revised in July 2024.
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Motorised Tricycle Inspection Standards
This document contains Orkney Islands Council’s testing standards for motorised tricycles used as private hire cars. It explains inspection arrangements, fees and approval requirements, including passenger safety equipment, cleanliness, insurance and communication systems. It sets out checks for leaks, cooling, bodywork, interiors, tyres, lights, licence plates, mirrors and performance, alongside relevant Ministry of Transport test standards. The document was revised in July 2024.
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Vehicle-Operator Guidance Notes
This document contains guidance from Orkney Islands Council on applying for and holding a vehicle operator’s licence for taxis and private hire cars in Orkney. It explains vehicle and driver licensing, safety standards, inspections, taximeters, insurance and other documents, fees, licence periods and how applications are assessed. It also outlines operators’ duties, including reporting changes, getting consent for vehicle alterations, returning licences and plates, arranging other permissions, and understanding possible offences, appeals and how application information is used.
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Vehicle-Operator Application Form
This document contains an application form for granting or renewing a taxi or private hire car licence from Orkney Islands Council. It asks for applicant or business details, vehicle information, wheelchair access, operating arrangements, availability, convictions and previous licence history. Applicants must sign a declaration confirming the information is correct and allowing checks with Police Scotland and other relevant bodies. The completed form, fee and supporting documents must be lodged with Legal Services at the Council Offices in Kirkwall.
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Vehicle-Operator Conditions
This document contains the conditions for Orkney Islands Council vehicle operator’s licences for taxis and private hire cars. It covers vehicle safety, inspections, drivers, assistance dogs, insurance, fares, signs, taximeters and required safety equipment. It also sets deadlines for reporting offences, address changes, vehicle sales and damage, including when vehicles must stop operating. Failure to follow the conditions is a criminal offence.
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Motorised Tricycle Operator Conditions
This document contains the conditions for operating a motorised tricycle as a private hire car in Orkney. It covers vehicle standards, inspections, approved drivers, passenger limits, communication, safety clothing, risk assessments and emergency equipment. It also sets rules for insurance, documents, licence plates, advertising, reporting changes and dealing with accidents or damage. Failing to follow these conditions is a criminal offence.
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Vehicle-Operator Insurance Provider Form
This document contains a vehicle insurance certificate for a taxi or private hire car licence. It must be completed and signed by the insurance provider, with details of the insured person, insurer, policy, vehicles and driver limits. The provider confirms that suitable insurance is in place and agrees to tell Orkney Islands Council if the policy ends or its cover changes.
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Vehicle-Operator Application Form (Substitution)
This document contains Orkney Islands Council’s application form for replacing a vehicle on a taxi or private hire car licence. It asks for applicant or business details, information about the replacement vehicle, wheelchair access, operating arrangements, the reason for the replacement and details of the original vehicle. Applicants must choose a permanent or temporary licence, sign a declaration and submit the form with the appropriate fee and documents to Legal Services.
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Driver's Licence
Anyone driving a taxi or private hire car needs the appropriate driver's licence. A taxi driver's licence also covers private hire car driving, but a private hire car driver's licence doesn't cover driving taxis.
Right to work
If you're applying for a driver's licence for the first time, or if you have immigration restrictions on your right to work, you must provide evidence of your right to work in the UK.
Applications requiring this evidence can only be accepted at a pre-arranged, in-person interview with Licensing staff. We'll check, copy and return your documents during the interview.
Related resources
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Vehicle-Driver Guidance Notes
This document contains guidance from Orkney Islands Council on applying for taxi and private hire car driver’s licences. It explains eligibility, required documents and checks, fees, tax requirements, application processing and appeals. It also covers licence conditions, carrying assistance dogs, reporting changes, immigration checks, criminal records, data protection and offences.
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Vehicle-Driver Application Form
This document contains Orkney Islands Council’s application form for granting or renewing a taxi driver’s or private hire car driver’s licence. It asks for personal and driving details, medical fitness, right to work, overseas residence, convictions and previous licences. Applicants must choose a licence type and length, sign declarations, and provide supporting documents such as driving records, photographs, fees, criminal record checks and medical information where needed. An annex lists acceptable documents for right-to-work checks.
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Vehicle-Driver Conditions
This document contains the conditions for Orkney Islands Council vehicle driver’s licences under the Civic Government (Scotland) Act 1982. It covers drivers’ duties when accepting hires, carrying passengers and luggage, using meters, charging fares, maintaining vehicles and handling lost property. It also sets rules on smoking, passenger safety, assistance dogs, taxi ranks and driver conduct. Licence holders must report relevant medical conditions, offences and address changes to the Council within set times.
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Vehicle-Driver Dog Exemption Application Form
This document contains an application form for taxi drivers seeking exemption from carrying guide, hearing and other assistance dogs under the Civic Government (Scotland) Act 1982. It asks for personal and licence details, reasons for exemption, supporting vehicle information, a letter from the applicant’s GP and details of any earlier applications. Applicants must sign a declaration and submit the completed form, fee and documents to Orkney Islands Council Legal Services.
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Vehicle-Driver Mobility Assistance Exemption Application Form
This document contains an application form for taxi drivers seeking exemption from providing mobility assistance under the Equality Act 2010. It asks for personal and licence details, vehicle information, reasons for exemption, medical or physical conditions, supporting letters from a general practitioner, and details of any previous applications. Applicants must sign a declaration confirming the information is correct and allowing its use for licensing, background checks and fraud prevention, then submit the completed form and documents to Orkney Islands Council Legal Services.
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Booking Office Licence
If you take bookings, by any means, from the public for the hire of a taxi or private hire car, you need a Booking Office Licence. You don't need one if you take bookings for 3 or fewer vehicles.
Right to work
Booking office licences cannot be held by anyone without permission to work in the UK. Anyone named on the application, in any capacity, must provide evidence of their right to work in the UK if:
- it's their first booking office licence
- they're being named on an application for the first time, including a renewal
- they have immigration restrictions on their right to work
Applications requiring this evidence can only be accepted at a pre-arranged, in-person interview with Licensing staff. We'll check, copy and return your documents during the interview.
Related resources
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Booking Office Application Form
This document contains the application form for granting or renewing a taxi and private hire car booking office licence from Orkney Islands Council. It asks for details about the applicant, business, premises, vehicles, management, insurance, complaints policy, convictions and previous licences. Applicants must provide supporting documents, including a premises plan, fee, insurance, right to work evidence and, where needed, criminal record checks. The form also covers tax check codes, public notice requirements, declarations and acceptable right to work documents.
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Booking Office Site Notice
This document contains a site notice template for applications to Orkney Islands Council for a taxi or private hire car booking office licence. It records the application date, premises, applicant and day-to-day manager. It explains how to make written objections or representations within 28 days, and states that the notice must be displayed at or near the premises for 21 days.
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Booking Office Compliance Certificate
This document contains a compliance notice for applicants seeking a taxi or private hire car booking office licence from Orkney Islands Council. It confirms that a site notice was displayed for 21 days, or explains why this was not possible, and records any action taken if the notice was removed, hidden or damaged. The completed form must be dated, signed and returned to the Head of Legal Services.
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Booking Office Guidance
This document contains guidance on applying for a taxi and private hire car booking office licence in Orkney. It explains when a licence is needed, the conditions and responsibilities involved, and the documents, fees, insurance, site notice and checks required. Applicants may need to provide proof of the right to work, overseas criminal record checks and a tax check when renewing. It also covers how applications are assessed, possible objections and appeals, offences, licence periods and data protection.
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Booking Office Conditions
This document contains the conditions for Orkney Islands Council taxi and private hire car booking office licences. It covers displaying the licence, supervising the premises, insurance, structural changes and responsibility for staff. Licence holders must record bookings, vehicle registration numbers and drivers, and ensure vehicles and drivers are properly licensed. They must keep records available for inspection, report important changes, maintain public health, safety and cleanliness, and prevent disruption to neighbours.
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Fares
Taxis must be fitted with a taximeter and follow the Scale of Taxi Fares. Private hire cars can fit a taximeter if they choose, but if they do, they must also follow the maximum scale.
We review taxi fares and charges every year. We consult taxi operators and give public notice of any proposed changes, allowing one month for written representations, and notify everyone consulted of the outcome. Operators can appeal a decision to the Scottish Traffic Commissioner within 14 days. A decision has no effect while an appeal is ongoing.
Taxi ranks
We can appoint taxi ranks or stances on any road in our area, or on land we own or have the owner's consent to use. We can also change the number of taxis allowed at a stance, move it, or remove it entirely.
Before appointing or changing a stance, we must consult Police Scotland, our Roads Support Team, and organisations representing taxi operators. We'll also give public notice of any proposal, allowing 28 days for written representations, which we'll take into account before making a decision.
Wheelchair accessible vehicles
We maintain and publish a list of wheelchair accessible taxis and private hire cars, in line with section 167 of the Equality Act 2010.