Almighty Dispatch
Almighty Dispatch
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Compliance

Licensing compliance and your records

For licensing officers, TfL and operators who want to check before they switch: what the platform records for every journey, driver and vehicle, where the data is kept, who can see it, and how you get it out for an inspection.

What every booking record holds

Measured against the records a London operator must keep for each booking under TfL’s operator regulations. Councils outside London set their own conditions, and most ask for the same information.

✓Date the booking was madeRecorded automatically when the booking is created.
✓Date and time of the journeyPickup date and time on every booking.
✓CustomerLinked to the customer record, with any separate passenger name.
✓Pickup and destinationPickup, destination and any stops in between.
✓Fare quotedThe customer fare, with its breakdown.
✓DriverThe driver on the job.
✓Vehicle registrationRecorded from the moment a driver is put on the job and fixed once the passenger is on board. Bookings made before 7 October 2026 do not carry it.
✓Sub-contracted operatorSwitch on “Record jobs passed to another operator” in Job Dialog Setting, and a job you pass out keeps that operator’s name and licence number. Jobs you receive from another operator or job provider keep their source and reference.

✓ recorded on the booking

Drivers, vehicles, complaints and lost property

Drivers

  • Name, address, date of birth, photo and National Insurance number (stored encrypted)
  • Driving licence, badge and checks, each with an expiry date
  • Document uploads and approval, with warnings 30 days before anything expires
  • A warning before you dispatch a driver whose documents, or whose vehicle’s, have expired

Vehicles

  • Make, model, colour and registration
  • MOT, insurance, road tax and vehicle licence, each with an expiry date
  • Copies of each certificate, with 30-day expiry warnings
  • Walkaround checks done from the driver app

Complaints and lost property

  • A complaints log on every job
  • A lost property log on every job

Where the data is kept and who can see it

Stored in London

Your database is hosted in London, in the United Kingdom.

Kept apart from other operators

Every operator’s records are separated by the database itself, not by a promise. One company’s account cannot read another’s, ours included.

Roles and permissions

Owner, dispatcher and viewer roles, with permissions page by page. Owner accounts must sign in with an authenticator app.

Sensitive details encrypted

Driver bank details and National Insurance numbers are encrypted. Uploaded documents are private and open only through short-lived links.

Audit trail

The platform keeps a record of who did what, so you can answer “who changed this, and when?”:

  • Every change of booking status, with who made it and when
  • Changes to prices, promo codes and invoices
  • Driver sign-ins
  • Every action taken by the AI assistant
  • Every time Almighty Dispatch support staff open your account to help you

How long records are kept

Bookings stay on your account; nothing is deleted automatically. You can choose to remove customers’ personal details automatically once they have not travelled for a number of months you set (12 at least), while the booking record stays for your accounts. A customer can also ask to be erased.

If you close your account, you can export your data first. It is then deleted from our systems after a 30-day grace period.

Getting your records out for an inspection

Bookings, customers, drivers, vehicles and company accounts all export to spreadsheet (CSV) files, and the bookings export can be narrowed to the dates you need. Every status change is kept and shown on the driver’s activity timeline.

A licensing question we have not answered?

Licensing officers and operators are welcome to ask us anything about how records are kept. We will answer it straight, including where something is not covered yet.