If you are reading this page, you are probably in the transport and storage sector and have recently received a letter from the ICO.
As the UK’s data protection regulator, we are contacting all organisations that appear to need to pay a fee under data protection legislation.
All businesses and other organisations that process personal information should pay the annual data protection fee, unless they are exempt. The fee applies no matter how big, or small, your business or organisation is, although not everyone has to pay the same amount.
If you've paid in the last 14 days, please ignore the letter asking you to pay. If you have paid by card or direct debit, it can take up to 24 hours to receive confirmation. You will need to renew your fee every 12 months.
- What is data protection?
- What is 'personal data'?
- Does data protection apply to me?
- What do I need to do?
- Frequently asked questions
- More information
What is data protection?
The information you hold about your customers and clients is one of your biggest assets. If you want to make the best use of it, you need to be aware of your responsibilities.
Data protection isn’t just about paying the fee. It is the fair and proper use of information about people. Understanding it will help you use that data effectively, so you can provide the products and services your customers want and need. It will also help you use that data safely. Mistakes can be expensive to put right. They can also be damaging to clients and threaten your reputation as a business that puts its customers first.
The UK data protection regime is set out in the Data Protection Act 2018 and the UK GDPR.
What is 'personal data'?
Personal data is information about particular living individuals. This might be anyone, including customers, clients, employees, business partners, members, supporters, business contacts, public officials, or members of the public.
It does not need to be 'private' information – information which is public knowledge, or which is about someone's professional life can be personal data too.
It includes records held electronically (such as on computers, laptops, smartphones, or cameras) as well as paper records, if you plan to put them on a computer or other electronic device or if you file them in an organised way.
Does data protection apply to me?
Yes, if you have information about people for any business or other non-household purpose.
Data protection law applies to any 'processing of personal data', so will apply to most businesses and organisations, whatever their size. But there are some exemptions from the obligation to pay.
What do I need to do?
If you have received a letter from us, quoting your Companies House registration number you must:
Our self-assessment tool will help you work out if you need to pay. We have also added some frequently asked questions below.
If you do need to pay, the online form will ask for your sector. You can choose, but are not limited, to:
- Transport & Leisure, Aviation, Airline
- Transport & Leisure, Passenger Transport, Car Rental
- Transport & Leisure, Passenger Transport, Taxi Driver
- Transport & Leisure, Haulage, Transportation Company
Frequently asked questions
I have CCTV on my business premises for purpose of crime prevention – do I need to pay a fee?
Yes, images of people caught on camera is their personal data. If you record these images to prevent crime, then you would be required to pay the fee.
I have a dashcam on my business vehicle – do I need to pay the fee?
If you have a dashcam that you use for work purposes, on a vehicle that you use for work – even if you own the vehicle - then you will need to pay a data protection fee. Again, images of people recorded on camera – even when in their cars - will be their personal data.
I’m a taxi driver – do I need to pay?
Generally speaking if you are a self-employed taxi driver and have CCTV or a dashcam in your taxi, you are required to pay a fee.
However, you may have a contractual arrangement with your local council where different obligations are required.
If I have a tachograph fitted on my work vehicle – do I need to pay a fee?
No, if a tachograph is used to record information about driving times, speed and distance, this would be covered by the staff administration exemption.
My company is dormant – do I need to pay?
It depends. If your business is dormant and you are not processing personal data electronically, then you’re not required to pay the fee.
However, some businesses and professionals are required to retain some personal data after they cease trading or practicing, as required by industry guidelines. If this applies to you then you probably will need to pay.
Please visit data protection fee exemptions to check.
More information
There is more information about the data protection fee on our website.
There is also lots of information for sole traders and smaller businesses on our SME web hub, to help you understand data protection and how it can help you safely make the most out of the personal data you hold.