Changes to vehicle register access
The process for dealers and other businesses to maintain access to the motor vehicle register (MVR) has been changed, with users now needing to complete a compliance declaration form rather than submitting an annual report.
The NZTA says the new approach aims to make the yearly reporting requirements less onerous while still capturing the information it needs to ensure companies are abiding by the conditions of authorisation.
Since November 2022, authorised users of the MVR, such as registered motor vehicle traders and fuel sector organisations, have had to provide an annual report to confirm compliance with the agency’s terms and conditions.
This was to ensure those accessing personal information from the register were doing so responsibly and in line with obligations under Section 241 of the Land Transport Act 1998.
The NZTA has now updated its approach and at the end of October notified relevant businesses of the change.
The new form features a series of structured questions that covers areas such as company details, how many staff have access to the MVR and whether logins are individual.
Questions around training and awareness of privacy obligations and consequences of breaches are also included in the form, as are sections on privacy and security processes.
It also covers data handling and consent as the agency seeks evidence of customer consent, data retention policies and the ability to justify plate and vehicle inspection number enquiries.
Businesses have until December 1 to complete and submit the compliance declaration form.
The NZTA says if the form is not completed within the timeframe, or the answers indicate a significant lack of compliance, authorisation will be suspended.
“If the suspension is due to lack of completion of the form, the suspended entity will have a further three months in which they can submit the form to be considered for reinstatement,” it adds.
“If the form remains not completed by March 1, 2026, access will be cancelled.
“If the cancelled entity wishes to regain access after March 1, 2026, they will need to make a new individual application for authorisation.”
The NZTA says it will follow up on the results provided by conducting sample audits during 2026 to verify the information provided in the declaration forms.
“At this point, if requested, the authorised parties may be requested to show evidence to support any of the answers they gave,” it explains. “This may include things such a small sample of data, or internal training materials etc.”
