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Search Applications

Search applications (Requests for information)

Description

A range of people and organisations request information from the Motor Vehicle Registry for various reasons including:

  • vehicle accidents
  • checking licence details
  • checking the registration status of vehicles.

Only requests within the following guidelines will be allowed.  A fee may apply.
When a customer requests information about another person or organisation, the request may be subject to the Right to Information Act.

Providing information to people outside the Registration and Licensing Branch


Personal details regarding registration and licensing information can be given to people outside the Registration and Licensing Branch only in the following circumstances.

  • With the written permission of the customer concerned.
  • To a customer who is actually involved in a motor vehicle accident (witnesses cannot apply) and who needs to identify another party to the accident. Customers are required to supply a copy of the Police Accident Report or proof that a claim for the accident has been lodged with an insurance company (letter from the insurance company).
  • To lawyers who provide a signed authority from their customer for the release of information relating to that customer, and who give an undertaking that the information will be used only in conjunction with their customer for the commencement or undertaking of legal proceedings.
  • To law enforcement agencies or other government agencies who have authority to request and receive information.
  • To other registration and licensing authorities. Registration and licensing information held by an authority in one jurisdiction is generally released to the registration and licensing agencies in other States and Territories for registration and licensing purposes.
  • To employers of professional drivers of heavy vehicles and employees employed to drive or operate heavy vehicles, who have written authority from an employee to check the employee licence status only.

The provision of information about a customer's demerit points must be in accordance with the Commonwealth Privacy Act 1988, Section 14.

Requests for personal information

Customers can check personal details  contained in the Motor Registry System. The information can be given orally or in writing provided a current Tasmanian photo licence or Full Proof of Identity is provided.
If the information is provided in writing a fee is payable.

Phone requests

When customers phone to check details from their own record (for example the expiry date of their licence or the number of current demerit points). Customers will be requested to provide their full name, date of birth, and licence or registration number to establish proof of identity.
This is particularly important if details of convictions, demerit points or the licence number are requested.

If there is any doubt, the customer will be asked to come in to a Service Tasmania shop and provide a current Tasmanian photo licence or Full Proof of Identity.

Mail requests

If a customer writes in requesting information and the address given is the same as the address in the register, then no proof of identity is required. If there is any doubt, then customers will be asked to come in to a Service Tasmania shop and provide a current Tasmanian photo licence or Full Proof of Identity.

Personal attendance

A current Tasmanian photo licence or Full Evidence of Identity is required before personal details are provided. (E.g. provision of the expiry date of a licence or the number of current demerit points.)

This is particularly important if details of convictions, demerit points or the licence number are requested. A fee is payable for this information except in the case of a demerit point or motor vehicle security search.

Pre-employment requests

Employees may access their current licence information for an employer and grant the employer occasional access to their licence status for up to 12 months by completing the prescribed form. This applies to professional drivers of heavy vehicles only. The form must be forwarded to the

Registrar of Motor Vehicles for a reply. A search fee will apply. Employee Application Form.

Requests for information about another person or confirmation of information

Personal information about a customer cannot be provided to anyone other than the customer themselves. Staff of Service Tasmania and the Registration and Licensing Branch can confirm on a "yes or no" basis the registered operator of a vehicle, however, NO address information is to be released in any circumstance.

Vehicle security enquiries

For enquiries about securities on a vehicle, customers can be provided with the vehicle type, make, engine number, colour, registration status, the name of the person who holds the security and the security reference number.

Security, registration status and related information is available:

  • directly on the Department of Infrastructure, Energy and Resources at Vehicle Registration Status Enquiry
  • at Vehicle registration status
  • at Vehicle security interests.

Law enforcement agencies

Tasmania Police have on-line enquiry-only access to the Motor Registry System. The Information Officer at the Registration and Licensing Branch deals with any requests for information outside this (for example requests for court certificates).
Interstate law enforcement agencies can have access to registration and licensing details provided the request is in writing.

Lawyers and insurance companies

Information can be made available provided the request is in writing, on their firm's letterhead, and with a signed authority from their customer.  Information released can only be used in relation to the commencement or undertaking of legal proceedings.

If the request is made by a customer (and they produce the necessary documentation from the lawyer or insurance company) the information must be sent directly to the lawyer or insurance company rather than be given to the customer.

Employer requests for occasional information

Employers of professional drivers of heavy vehicles or drivers employed to drive or operate a heavy vehicle, may request occasional licence status of employees up to four times in a 12 month period. The employee must have completed an Employee Application Form that is current.

Each application for information by an employer must be on the prescribed Employer Application Form.  The form must be forwarded to the Registrar of Motor Vehicles for a reply.

The employer will be advised if a listed employee has had their licence suspended, cancelled or expired.
A search fee will apply for each individual search.
Employer Application Form.

Others

Information can be given to the following agencies, provided that they make a formal request:

  • local government
  • interstate local government
  • the Ombudsman
  • the Department of Justice
  • the Australian Taxation Office
  • Centrelink.

Right to Information (RTI) requests

If a customer is denied access to information in the form of one or more documents they should fill in a Right to Information application form, and pay the fee.  The request will be handled by the RTI Officer. Contact number for the RTI officer is (03) 6233 3142. Written requests can be made.

Implied consent

Consent for the release of information can be implied by the Registration and Licensing Branch if the Branch has informed the customer of:

  • the purpose for which the information is being collected
  • the basis on which collection of the information is authorised or required
  • the types of organisations to whom the information may be disclosed.

Customer provides

The customer needs to undertake the following through Service Tasmania shops

  • completed Release of Information application if applicable
  • provide their current Tasmanian photo licence or Full Evidence of Identity 
  • court order if applicable
  • letter for a solicitor/lawyer if applicable
  • Sheriff's Office letter if applicable
  • police report if applicable
  • Insurance letter if applicable
  • accident report if applicable.


Customer receives

The customer will receive:

  • receipt for any payment
  • search certificate if applicable
  • information if available.

Payment

The customer needs to pay:

  • the registration search fee if applicable
  • the licence search fee if applicable.