Motor Vehicle Register

Access to personal information held on Motor Vehicle Register

The following notes only apply to individuals’ names and addresses on the Motor Vehicle Register. They are intended for people and organisations wishing to gain access to this information. People wanting to know about the security of their own information should refer to the NZ Transport Agency website.

These notes do not apply to other information held on the Motor Vehicle Register – such as the names and addresses of companies and other corporate bodies, and vehicle related information. That information is not restricted and is publicly available (subject to payment of a fee) from the NZ Transport Agency (NZTA) and through various commercial suppliers.

Questions and Answers

How can I or my company obtain information about an individual held on the Motor Vehicle Register?

There are three alternatives.

1. If you already know the person’s name and the plate number of the vehicle and only need confirmation that the person is registered in respect of that vehicle you can use the online confirmation service on the NZTA website. The response is either 'yes' or 'no': no other information is released. There is no charge for this service.
2. You may apply to the NZTA which will consider your request using the criteria contained in the Official Information Act. More information about requesting personal information held on the Register is available on the NZTA website.
3. You may apply for an 'authorisation' from the Secretary for Transport. The Secretary for Transport can issue an authorisation to any person to obtain current names and addresses. An authorisation may be for any purpose and subject to any conditions specified by the Secretary. An authorisation may be valid for up to 5 years.

As noted above, names of corporate bodies and vehicle related information are not protected and are available (on payment of a fee) from the NZTA and through various commercial suppliers.

If I obtain an authorisation, can I obtain the 'ownership history' [1] of a vehicle?

No. An authorisation entitles you only to obtain the names and addresses of individuals currently registered in respect of a vehicle. If you want to obtain names and addresses of individuals previously registered in respect of a vehicle you must apply to the NZTA. However, you should be aware that the NZTA does not update details of individuals previously registered in respect of vehicles. The persons listed may have moved or be deceased.

What about individuals who do not want their details released to an authorised user?

Individuals who do not wish their details to be released to a person holding an authorisation can instruct the NZTA not to release their details. This is known as an 'opt-out'. Any person can opt out. No reason is required.

Although the name and address details of opted out persons will not be released under an authorisation, they can be requested from the NZTA and may be released depending on the particular circumstances of the case.

Alternatively individuals may apply for a confidential listing. This confers a higher level of protection than an opt-out but the eligibility criteria are harder to satisfy. In general, confidential listings are granted only in cases where there is a genuine threat to the safety of the individual. For example, persons who had obtained a domestic violence order would be granted a confidential listing as would people covered by witness protection arrangements.

How do I apply for an authorisation for access to Motor Vehicle Register information?

Applicants must answer a number of questions about the nature of their business and their reasons for wanting access to the Register.

Click here for the list of questions which applicants must answer.

Applicants may also provide any additional information which they believe would assist the Secretary for Transport make a decision on their application.

There is no application form. Applications should deal with the questions in the same order that they appear in the list and set out each question in full as a heading to each response.

Applications should be sent to 241applications@transport.govt.nz.

If you wish to submit an application in hard copy please contact this address.

No application is necessary if you qualify as a member of a class for which a 'class authorisation' has been given and if the specified purposes of that class authorisation match your reasons for wanting access to the Register.

What will it cost to make an application?

The application fee varies according to the type of applicant. The fees are as follows:

The fee must be paid to the Ministry of Transport at the time of application. Applications will not be processed unless the correct fee is paid. Payment may be made by internet banking.

The Ministry of Transport’s bank account number is: 03-0049-0003405-01.

The following should appear on the Ministry’s bank statement: 'S241 Appn' in the Particulars field and as much of the applicant’s name as possible in the other fields available.

If you wish to pay by cheque please contact 241applications@transport.govt.nz for instructions. Cheques must be made out to the Ministry of Transport.

You may, in certain circumstances, be entitled to a refund of all or part of your application fee (if for example you withdraw your application).

More information about refunds is available here.

How long will it take my application to be assessed?

The Ministry allows up to 6 weeks from the time of receiving an application (together with full payment of the required fee) to be in a position to provide a ‘draft’ decision to an applicant. This is because applications are required to be sent to three external advisers for an opinion, before being put before a Panel for review. Once a draft decision is made and forwarded to an applicant, the applicant has 14 days to respond to that decision. Any additional information provided by the applicant will be considered carefully before a final decision is made.

Is there a deadline for applications?

No. Applications can be made at any time.

Can a group of similar businesses receive a blanket approval to obtain access to the Register?

Yes, as long as it is for a common purpose. Such approvals are called 'class authorisations'. The purpose of a class authorisation is to allow individual businesses in a particular industry authorised access without incurring the time and expense of making identical applications. In general a class authorisation is granted only where it is in the public interest.

An approved purpose under an authorisation is called a 'specified purpose. If a business which is covered by a class authorisation wishes to access personal information for a purpose which is not a specified purpose, it will have to make a separate application which will be assessed on its merits.

The following industries have been granted class authorisations:

• Financial Service Providers
• Motor Vehicle Traders
• Service Stations

Financial Service Providers and Motor Vehicle Traders

There is a strong public interest in ensuring that these groups, who conduct financial transactions in respect of motor vehicles, have access to information which helps minimise fraud or error. Financial service providers and motor vehicle traders are both subject to legislation governing their respective activities, including registration and Codes of Conduct, which provides greater confidence that these groups will not abuse the privileges afforded by the class authorisations.

The essence of the specified purposes for these two groups is legitimate business transactions relating to the financing, trading and insurance of motor vehicles.

The specified purposes for motor vehicle traders are set out in more detail in a gazette notice available here (PDF, 28.3kb)
The specified purposes for financial service providers are set out in more detail in a gazette notice available here (PDF, 32.7kb)

Service Stations

The public interest in this case is minimising the theft of fuel, as the cost of such thefts is ultimately borne by law abiding consumers.

The specified purpose is 'to trace registered persons in respect of vehicles where the occupants fail to pay for goods or services from a Service Station'.

More detail appears in the Service Stations gazette notice available here (PDF, 35kb)

How will the Secretary decide whether or not to issue an authorisation?

The Secretary is obliged to first consult the Ombudsman, the Privacy Commissioner and the Commissioner of Police on an application, but makes the final decision on an application.

What can you do if you are dissatisfied with the Secretary’s decision?

If you are dissatisfied with a decision made by the Secretary not to issue an authorisation, you may ask the Ombudsman to investigate that decision under the Ombudsmen Act 1975. You also have the option of seeking a judicial review of the decision.

What happens to a person who is granted an authorisation and does not comply with its conditions?

The Secretary may, where a breach has occurred, impose additional conditions on an authorisation or limit its terms, or even cancel it. An example of a breach is where an authorisation is granted for a specified purpose but the information supplied under that authorisation is used for a different purpose.

Such a person may also be in breach of one or more of the Information Privacy Principles contained in the Privacy Act.

What about vehicle safety recalls by motor vehicle importers and manufacturers?

Where a safety recall involves a serious or imminent threat to public safety or the life or health of an individual the information may be released under the Official Information Act without the need to obtain an authorisation.