The Imported Motor Vehicle Industry Association, VIA, has been advised of a privacy breach by one of their member businesses while accessing the Motor Vehicle Register (MVR).
The VIA’s position as a representative body relies on all members maintaining a high standard for record-keeping and security.
The guidelines set out by the VIA are as follows:
- Develop a process that minimises the number of staff who access MVR information (ideally two senior staff, e.g. Sales Manager and Finance Manager).
- Ensure that all other staff who require MVR information must email their request to an authorised user, giving their reason for the request. Save all these emails in a folder on your server, along with the results of the enquiry for audit purposes.
- If the reasons for the enquiry do not comply with the requirements of the Gazette Notice of authorisation, the request should be denied.
- Implement an internal audit process by a director of the business, that will also be recorded and filed on your server.
- As part of this process, any noted breaches of privacy should be immediately notified to the Registrar of Motor Vehicles (NZTA) and the Office of the Privacy Commissioner, and appropriate corrective actions
For the full guidelines click here.
Tagged with: MVR
, new zealand
Yesterday it was announced that NAITA has been approved by the NZTA as an official representative body for access to MVR Vehicle Ownership information.
Since its formation in September last year, NAITA has been working towards formalising itself and becoming an association that offers instant solutions to avoid motor vehicle traders from being excluded from accessing the Motor Vehicle Register (MVR).
While NAITA’s long-term goals include representation for the industry from a technology and data perspective, NAITA president, Mark Greenfield, says that becoming a representative body for MVR access was always intended to be the first goal of the association.
“With this achieved we will now set about growing the membership and turning our attention to other cross-industry technology issues.”
Businesses interested in joining NAITA can visit the website and download a membership form at http://www.naita.org.nz/Membership.
The VIA is calling on its members to update their information to ensure their access to the Motor Vehicle Register is maintained following NZTA changes. Here’s what you need to know.
From 31 October, NZTA’s new rules for accessing the Motor Vehicle Register (MVR) come into effect.
The process is simple, click on the image to get started.
VIA is an approved industry body, so as a member, you do not need to apply for access separately, but the VIA does your correct and up-to-date trading details.
To make sure you comply with MVR access rules, the VIA is asking its members to supply them with up-to-date business information by Wednesday, 11 October 2017.
You can do this by clicking here, or on the image to the right.
If you have any questions, the VIA ask that you contact VIA Technical Manager Malcolm Yorston on 0800 VIA VIA (842 842) or email firstname.lastname@example.org.
VIA has announced it is preparing guidelines for accessing the Motor Vehicles Register (MVR) in preparation for changes to MVR access due to take effect in October 2017.
The New Zealand Transport Agency (2016) first announced there would be changes to the access system in early 2016. Industry participants were encouraged to apply individually or as a part of a recognised association.
The deadline has been extended several times since 2016, and will now expire on October 31. Despite the looming date, it is still unclear how most dealers across the country will access the MVR.
However, VIA has had their application approved, and the Association advises that members implement internal controls within their own organisations as soon as possible so their staff are used to correct procedure by the time the changes come into force.
The current conditions for accessing the MVR as defined by the Gazette Notice are as follows:
- Names and addresses are accessed only by the motor vehicle trader on their own behalf, and solely for their own use;
- names and addresses may only be accessed for a specified purpose;
- the fees charged for the provision of the names and addresses from the MVR are duly paid;
- any instances of unauthorised access must immediately be notified to the Secretary for Transport and the Privacy Commissioner;
- before being permitted to access the MVR under section 241 of the Act, all staff must receive training that emphasises that such access must only be for a specified purpose, and refresher training of all staff must be undertaken at appropriate intervals;
- access must be restricted solely to members of staff for whom authorised access is essential to achieving a specified purpose; and
- the names and addresses obtained under this authorisation shall not be disclosed to any third party unless such disclosure is necessarily incidental to achieving a specified purpose.
VIA has produced some key guidelines for dealers requiring access to the MVR and distributed it amongst their members. These guidelines state that access should be restricted to senior staff members, such as sales or finance and insurance managers. Staff who require access to the MVR, i.e to verify trade-in details or check a change of ownership, should submit a written request, which would be verified and approved by authorised staff and kept on file.
VIA also stressed the importance of an internal audit regime to ensure staff are accessing the registry appropriately and there are no privacy breaches. While some portals may already carry out a similar style of audit VIA recommends dealer principals implement their own internal processes to minimise potential breaches of privacy.