Request licence or registration information

If VicRoads has a licence record of a person, the person to whom the record relates may apply for it. This includes:

• driver licence or learner permit holders
• a person who has never held a licence permit but has a driving record (e.g. driving offences recorded) in Victoria
• a person who has previously held a driver licence/learner permit and it has expired, or been cancelled, suspended or disqualified.

Request by telephone, fax or email

VicRoads must be satisfied that the enquirer is the person to whom the information relates. Information will be disclosed if VicRoads is able to establish the identity of the enquirer, who must in addition provide:

• name, address and date of birth recorded on VicRoads Driver Licensing System
• driver licence/learner permit number (if current licence holder) or is able to describe a driving offence (if a non-licence holder).

Information requests made by mail, fax, email or phone will be mailed to the record holder’s address as recorded with VicRoads. Limited information may be provided verbally by phone where there is no fee involved.

Application in person, or at a VicRoads counter

VicRoads must be satisfied that the enquirer is the person to whom the information relates. Information will be disclosed if the applicant can provide:

• evidence of identity and
• record search application form [PDF 108 Kb] appropriately completed.

If evidence of identity cannot be provided, then the enquirer must provide:

• name, address and date of birth recorded on VicRoads Driver Licensing System
• licence / permit number (if current licence holder) or
• description of driving offence (if a non-licence holder).

Evidence of identity requirements are necessary to get information at the counter, otherwise the information will be mailed out to the record holder’s address as shown on VicRoads records.

If VicRoads has a record of a person or company, the person or company to whom the record relates may apply for it. This includes:

• registered operators
• a person or company who has previously had a vehicle registered and it has been transferred or cancelled.

Request by telephone, mail, fax or email

VicRoads must be satisfied that the enquirer is the person, or represents the company, to whom the information relates. If VicRoads is satisfied of this, then information may be disclosed if the applicant provides:

• name, address and vehicle make and type recorded on VicRoads Vehicle Registration Identification System (VRIS)
• registration number (if currently registered) or is able to provide the engine, chassis number/VIN (if unregistered).

Information requests made by mail, fax, email or phone will be mailed to the record holder’s address as recorded with VicRoads. Limited information may be provided verbally by phone where there is no fee involved.

Application in person, or at a VicRoads counter

VicRoads must be satisfied that the enquirer is the person, or represents the company, to whom the information relates. Information will be disclosed if the applicant can provide:

• evidence of identity
• authority to get the information** (in the case of a corporation), and
• record search application form [PDF 108 Kb] appropriately completed.

If evidence of identity cannot be provided, then the enquirer must provide:

• name, address and vehicle make and type recorded
• registration number (if currently registered) or is able to provide the engine, chassis number/VIN (if unregistered).

Evidence of identity requirements are necessary to obtain information at the counter, otherwise the information will be mailed out to the Registered Operator’s address as shown on Vehicle Registration Information System.

**Authorisation in writing on company letterhead or evidence that the enquirer is a director of the company recorded as the Registered Operator.

Section 306 of the Marine Safety Act 2010 allows the disclosure or use of information:

• in connection with the administration of the Marine Safety Act 2010 or the regulations, or
• for the purposes of any legal proceedings arising out of the Marine Safety Act 2010 or the regulations or for the purposes of any report of such proceedings, or
• made at the direction of the Minister for Ports, or
• made in circumstances in which the person believes on reasonable grounds that the disclosure or use is necessary to prevent or lessen a serious or imminent threat to the life or health of one or more people, or
• if the disclosure or use is required or authorised by law.

Release of information requirements are identical with the requirements for release of information for motor vehicles. All requests for information relating to information on marine vessels must be forwarded in writing to VicRoads Licence and Registration Services.

Before buying a vehicle you can check the vehicle registration online, otherwise a person may apply by phone, mail, email, fax or in person (applicants in person must complete a record search application form [PDF 108 Kb]).

In all cases, to obtain information the applicant must provide the registration number and the make and body type or other details that will allow VicRoads to confirm that the registration details match the vehicle in question.

Information that may be released

Vehicle information that is not regarded as personal or commercially sensitive may be released without the written consent of the owner/operator.

Any person holding a Power of Attorney over an individual is regarded as the individual to whom the information relates with regard to access to information held by VicRoads.

A General Power of Attorney confers on the attorney under the power, or if there is more than one attorney, on the attorneys acting jointly or severally, authority to do on behalf of the donor anything (other than delegate his/her powers under the power of attorney) which s/he can lawfully do by an attorney.

An Enduring Power of Attorney confers the same powers but continues to operate and have full force and effect even if the donor subsequently becomes incapable.

The person holding a Power of Attorney may sign in his/her own name any document with the effect of the signature of the donor of the Power of Attorney including to 'expressly authorise in writing' a third party to act on his/her behalf.

VicRoads must sight the original (or a certified copy*) document proving that the person holds a Power of Attorney in order to release information on this basis.

*Certified copies

1. The contents of an instrument creating a Power of Attorney may be proved by means of a copy which:
   • is a reproduction of the original made with a photographic or other device for reproducing documents in facsimile, and
   • contains the following certificate or certificates signed by the donor of the power or by a legal practitioner, stock broker, justice of the peace, notary public or any other officer authorised by law to administer an oath or by a person of a prescribed class, that is to say:
     • a certificate at the end to the effect that the copy is a true and complete copy of the original, and
     • if the original consists of two or more pages, a certificate at the end of each page which creates the power of attorney of the copy to the effect that it is a true and complete copy of the corresponding page of the original.
2. Where a copy of an instrument creating a power of attorney has been made which complies with (1), the contents of the instrument may also be proved by means of a copy of that copy if the further copy itself complies with (1), taking references in it to the original as references to the copy from which the further copy is made.
3. For the purposes of this section a document shall be deemed to be reproduced in facsimile notwithstanding that the reproduction is enlarged or reduced in size so long as the document is clearly legible.

Any information requested by the court order/subpoena will be released.

Court order

Information will be provided directly to the Court unless the Court specifically orders VicRoads to release specified information to a specific person or organisation.

Persons seeking details of another person's licensing or registration record or records of the operator of a specific vehicle may make an application to the Court for "Preliminary Discovery". This commonly occurs in a case of a motor vehicle accident.

The Court may order VicRoads to release (make discovery) to the claimant of all or some of the information in VicRoads possession relating to the description of the other person concerned or of the operator of a vehicle. If the Court makes such an order, it may also order that VicRoads produce such information to the Court. This procedure enables VicRoads to disclose information to either to the claimant or the Court, that may assist the claimant to identify the person against whom they believe they have a claim.

Subpoena

Where VicRoads receives a summons or subpoena requesting information, VicRoads will send or deliver (release) the information requested directly to the Court. It is not possible for VicRoads to send the information directly to the person who asked the court for the subpoena.

Any VicRoads accredited heavy vehicle or motor cycle training or test provider can request information that relates to any registration or licensing record. Information can be requested by mail, fax, email, phone or at a VicRoads Customer Service Centre.

Information will be not be disclosed by phone unless prior disclosure procedure arrangements have been made with VicRoads and the Liaison Officer specified in the VicRoads Accredited Training and Test Provider Service Provider Agreement.

Information will be provided to the provider's contact fax/mail address or email address recorded with VicRoads.

What is required

Information may be disclosed if the request provides information that will allow identification of the licence holder, e.g.:

• name, date of birth and address, or
• licence / permit number.

Authority

VicRoads may release information to VicRoads Accredited Training and Test Providers, in accordance with Part 7B of the Road Safety Act, because:

• providers have a current active Information Protection Agreement (IPA) with VicRoads
• the person requesting the confidential information is recorded as 'Key Personnel’ in the Service Provider Agreement
• information being released is being used in connection with the administration of the Road Safety Act 1986 or the Road Safety (Drivers) Regulations 2009
• appropriate supporting documentation accompanying the request is supplied.

A third party is a person or company other than VicRoads or the licence/permit holder or registered operator, claiming to act on behalf of the licence holder or registered operator e.g.:

• spouse, immediate family members, other relatives, and friends
• personal legal representative of the licence holder or registered operator
• an employer
• a Drink Driver Agency
• barristers and solicitors
• private investigators
• driving instructors
• debt collectors
• an insurance or finance company.

Written consent

VicRoads may release information of a personal nature to an agent of a person to whom the information relates provided that agent is expressly authorised in writing by the person to whom the information relates to obtain that information. This written consent must detail the nature and type of specific information to be released.

The written consent or the third party must provide:

• name and address recorded with VicRoads (all applicants)
• date of birth (all applicants)
• licence / permit number [if current licence holder] or description of a driving offence [if a non-licence holder] (licence information applicants)
• registration number (vehicle information applicants)
• make and body type (vehicle information applicants).

What is required

To access personal information, the third party must have either express written consent from the licence holder or registered operator or a witness summons, subpoena or court order. Non-personal information can be released as below. A record search application form [PDF 108 Kb] must also be completed.

Non-personal information that may be released

Vehicle and licensing information that is not of a personal (or commercially sensitive) nature may be released.

For vehicles, if the enquirer can provide the registration number and the make and body type or other details that will allow VicRoads to confirm that the registration details match the vehicle in question. Common information that may be released includes:

• year of manufacture
• expiry date and status of the vehicle (e.g. cancelled, suspended)
• registration fee
• transfer fees, motor vehicle duty and serial number
• make, model and colour
• Gross Vehicle Mass (GVM), TARE, Power Mass Units (PMU).

For licensing matters, appointment details (time/place) are not considered personal.

Phone applications

Personal driver licensing and vehicle information will not be disclosed verbally to a third party as VicRoads is required to obtain the express written consent from the licence holder or registered operator.

Non personal vehicle information may be released (see above).

Mail, fax, email or counter applications

Personal information may be disclosed to a third party if express written consent (as described above) is provided from the licence holder or registered operator.

Counter applicants must complete a record search application form [PDF 108 Kb] for records search. Non personal vehicle information may be released (see above).

These agencies are Drink Driver Education Course Providers approved by the Victorian Driver Education Program and listed in the 'Drink Driver Agency Directory'. This directory is available from VicRoads, Police and courts.

Information searches for research or genealogical purposes may be considered.

VicRoads may only release information in accordance with Part 7B of the Road Safety Act. Persons requesting this type of information are regarded as a third party so only information of a non-personal nature may be provided.

Enquirers should be aware that requests for research or genealogical purposes generally involve extensive investment in time or require VicRoads to request its IT provider to write appropriate programs to extract data from its databases. VicRoads would seek full cost recovery in these instances. VicRoads will provide enquirers with a written quote for these services.

Requests should be sent to:

VicRoads
Manager - Business Client Support (BCS)
Ground Floor, North Building
60 Denmark Street
Kew
Vic  3101

Driving instructors, acting as an agent on behalf of their client, are regarded as a third party. All the requirements of a third party apply. Special arrangements apply to accredited training and test providers as Information Protection Agreement (IPA) are in place.

Test booking information

Licence test appointment information is not regarded as personal or commercially sensitive so may be released to a driver instructor or an agent acting on behalf of an applicant. This also permits driver instructors or agents to make test bookings on behalf of another person.

Test information will only be disclosed if the driving instructor or agent can provide the applicant's:

• full name and address
• date of birth
• licence / permit number (where applicable), and
• test appointment number (optional).

Test information that may be released:

• test appointment number (if requested)
• date and time of test
• office location.

Online access

Approved driving instructors may have access to VicRoads online test booking system to create, transfer and cancel appointments. Each instructor must enter into a user agreement at their local VicRoads office.

Local, State and Federal Government Departments and Agencies including the Victorian Taxi & Tow Truck Directorate may request information from VicRoads records, in accordance with Part 7B of the Road Safety Act 1986 where:

• the department or agency has a current active Information Protection Agreement (IPA) with VicRoads
• the person requesting the confidential information is recorded as a ‘Nominated User’ in the Authorised Organisation Agreement, and
• appropriate supporting documentation accompanying the request is supplied.

All requests for information under these arrangements need to be forwarded to and responded to by VicRoads Licence and Registration Services.

Release of information under other circumstances

• Without a Information Protection Agreement (IPA) in place will be treated as a Third Party.
• May be provided with information if the release of the confidential information is required, or authorised, by law.
• These requests may be dealt with by any member of VicRoads in the Registration and Licensing area who has access rights to registration and licensing information.

Telephone or email

Information will not be disclosed as express written consent from the person to which the record relates cannot be confirmed.

VicRoads Licence and Registration Services, may by prior arrangement where positive identification of the enquirer is possible, provide information in response to phone or email requests.

Online

A number of approved government departments or agencies have online access to VicRoads records in accordance with the terms of the current, active Information Protection Agreement (IPA).

Fax or counter service

Information may be disclosed in accordance with the requirements relating to a third party.

VicRoads Licence and Registration Services, may by arrangements under Information Protection Agreement (IPA), provide information in response to approved requests.

Summons, subpoena or court order

Information must be released if a subpoena, summons or court order is presented to VicRoads.

Vehicle and/or trailer manufacturers and suppliers may request information from VicRoads records, in accordance with Part 7B of the Road Safety Act 1986 where it is necessary to conduct a recall procedure for the rectification of a possible safety-related defect in a vehicle/trailer.

To request this information the following requirements under Part 7B of the Act are required:

• the manufacturer/supplier must have a current, active Information Protection Agreement (IPA) with VicRoads
• the person requesting the confidential information is recorded as a ‘Nominated User’ in the Authorised Organisation Agreement
• appropriate supporting documentation accompanying the request is supplied (i.e. reasons for a safety recall).

All requests for information of this type recorded in Victoria should be sent to:

VicRoads
Manager - Business Client Support (BCS)
Ground Floor, North Building
60 Denmark Street
Kew VIC 3101

Vehicle manufacturers wishing to enter into a Confidentiality Information Protection Agreement (IPA) must request a Information Protection Agreement package from [email protected].

Vehicle/Trailer manufacturers or suppliers may request vehicle registration information on a national basis from the NEVDIS administration unit to assist it in undertaking a ‘Safety Recall’.

NEVDIS - National Exchange of Vehicle Driver Information System
Call: (02) 9218 6146

VicRoads is required by law to protect personal, health and other confidential information such as driver licence and vehicle registration information.

VicRoads cannot release any vehicle operator details in relation to enquiries about motor vehicle accidents or abandoned vehicles or boats.

Motor vehicle accidents

VicRoads cannot release any information to a person involved in an accident with respect to the other vehicle or driver.

However, if you wish to seek details of another vehicle, you can make an application to the Court for an "Application for Discovery to Identify a Defendant".

This procedure enables the Court to order VicRoads to disclose information which may assist in the identification of the person against whom they believe they have a claim.

Under 'Discovery', the court may order VicRoads to release (make discovery) to the claimant and/or the court, some or all information in VicRoads' possession relating to the description of the other vehicle or driver concerned.

Failure to exchange name and address information after an accident is an offence under Section 61 of the Road Safety Act.

Abandoned or illegally parked vehicles or boats

VicRoads cannot provide any details about abandoned, illegally parked vehicles or illegally moored boats.

The local council should be contacted if an abandoned or illegally parked vehicle is on a road or road-related area. The police should be contacted if the abandoned or illegally parked vehicle is on private property. VicRoads should be contacted if an abandoned or illegally parked vehicle is on a freeway.

The local council should be contacted if be contacted if a boat is illegally moored to a dock. The water police should be contacted if a boat is illegally moored to a navigation marker/buoy or if an abandoned boat is adrift and a hazard to navigation.

Uncollected vehicles

For information on uncollected vehicles, please refer to release of registered operator information for uncollected vehicles.