DMBM670240 - Summary warrant: Obtaining information about the registered keeper of a road registered vehicle

Background

To comply more stringently with data protection principles, the Driver and Vehicle Licensing Agency (DVLA) has introduced two new enquiry forms that we must use with immediate effect.

The forms are VQ615 - to request information about a vehicle’s history and VQ616 -to request vehicle keeper details at a specific date.

Download and complete the VQ615E and email the enquiry to [email protected].

The DVLA will automatically reject requests that are not on these forms.

In the past Risk & Intelligence Service (RIS) completed requests on behalf of Local Compliance. However, because of the introduction of these new forms Local Compliance staff must make their requests direct to DVLA.

Please follow the guidance below if you need to request information using these forms. This will ensure that information is safely and securely managed and the process fully auditable. Forms VQ615 and VQ616 contain instructions from DVLA on how to complete the forms but you need to be aware of the potential risk of disclosing more information to DVLA than is necessary.

Guidance for completing VQ615 and VQ616

Obtaining the forms
Managers are responsible for obtaining and storing these forms. The forms come in pads containing 50 forms which can be ordered directly from the DVLA by sending a fax to 01792 783 525 or 01792 788027. Alternatively, you can email an order to [email protected]. If you have any problems obtaining these forms, please call the DVLA General Enquiry Helpline on 0300 790 6802.

Covering letter
All requests will fail unless accompanied by a covering letter on headed paper from the requesting office. This is because DVLA run checks against the data protection registration number held for HMRC, which is different from your office address.

Where to send your completed form(s) and covering letter
Vehicle Record Enquiries
DVLA
SWANSEA
SA99 1AN

(This content has been withheld because of exemptions in the Freedom of Information Act 2000)

What information do you need?
In order for DVLA to be able to respond fully you need to be precise when explaining what you need. At the same time you need to ensure you are only asking for what you need for your enquiry/compliance check and that you are not asking for too much information.

Why do you want the information?
This question helps DVLA decide if the information we are asking for is in proportion to the reason for asking. You need to be able to explain these reasons (in generic terms) without providing detailed information about why you want it. You need to be cautious that you are not disclosing unnecessary information about an individual or individuals. For example, write ‘to ensure the correct tax assessment has been made’ rather than ‘to identify if Mr X sold this car without declaring tax liability’.

How are you going to use the information?
Again, you need to be cautious that you are not disclosing unnecessary information about our customers. You may want to write something like ‘We will use the information to determine whether tax obligations have been met’.

Under what legislation are you requesting this information?
1. Schedule 2, Para 2 of the DPA 2018 and
2. S18 (2)(a)( i ) of the CRCA 2005

Declaration

  • Your manager must sign the declaration, and you must record the request in the enquiry case notes. This will ensure that requests are in accordance with these instructions.
  • You must retain DVLA responses with the enquiry/compliance check papers in accordance with existing KAI/Local Compliance guidance for retention of records.