Page 1 of 3 TRB Forms Area Form F3522 CFD V01 Apr 2019
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Release of Information Request for Vehicle/
Queensland Regulated Ship Registration Records
Transport Operations (Road Use Management) Act 1995
Motor Accident Insurance Act 1994, Transport Operations (Marine Safety) Act 1994
8. Are you registered with CITEC Confirm as a client?
You will need to contact CITEC directly to register.
Please phone 3222 2700 or 1800 773 773 outside
Brisbane.
Please provide the following details.
No
Yes
CITEC Confirm Account Code
6. How will you be submitting this search request?
To a departmental customer
service centre
By facsimile to CITEC Confirm
Go to Question 7
Go to Question 8
7. Are you sending a representative/employee to lodge
this application on behalf of your organisation?
Go to Question 9
The representative/employee will need to provide a
letter of authority (only valid for this request) or evidence
of employment with your organisation and your
identification.
No
Yes
Your fax number
Your phone number
Your email address
10. What type of search do you wish to conduct?
Note: The requirements to conduct a search of the vehicle/vessel register are
detailed on the pages following. All supporting documentation needs to be
supplied for the application to continue.
9. Reason for request
For what reason is this information requested?
P
(Tick one box only)
Vehicle/Ship accident/incident
Family court
Bankruptcy
Fraud
Court order
Registered operator
Registered operator representative
Deceased registered operator
representative (including Public
Trustee)
Government department
Statutory authority
Go to (A)
Go to (B)
Go to (C)
Go to (D)
Go to (E)
Go to (G)
Go to (H)
Go to (I)
Go to (K)
Go to (L)
Local authority
Go to (J)
Or
if none of the above applies,
which of the following are you?
By mail to the department
(customers outside Qld only)
Go to Question 9
What to lodge with this application - You must provide
evidence of identity (EOI) at the time of making this application.
Refer to the separate Evidence of Identity Information Sheet (form
F4362) or www.qld.gov.au for EOI requirements. For private
individuals lodging from outside Queensland (Qld) or in remote Qld
you must provide a certified copy of your Qld Driver Licence.
Supporting documentation as detailed in (A) to (M) on pages 2 and
3. A fee is payable.
5. Private individuals details
Postal address (if same as above, write as above)
Postcode
Residential address
Postcode
Full name (please print)
1. Do you or your organisation have a Department of
Transport and Main Roads Customer Reference
Number (CRN)?
No
Complete a New Customer Application (Individual)
(form F3503).
Yes
What is your CRN?
2. In what capacity are you requesting this information?
3. Is the organisation in a business or trusteeship
name?
Business/Trusteeship name
Street address
Postcode
Postal address (if same as above, write as above)
Postcode
No
Yes
Please provide the following details.
Go to Question 4
A private individual
Go to Question 5
Who is the proprietor of this business or trusteeship?
A registered company
Go to Question 4
4. Company/Organisation details
Australian Company Number (if applicable)
Organisation name
Go to Question 6
Postal address (if same as above, write as above)
Postcode
Street address
Postcode
For private individuals the CRN is your departmental Driver
Licence number or Adult Proof of Age (APA) or Photo
Identification (Photo ID) Card number.
As a private individual
On behalf of an organisation
Go to Question 5
Go to Question 3
Criminal injury compensation Go to (F)
Go to Question 9
Print
Reset Form
Page 2 of 3 TRB Forms Area Form F3522 CFD V01 Apr 2019
continued page 3 ...
Release of Information Request for Vehicle/Queensland Regulated Ship Registration Records continued (page 2 of 3)
Question 10 continued... Question 10 continued...
Litigation not yet commenced
An insolvency entity/receiver/trustee/solicitor must provide:
- an official document or request on letterhead advising that they
are exercising powers under the Bankruptcy Act 1966 (Cwth) or
Corporations Act 2001 (Cwth).
or
- a copy of the proposed claim taken by the insolvency
entity/receiver/trustee/solicitor exercising powers under the
Bankruptcy Act (Cwth) or Corporations Act (Cwth) relating to
external administration (fully completed except for the defendants
address).
(C) Bankruptcy
Finalising court matters
An insolvency entity/receiver/trustee/solicitor must provide:
- an official request on letterhead from the insolvency entity
/receiver/trustee exercising powers under the Bankruptcy Act or
Corporations Act (Cwth).
Litigation not yet commenced
You must provide:
- a copy of the proposed claim to be lodged in court (fully completed
except for the defendants address); and
- a Statutory Declaration from the previous registered operator
making the claim that states: the fraud alleged, that litigation is
about to be commenced and that the persons address is needed
from the register as there is no accurate existing address and that
the claim will be lodged in court when the address is found;
or
- a court or legal document (must be against the person for whom
the information is being requested).
(D) Fraud
(A person transfers a vehicle out of the registered operators name
without consent).
Litigation not yet commenced
Solicitors/lawyers must provide:
- an official request on letterhead stating litigation is about to start
and that the persons address is needed from the register as the
last known address is wrong and the address is needed to serve/file
Family Court documents
or
- a copy of the proposed claim to be lodged to the Family Court
(fully completed except for the defendants address)
or
- a Family Court order (must be against the person for whom the
information is being requested).
(B) Family Court
Finalising court matters
Solicitors/lawyers must provide:
- a Family Court or legal document detailing the Family Court
matter
or
- an official request from a solicitor/lawyer detailing the Family
Court matter with the case number.
A Family Court search request from a private individual will be referred
to the departments Right to Information and Privacy Unit.
LEGL
COUR
LEGL
COUR
LEGL
(A) Vehicle/Ship accident/incident
(where property damage has occurred or hit and run pedestrian)
You must provide:
- an official request on letterhead detailing the incident/accident and
personal injury (if applicable) from either an insurance company or
solicitor/lawyer
or
- a Statutory Declaration describing the accident, which must include
vehicle/ship details (registration number, make/description of vehicle);
and either
o a vehicle repair quote; or
o police motor vehicle incident report (available through CITEC);
or
o a copy of any available witness statements, which must include
the full name and address of the witness.
Note: The registration number being searched must be for the vehicle/ship that
was involved in the accident/incident. Under no circumstances can a search be
conducted to trace actual or possible witnesses.
ACCD
(E) Court order
(I) Deceased registered operator representative
You must provide:
From a solicitor/public trust
- an official request on letterhead advising that the solicitor/public
trust is the administrator/executor of the deceased estate or is acting
on behalf of the administrator/executor
or
From anyone else
- evidence that you are the executor or administrator of the estate
(e.g. Will or Letters of Administration). If there is no Will or Letters
of Administration, provide a letter declaring that you are entitled
to the information as the deceaseds next of kin under the Succession
Act 1981; and
- a copy of the death certificate/funeral notice.
You must provide:
- a court order against the person for whom the information is being
requested, which clearly states that the department is to release
information held by it in relation to this person.
Note: For all other litigation (including debt recovery) a request may be
lodged through the departments Right to Information and Privacy Unit.
(G) Registered operator
You must provide:
- identification of the registered operator.
(H) Registered operator representative
You must provide:
- written consent from the registered operator; and
- representative identification; and
- a copy of the registered operators identification.
COUR
EXEC
EXEC
EXEC
(J) Local authority
LAUT
Not included are matters about animals locked in cars or dangerous
animals in cars (other than a serious dog attack as outlined below).
You must provide:
- an official request on letterhead explaining that information is needed
for matters about:
- regulated parking or for enforcing law about vehicles in an area
under its control
- enforcing ship noise offences under the Environmental Protection
Act 1994, s440z
-illegal dumping offences under s117 of the Waste Reduction
and Recycling Act 2011
- a dog attack that has
resulted in either bodily harm, grievous
bodily harm or death to a person or animal. The letter must state
that the request is made under s207A of the Animal Management
(Cats and Dogs) Act 2008, detail the injury that occurred as a
result of the attack and confirm that all other reasonable methods
of identifying the person responsible for the dog have been
exhausted.
or
- a copy of official approval by the chief executive of the department
allowing access to the information.
(K) Government department
You must provide:
- an official request on letterhead quoting the Queensland or
Commonwealth legislation allowing access to the information with
a statement that you are the person delegated to request the
information
or
- a copy of official approval by the chief executive of the department
allowing access to the information
or
- an official request on letterhead from the Queensland Police Service.
GOVT
(F) Criminal injury compensation
You must provide:
- an official request on letterhead from a solicitor/lawyer which states
that the information is required to obtain payment under a criminal
injury compensation order made under either section 66B of the
Criminal Code (repealed) or the Criminal Offence Victims Act 1995
(repealed)
or
- a court order that expressly refers to criminal injury compensation
against the person for whom the information is being requested,
which must be granted in favour of the person requesting the
information.
COUR
Finalising court matters
COUR
You must provide:
- a court order (must be against the person for whom the information
is being requested)
or
- an official request detailing the court matter with the case number
Release of Information Request for Vehicle/Queensland Regulated Ship Registration Records continued (page 3 of 3)
Office Use Only
Signature verification by the Issuing Officer
Proof of Name/Identity
Queensland Driver Licence/
APA or Photo ID Card number
Other ID
I certify that the relevant supporting documents and
evidence of identity documentation were sighted by me.
Signature of
Issuing Officer
Issuing Office
12. Name searches
Name searches may be made if you are able to provide the following
additional information.
16. Declaration
I understand that the department has an obligation to protect the
information contained in its Vehicle and Ship Management System
database. I understand that in order to do so, my request may be
referred to the departments Right to Information and Privacy Unit
for processing under other arrangements.
I agree to only use information obtained from the Vehicle and Ship
Management System database for reasons stated in this application
and in accordance with the conditions detailed in section 15 above.
I agree that no responsibility or liability attaches to the chief executive
of the department or his or her servant or agent for any loss or
damage, however caused arising out of or incidental to the supplying
by the chief executive of any information that is wrong in any detail
or particular.
I consent to the department verifying my evidence of identity
documents or information with the issuing authority or their agencies.
Penalties apply where information from the register is misused or
disclosed.
Making false or misleading statements in this form could lead to a
fine being issued.
Applicants signature
Date
/ /
Warning
Any information which has been provided relating to any matter
arising under the Motor Accident Insurance Act should in all cases be
verified with the particular insurer before action is commenced.
Name in full (please print)
(a) For a search of a registration detail in a persons name -
or
Given name
Family name
Date of birth
/ /
Last known address
(b) For a search of a registration detail in a corporation
name -
Corporation name
Last known address
Note: If a search is needed on each vehicle/ship in the name, a fee applies
to each vehicle/ship searched.
11. Searches
Search by name
Search by vehicle/ship details
Go to Question 12
Go to Question 13
Postcode
Postcode
14. Do you require this search to show the registration
details as at a specific date?
No
Yes
Vehicle/Ship registration details as at the date this
application was lodged will be provided.
As at what date
/ /
Note: Release of registration records prior to 9 June 1998 attract a higher fee.
13. Vehicle/ship details search
Vehicle/Ship registration number Make of Vehicle/Ship
Name of the Ship
Body shape/Ship design
VIN/HIN/Engine number
- to use reasonable endeavours to ensure that only the recipient, or
authorised personnel of the recipient (such as an employee, but not
a subcontractor), have access to the information
- to make authorised personnel of the recipient aware of these
conditions
- not to disclose the information to any party (which includes
subcontractors), without prior written approval from the department
or unless required or authorised by state or commonwealth law
- not to transfer the information outside of Australia (physically or
electronically) without the prior written consent of the department
- to ensure that the information is kept only for as long as necessary,
having regard to the purpose it was provided or as otherwise required
by or commonwealth law
- to ensure that the information is destroyed or any personal information
is de-identified in a secure manner once the information has been
used for the purpose provided and retention is no longer required
by state or commonwealth law
- to immediately notify the department upon becoming aware of any
breach of these conditions.
or
- an official request on letterhead quoting the Queensland or
Commonwealth legislation allowing access to the information with
a statement that you are the person delegated to request the
information
or
- a copy of official approval by the chief executive of the department
allowing access to the information.
15. Conditions of use
By requesting and accepting the information I agree:
- to use the information only for the express purpose stated on this
form, unless required or authorised by state or commonwealth law
- to treat the information as confidential
Page 3 of 3 TRB Forms Area Form F3522 CFD V01 Apr 2019
(L) Statutory authority
You must provide:
- an official request on letterhead explaining that information is needed
for matters about regulated parking or for enforcing law about
vehicles in an area under its control
SAUT
And/or
- to use reasonable endeavours to ensure that any personal information
contained in the extract (being the name and/or address of any current
or previous registered operator or any other information which may
identify such persons), is protected against misuse, including
unauthorised access, use, modification or disclosure
Privacy Statement: The department collects information on this form to administer
the register of vehicles under the Transport Operations (Road Use Management) Act
and ships under the Transport Operations (Marine Safety) Act. This information may
be used and released by the department under the provisions stated in these Acts
and Regulations. Your personal information will not be disclosed to other third parties
without your consent unless authorised or required by law.
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