Who should and shouldn't apply, and how to apply

Who should apply for authorised access?

An authorisation is likely to be sought by people who access current name and address information in the Motor Vehicle Register in bulk, or on a frequent and ongoing basis. An authorisation allows access to current names and addresses only. You don’t need an authorisation to access vehicle information.

If you are a Vehicle Trader, Finance or Insurance company, or a Fuel Station, there are standard terms and conditions that have been specifically designed for you.  

Who shouldn’t apply for authorised access?

Don't apply for authorised access if you only want vehicle information (like the licence expiry date or odometer history). Instead, complete a Request for motor vehicle details (MR32). If you only want to confirm if someone is the current registered person, try the Check registered person query online form – it’s free.

Request for motor vehicle details (MR32)

Check registered person query online form(external link)

If you’re a member of an industry body that has made an application on behalf of its members, you don’t need to make a separate application unless you want access for reasons outside of the application made by the industry body. The representative bodies with access on behalf of its members are:

  • Financial Services Federation (FSF), including Motor Trade Finance (MTF)
  • Insurance Council of New Zealand (ICNZ)
  • Motor Industry Association (MIA)
  • Motor Trade Association (MTA)
  • National Automotive Industry Technology Association (NAITA)
  • NZ Institute of Private Investigators (NZIPI).

How to apply for authorised access to Motor Vehicle Register information

To apply for authorised access you need to fill in the Application for authorised access to the Motor Vehicle Register form (CA05). This form asks a number of questions about the nature of your business and your reasons for wanting access to the Motor Vehicle Register. The Land Transport (Motor Vehicle Registration and Licensing) Regulations 2011 lists the questions we are required to ask.

We have strengthened the requirements of the application process to maintain the privacy and security of personal information. Applicants must provide detailed information and supporting evidence to show that there are good systems and policies in place to maintain security of personal information.

We recommend allowing 3-4 hours to complete your application, reading the terms and conditions of granted applications to make yourself familiar with what may be required. When answering the questions in the application form, consider and advise how you would meet these conditions, and supply evidence of any documentation to support this. Please be as clear, specific and detailed as you can. Be sure to include evidence of your current or proposed systems and processes.

Incomplete or unclear applications will take longer to process.

Applications will be assessed by our regulatory staff and then passed to our advising agencies – the Ombudsman, Privacy Commissioner and Commissioner of Police for their comments and recommendations.

We will contact you by email if any of these agencies have questions or concerns about your application or any of the information you have provided.

Complex applications or those with specific recommendations from any of the advising agencies may also be reviewed by a panel of regulatory and privacy specialists within Waka Kotahi.

Final decisions are confirmed by the Manager of Exemptions and Registers Integrity or Senior Manager of Vehicle and Driver Licensing in Waka Kotahi.

We will notify you if your application has been declined and tell you why.

Application for authorised access to the Motor Vehicle Register form (CA05) [PDF, 313 KB]

Application for Waka Kotahi NZ Transport Agency to accept direct debits form [PDF, 222 KB]

Land Transport (Motor Vehicle Registration and Licensing) Regulations 2011(external link)

We’ve developed a set of standard terms for Vehicle Traders, Finance or Insurance companies, and Fuel Stations. These standard terms are reasons for access which have been agreed with our advising agencies, and they’ll allow your application to be finalised within a shorter period if you use them. There’s more information on these below. The application form allows you to indicate to us if you believe your requirements fit in to one of these sets of standard terms.

Standard terms

Application fees

The application fee varies according to the type of applicant.

Fees are current at 1 June 2022, and may change as a result of a current fees and funding review.

Applicant type

(incl. GST)

Individual (not being a sole trader)


Business that is not a representative body or member of a representative body (including a sole trader)


Representative body with a disciplinary power


Representative body with no disciplinary power


Any other person


Instructions for how to pay the fee and where to send the form are included in the CA05 application form. 

For any queries, email us at s241@nzta.govt.nz 

Standard terms

To help with the timely processing of applications, we’ve developed the following sets of standard terms. When sending in an application for an authorisation, please indicate in your answer on page 4 of the application form ('what do you intend to use the register for?') if a set of these standard terms applies to your application.

Term Definition

Vehicle Traders(external link)

  • Checking the registered person when purchasing a vehicle.
  • Checking that the registered person has been changed correctly when you purchase or sell a vehicle.
  • Contacting registered persons for the purpose of a safety recall (wholesalers only).

Fuel Stations(external link)

  • Finding the registered person information of vehicles involved where there has been a failure to pay for goods or services to send a request for payment and refer to debt collection if necessary.

Finance companies and Insurers(external link)

Finance companies:

  • Checking the registered person of a vehicle when assessing an application to provide finance in relation to that vehicle.
  • Checking the registered person of a vehicle when you have a security interest in that vehicle.


  • Checking the registered person of a vehicle which is involved in an accident with your client.
  • When assessing an application to provide an insurance policy in relation to a motor vehicle.
  • Verifying that payments for claims are made to the registered person of the relevant vehicle.

We have updated the standard terms and conditions, and these will apply from 1 November 2022 to 31 October 2027.

More robust and detailed conditions have been included in the standard terms to protect personal information and prevent possible misuse of private information.

There are five main changes to access conditions.

  1. A physical sign or online statement is required, that advises people that their personal information can be obtained from the motor vehicle register, what it can be used for and that they can opt-out of having this information available.
  2. Authorised businesses/companies must have systems and policies in place to prevent unauthorised access. This includes that each staff member that will access the personal information in the register must have their own individual log in.
  3. Staff training must be undertaken, covering topics including appropriate access, record keeping, and knowledge of the Privacy Act 2020. Refresher training must be completed every 6-12 months.
  4. Records must be kept for 18 months and cover the date of access, vehicle registration plate numbers, the person who accessed the information, and the reason for access (including any supporting evidence).
  5. An annual report must be submitted to us, which includes training records and evidence of your record keeping processes.

Revocation of access

Authorised access to an approved business, company or staff member can be revoked at any time during the five-year term.