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Commercial passenger vehicles guidance on QR code record keeping

Requirements for commercial passenger vehicles in Victoria

Information for commercial passenger vehicle (CPV) drivers who have not transported international passengers or crew from ports of entry.

QR codes for commercial passenger vehicles

Commercial passenger vehicles (CPVs) need to have a digital record keeping system such as a QR Code in place to help with contact tracing for COVID-19. The system must be compatible with the Victorian Government Visitation API.

The Victorian Government has identified commercial passenger vehicles as high-risk environments for the spread of COVID-19. Record keeping using QR codes helps the Victorian Department of Health with contact tracing to limit the spread of COVID-19, allowing us to stay safe and stay open.

Under this change all owners of commercial passenger vehicles (CPVs) should make a QR code or alternative digital system available for use which records:

  • passenger’s first name
  • phone number
  • date and time the passenger used the service
  • registration number of the vehicle.

Drivers will also be expected to check in when they start a shift. Owners should work with drivers to ensure customers are encouraged to check in whenever using the service.

The Victorian Government’s free and easy to use QR code service has a version specific for commercial passenger vehicles.
Register here.

Other systems can be used, but from 27 March, 2021 they must be compatible with the Victorian Government Visitation API, or Application Program Interface.

Contact tracers will only use the information if a positive coronavirus case is identified and the data will be deleted after 28 days unless it is need for contact tracing purposes.

Frequently asked questions

Updated: 11 March 2021

Why is this change being made now?

The Victorian Government has identified commercial passenger vehicles as high-risk environments for the spread of COVID-19. Record keeping using QR codes helps the Victorian Department of Health with contact tracing to limit the spread of COVID-19, allowing us to stay safe and stay open.

When do CPV owners need to make a digital record keeping system, such as a QR code, available to drivers and passengers?

Owners have until 27 March 2021 to ensure a digital record keeping system, such as a QR Code, is available in their vehicle. Owners should work with drivers to ensure customers are encouraged to check in whenever using the service.

What is a QR code?

A QR code is a website link that a smartphone camera can recognise. If a user points their smartphone camera at a code, the weblink should open. In the case of record keeping sites, the user is taken to a form where they can provide their contact details. This allows business owners, including owners of commercial passenger vehicles, to keep visitor or passenger records for COVID-19 contact tracing purposes, helping us to stay safe and stay open.

What is an API?

An Application Programming Interface (API) allows two separate systems to talk to each other.

The Victorian Government Visitation API allows third-party operators of QR Code check-in or digital visitation record-keeping systems to connect to the Department of Health (DH) contact tracing system.

This means that in the event of a confirmed case of COVID-19:

  • business owners simply provide the name of their QR code provider
  • DH contact tracers will instantly access the information they need.

Information is only accessed in the event of a confirmed case being identified at a venue or in a vehicle.

The free Victorian Government QR Code Service is fully compatible with the Victorian Government Visitation API.

Which businesses will the change apply to?

The changes apply to anyone whose vehicle is registered as a commercial passenger vehicle (taxi, rideshare vehicle or hire car) with Commercial Passenger Vehicles Victoria (CPVV). If your vehicle appears on the CPVV public register and is actively providing CPV services, you will need to make available a digital system (such as a QR code).

Where should vehicle owners display the QR code?

The QR code needs to be displayed inside the vehicle in an area that is easily accessible and visible to passengers, for example, on the back of a seat. The QR code will be useable for longer and will be easier to clean if it is laminated. Vehicle owners are responsible for printing and laminating their own QR codes.

What if a passenger doesn’t want to scan the QR code?

Drivers are not responsible for making passengers use the QR code, but drivers can refuse a trip if passengers choose not to use the digital record system.

How will these changes be enforced? What is the penalty if a digital record keeping system is not made available in commercial passenger vehicles?

Department of Health authorised officers, police officers and WorkSafe inspectors can enforce this change.

Penalties of up to $1652 for individuals and $9913 for businesses can be issued if owners are not following the rules.

How long does the Victorian Government QR Code Service keep passenger records for?

Services Victoria will store all passenger records for 28 days. Records are only provided to the Department of Health for contact tracing purposes if someone who has used a vehicle, or visited a venue, tests positive to COVID-19.

Can Commercial Passenger Vehicles Victoria use the data collected through QR code record keeping services to fulfil booking service providers’ record-keeping requirements?

No. The passenger record data is collected by Service Victoria and can only be accessed by the Department of Health for COVID-19 contract tracing purposes.

Reviewed 31 March 2021

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