General Statement on Access to Information
Your name and address may be obtained from the motor vehicle register.
Our Motor Vehicle Dealership, Greenland Autos Limited is authorised as a member of the MTA to access this under the standard terms and conditions for vehicle sales under Gazette notice: 2022-au40713.
We have been authorised to obtain and use the information for the following purposes:
• Confirm the registered person of the motor vehicle for trade-in purposes
• To verify the change of registered ownership has been completed correctly as a purchaser or seller
Any person can notify the motor vehicle registrar that you do not wish to have your name and address made available under an authorisation.
To do so you can visit the NZTA Waka Kotahi website here: https://transact.nzta.govt.nz/transactions/PersonalInfoAccess/entry
Data Retention Process
MVR Data Retention Policy (NZTA S241)
Purpose:
This policy ensures that any personal information accessed from the Motor Vehicle Register (MVR) is retained, used, and disposed of in strict compliance with authorisation under section 241 (S241) of the Land Transport Act 1998.
Key Principles:
• MVR information may only be accessed and used for the specific purpose approved in the NZTA authorisation.
• Personal data must be kept secure and used only for the authorised purpose.
Authorised Approval:
1. Verify owner for trade in purposes or confirm change of ownership
Retention Requirements:
• MVR-derived information is retained only as long as needed to fulfil the authorised purpose.
• Monthly reviews are conducted to ensure stored data is still needed.
Security and Access Controls:
• MVR access is restricted to authorised staff only.
Logging and Reporting:
• Data logs of all access are recorded
Date, vehicle details, user, purpose, general statement
*Only vehicle details are captured – No personal details are retained
• Logs are retained for a minimum of 18 months as per the regulations.
Disposal:
• Data is destroyed once it is no longer required.
o Paper versions shredded
o Digital version deleted (Deleted Items Folder/Trash/Recycling bin emptied)
• Recurring calendar reminder is set up for monthly record review.
