Home > Drivers > Coronavirus (COVID-19) > Coronavirus (COVID-19) FAQs > Keeping a digital record of passengers

Keeping a digital record of passengers

What is the change being made? (updated 9/4/21)

It is mandatory for owners of commercial passenger vehicles (CPVs) to provide a digital record-keeping system, such as a QR code, which records:

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

In addition to this, owners are required by Department of Health to keep:

  • copies of cleaning records and booked commercial passenger vehicle service trip data if your booking service provider maintains these
  • trip data about any unbooked services your vehicle provides.

Victorian Government’s free and easy to use QR Code Service has a version specific for commercial passenger vehicles, which can be downloaded from - https://busreg.covid19.dhhs.vic.gov.au/vehicles/s/login/SelfRegister

This service is integrated with the Victorian Government’s contact tracing system to help contact tracers respond to outbreaks even faster.

Drivers can also check-in using the digital record keeping solution provided to you by the vehicle owner at the start of each shift. This will enable rapid contact tracing through the Service Victoria QR code solution if the need arises. If you do not have a smart phone you can keep records of the dates and times you have worked in case these details are required for contact tracing purposes.

Owners should work with drivers to ensure customers are encouraged to check in whenever using the service. Drivers are not responsible for making sure passengers use the QR code. There is no requirement for passengers to check-in when using a CPV; however, it is recommended that passengers are encouraged to use the QR code.

If vehicle owners choose to use another QR code system, it must be linked with the Victorian Government’s Visitation API (Application Program Interface).

Connected third parties can go to the Victorian Government Visitation API to check if the QR Code service they are using is connected to the Victorian Government Visitation API.

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 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
  • Department of Health 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.

What other records are vehicle owners required to keep?

If you are:

  • an owner driver, including if you lease the vehicle
  • a vehicle owner who engages drivers to provide commercial passenger vehicle services using your vehicle/s
  • a booking service provider that owns vehicles used to provide commercial passenger vehicle services

you must keep records to demonstrate compliance with the Directions.

For example, if you engage drivers to provide commercial passenger vehicle services using your vehicle/s, you must keep records of driver payments (these may be used to cross-check shift information). Examples used to demonstrate you are meeting the requirement includes, but is not limited to:

  • copies of cleaning records and booked commercial passenger vehicle service trip data if your booking service provider maintains these
  • trip data about any unbooked services your vehicle provides.

Why is digital record keeping a requirement?

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.

Which businesses does this requirement apply to?

This applies 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 at all times, for example, on the back of the driver’s or front passenger seat. The QR code will be usable for longer and will be easier to clean if it is laminated. Vehicle owners are responsible for printing out and laminating their own QR codes.

Helping passengers check in by offering them a paper information sheet about using QR codes is an infection risk. These sheets must be laminated or placed in a plastic sleeve, so they can be cleaned regularly.

To remind passengers to wear their mask and to check-in using the QR code, we recommend printing a free reminder and placing it next to the code in your vehicle.

Drivers can assist passengers to check in by turning on internal lighting and remaining stationary until they have registered via the QR code, as scanning the code in the dark or in a moving vehicle can be difficult.

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.

What if a passenger doesn’t want to scan the QR code? (updated 9/4/21)

Drivers are not responsible for making sure passengers use the QR code.

There is no requirement for passengers to check-in when using a CPV however it is recommended that passengers are encouraged to use the QR code.

A digital record keeping solution is a secure and safe way for passengers to check-in and allows for data to be quickly and privately accessed by the Department of Health for contact tracing purposes.

However, to encourage passengers to check-in using the code we recommend printing a free reminder below and placing it next to the code in your vehicle.

Where can commercial passenger vehicle owners go for more information about the free Victorian Government QR Code Service?

Visit the Coronavirus Victoria website here.

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.

What if a passenger is not able to use the QR code to check-in?

It is strongly recommended that passengers when using a CPV check-in with the available digital record keeping solution such as a QR code, however it is not a requirement.

If passengers do not have a smartphone to check-in CPVV recommends:

If travelling with a friend or family member who does have a smartphone, that they check them in using the digital solution provided in the CPV.

The passenger book the trip in advance. By booking a trip in advance the booking service provider will keep a record of the booking and will be able to work with the Department of Health to support contact tracing should this be needed.