Record keeping and industry data collection

On-demand booking services (ODBSs) must keep certain records in the prescribed format, and maintain these records for a defined amount of time.

ODBSs operating in the leviable area must also keep Levy records. ODBSs must provide copies of records when requested. 

  What records need to be kept?

On-demand booking services (ODBSs) must keep certain records in the prescribed format and maintain these records for a defined amount of time. 

Record keeping requirements for ODBSs are summarised here. 

Refer to the Transport (Road Passenger Services) Act 2018 and associated Regulations for full details of what information must be included in these records and how long they must be kept for.

A copy of the checklist used by Department of Transport (DoT) Education and Compliance Officers during an audit is available below. This can be used for use by ODBSs to help check if their record keeping meets the required standard.

Summary of record keeping requirements

Driver records

  • Driver’s full name; and
  • driver’s passenger transport driver authorisation number.

Vehicle records

  • Vehicle’s licence plate number.

Association arrangement records

  • Copies of any association arrangements;
  • the name of both parties to the arrangement;
  • the contact details of both parties to the arrangement;
  • the date the arrangement takes effect; and
  • the date the arrangement ceases to take effect.

Booking/journey records:

  • The day and time the booking was taken;
  • the day and time the journey started and ended;
  • the locations where the journey began and ended;
  • the name and PTD authorisation number of the driver;
  • the vehicle registration number;
  • if the vehicle used is electric;
  • customer information, such as contact details, or the account charged;
  • the number of passengers carried while seated in a wheelchair; and
  • the amount of the fare paid and the components of that fare.

If the booking was referred to another provider, the ODBS must also keep a record of the name of that provider and the day and time of the referral.

Booking records for Wheelchair Accessible Vehicles (WAVs) where the booking is not taken or facilitated

  • Customer information, such as contact details, or the account through which the request was made;
  • the day and time of the request; and
  • details of the service which was requested.

Complaint records

  • Details of each complaint made; and
  • details of the resolution of each complaint.

Approvals of persons to carry out camera surveillance unit (CSU) functions

  • A record of each person authorised to carry out CSU functions (refer to regulation 113).
Opens in a new window Transport (Road Passenger Services) Act 2018
External Link Transport (Road Passenger Services) Regulations 2020

  How long must records be kept for?

These records must be kept for 2 years

For example, a record of an association arrangement which started 1 July 2019 and ended on 18 August 2021 must be kept for a minimum of 2 years from the end of the arrangement (until 19 August 2023). 

Opens in a new window Transport (Road Passenger Services) Act 2018
External Link Transport (Road Passenger Services) Regulations 2020

  On-demand Passenger Transport Levy records

ODBSs are legally required to keep records of all leviable trips, including: 

  • the day and time the booking was taken;
  • the day and times the journey began and ended;
  • the locations where the journey began and ended;
  • the driver’s full name;
  • the driver’s passenger transport driver authorisation number; 
  • the vehicle licence number; and
  • fare information including:
    • the total amount payable for the fare;
    • each component of the fare excluded from the levy;
    • each component of the fare included in the levy;
    • the total levy fare;
    • the amount of levy;
    • the rates used if any (e.g. $4 per kilometre); and
    • the distance travelled (if distance is used to calculate the fare). 

Some of the Levy record requirements are duplicated in the booking record requirements. These records do not have to be kept twice but must be provided separately if requested. 

Levy records are only required to be kept for leviable trips – ODBSs that are not liable for the Levy are not required to keep these records. 

The Department of Transport regularly conducts audits of levy transactions. If you are audited, you will be asked to provide a copy of your levy records in a specific format. 

A Levy records template is provided below. This can be used to provide a copy of your Levy records when requested, but may not cover all your additional record keeping obligations. The template is accompanied by the Levy template completion user guide, which provides instructions to assist with completing the template.

Levy records are required to be kept for five years.

The following information must be provided to the Department as part of the levy returns that are required on a monthly or quarterly basis:

Individual trips with a levy fare less than $100

  • Number of trips
  • Total value of levy fares for trips

Individual trips with a levy fare more than $100

  • Number of trips

Visit Levy requirements for booking services for more information.

  What format do records need to be kept in?

All records must be:

  • written in English;
  • legible, clear and accurate;
  • in document form (i.e. able to be displayed in a physical, printed form) or a form that can easily be converted into document form; and 
  • collated or able to be collated so that all records can be viewed together if requested.

You will be required to provide copies of your records when requested by DoT. 

To ensure that records are accurate and able to be used by DoT, there are specific requirements for how booking/journey records must be kept. 

Booking/journey records must be kept in a format that meets the below specifications, or able to be easily converted to this format.

Type of record Required format Examples
Journey ID  Each separate journey must be designated a unique journey reference identifier (no longer than 50 characters).

Tsgs-4ght-Bj56-yA34

202107081803123456

Day/date
Applies to records of the:  

  • date the booking was taken;
  • date the journey started and ended;
  • association arrangement start and end dates;
  • date that a booking is referred to another driver; and
  • date of a WAV booking request that is not taken or facilitated.
Date Month Year with leading zero form (DD/MM/YYYY).

28/07/2021

03/12/2021

Time
Applies to records of the:

  • time the booking was taken;
  • time the journey started and ended;
  • time that a booking is referred to another driver; and
  • time of a WAV booking request that is not taken or facilitated. 
24-hour digital form (HH24:MM), accurate to the nearest minute.

18:03

09:46

Date and time (combined)
IMPORTANT: Date and time records must to be kept in a combined form or a form that can easily be converted to this when requested.
Combined datetime form (DD/MM/YYYY HH24:MM), with leading zero date form, and accurate to the nearest minute. 28/07/2021 18:03
Location (GPS)

Location records can be kept as either GPS or address form. Location records must capture the:

  • location where the journey began; and
  • location where the journey ended.
Global Positioning System (GPS) latitude and longitude in decimal degrees to 6 digits of precision (within 1 metre linear resolution/accuracy). 31.95093, 115.87822

Location (address)
Location records can be kept as either GPS or address form. Location records must capture the:

  • location where the journey began; and
  • location where the journey ended.
Address form, with precise street number, street name, suburb and postcode as separate fields. 20 Brown Street | East Perth | 6004 
Driver
The name of the driver.
Full name. James Bond
Driver
The PTD authorisation number of the driver.
Full number with no prefix. 123456
Vehicle
The vehicle registration number.
Full number with no prefixes, spaces or abbreviations.

TAXI007

CVL1234

Vehicle
If the vehicle used is electric.
Only needed if the vehicle is fully electric. Y
Customer information Such as contact details, or the account charged.

0412 123 123

Customer@gmail.com

Passengers seated in wheelchairs The number of passengers carried while seated in a wheelchair. 2
Fare The amount of the fare paid, and the components of that fare.

$6.50 flag fall 

$1.60 call out fee

$18.30 per/km

$26.40 total fare paid

  Who can access these records?

ODBSs are entitled to use these records for their own lawful purposes. Additionally, an ODBS may receive a request from DoT, Police or another authority for a copy of records.  

If the request for records is made in accordance with the authority’s legal powers, the records must be provided. 

It is good practice for an ODBS to only provide copies of records to an authorised person if they first receive a written notice or order to produce, which details:

  • what records are required to be provided;
  • what legislative power is being used to require access to the records; and
  • what format the records must be provided in.  

DoT Officers will provide a document called a Notice to Produce when requesting copies of records. A Notice to Produce will include:

  • what records are required to be provided;
  • what legislative power is being used to require access to the records; 
  • what format the records must be provide in; 
  • when the record must be provided by; and
  • the name of the authorised officer.

Visit Your data privacy for more information about how DoT uses your data.

Record keeping examples

A range of example record keeping documents are provided below, to assist ODBSs to meet their regulatory obligations.

We have provided separate documents to aid in understanding the specific requirements for each type of record, however ODBSs can keep and provide records in one file.

  Journey data collection and submission

All authorised ODBSs are required to provide copies of prescribed records when requested. 

To assist DoT in its regulatory role, ODBSs will be requested to regularly provide a portion of their booking/journey records electronically through DoTDirect.    

Note: customer and fare information will not be requested as part of this process.

ODBSs are reminded to ensure that their record keeping practices meet the prescribed standards to ensure they can meet their obligations to provide records when requested, and in the required format.

ODBS are also encouraged to speak to their dispatch and record keeping service providers for assistance in providing an extract of the required data in the required format.

Industry data collection rollout

The collection of industry data will be rolled out in stages, beginning with larger ODBSs. 

Large ODBSs will be asked to provide their first data submission in early 2022DoT will contact individual ODBSs to notify them in advance before they are required to provide their first data submission. 

The Journey data file specification document below explains what data is needed and how to format it – it’s important that you follow this to ensure your data will be accepted.   

How to submit journey data to DoT

Journey data is required to be submitted to DoT via the ODBS’s DoTDirect account.

Data must be submitted as a .csv file and be formatted to meet the Journey data file specification (below). 

The columns can be in any order in your data file – the column names just need to match the Passenger transport industry data specification (below). 

Example .csv and .xlsx files are provided below – you can use these as a guide if you are manually collating records. If you are using a record keeping service provider, please discuss industry data collection requirements with them.

Watch the video below for full instructions on how to:

  • submit journey data to DoT;
  • fix errors in your data; and
  • reupload data to DoT.

Journey data submission guide

Note: Please view the page in landscape mode

Refer to the Journey data error message guide (below) to help you understand and fix any errors that may be detected in your data.

A Journey data submission user guide is also available below to assist you.

  Why is it important for DoT to collect industry data?

Collecting this data helps DoT to gain a more complete understanding of the WA passenger transport industry, allowing us to better support all levels of the industry to operate effectively.

DoT will use this data to:

  • monitor on-demand transport industry performance trends;
  • monitor compliance; 
  • enable validation of claims against the Taxi User Subsidy Scheme;
  • inform what sort of policies, resources and communications we should provide to industry;
  • inform wider State and Federal Government policies, for example, industry relief packages; and
  • enable DoT to effectively meet its regulatory responsibilities and commitments.  

Record keeping service providers

As an ODBS, you can manage your own record keeping processes or use a third-party provider to keep records in the required format, on your behalf. 

If you are a record keeping/management service provider for the passenger transport industry and would like to be listed on this webpage, please email On-demand Transport.

Note: ODBSs are responsible for ensuring that any third-party providers they may use meet record keeping requirements. The Record sampling checklist (below) can help you decide whether your chosen provider meets the record keeping requirements.

 

Page last updated: Thu Nov 25 2021 1:34:16 PM