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Informing grantors (verification statements)

If you have a registration which includes grantors, you may have an obligation to let them know when you create, change or end it. You can do this by sending them a copy of the verification statement.

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Each time you make, change or end a registration, you'll receive a verification statement. This is a legal record of the information contained in your registration including when it was created, changed or ended.

Any time you receive a verification statement, you must send a copy to the grantor(s) listed in the registration.

You are not required to send a verification to a grantor if:

  • the property listed in the registration is described as commercial property; and
  • you have previously agreed in writing with the grantor(s) that you don't have to.

This may be a part of your standard contract that you enter into with the grantor.

Send the verification statement to each grantor

You need to send a copy of the verification statement to each grantor as soon as reasonably practicable after you've created, changed or ended a registration. If you changed a registration to remove or add a grantor, you must send a copy to them as well.

You can use PPSR settings to make sure that grantors receive copies of all verification statements. You can do this through the Secured Party Group settings or by making a ‘CC copy’ request (see Manage your PPSR email notifications).

Grantors have a legal right to this information. If they are an individual, they can make a complaint under privacy law if you don’t give it to them.

This includes telling a grantor when you take their name off a registration.

Example:

You have a registration that has two grantors, A and B. You take A’s name off the registration and get a verification statement showing the change. You need to send both A and B a copy of this statement.

Privacy of grantors

You must take additional steps to protect the privacy of grantors who are individuals (not organisations). This means you can’t give their date of birth to anyone else, including other grantors.

Revealing an individual’s date of birth risks breaching privacy laws

Examples:

Your registration has two grantors, A and B. A is an individual and B is a company. This means you need to hide A’s date of birth on the verification statement before sending it to B.

Your registration has two grantors, C and D. Both are individuals, not organisations. This means you need to hide C’s birth date on the statement to D, and D’s birth date on the statement to C.

National Exchange of Vehicle and Driver Information Systems (NEVDIS) data

You don’t need to include NEVDIS data when you send the verification statement to grantors if you don't want to. For more information about NEVDIS data, see Understanding your used car search result.

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