Policy

ATTENTION:
Please refer to COVID-19 Emergency Interim Policies which provides details for temporary exceptions to this policy.

Clients who are out of province may request their own personal information through a registry agent. These clients require the assistance of a Notary Public to notarize their documents.

Requirements

Clients who are out of province must provide:

• A notarized copy of their identification; see 2.05.02 Acceptable Identification/Enrolment.
  • One piece of identification must contain the client’s photo, legal name and date of birth (e.g., Alberta driver’s licence, passport, etc.) as listed in the Notarized Request for Personal Driving and Motor Vehicle Information form (REG 3392).
  • Notarized documents are valid for 60 days from the date of notarization.
  • Documents must be dated and signed by the registry agent upon receipt.
• A completed Notarized Request for Personal Driving and Motor Vehicle Information form, see Notarized Request for Personal Driving and Motor Vehicle Information form (REG 3392).
  • The client must record their purpose for needing the request on the REG3392
• Consent from joint member(s) if the search product will include information of a joint member.
• An authorization letter on company letterhead if the client making the request is representing a company that is requesting information about a third party. The letter must authorize the specific individual to request the search product on behalf of the company.
  • The letter of authorization is not required if the organization is requesting their own information; however, the registry agent is responsible for determining that the individual requesting the information on behalf of the organization is authorized to do so.
• The required search fee(s).

Note:
The above documents and search fees must be submitted to the registry agent’s office by mail, registered mail or courier.  Faxed copies are not acceptable.

A client may either supply a return envelope or have the registry agent arrange the delivery of the requested search product(s) on their behalf by registered mail or courier.

If the registry agent arranges delivery, the search product(s) must be mailed to the address provided in the Notarized Request for Personal Driving and Motor Vehicle Information form (REG 3392).

Return envelopes must:

• Be a registered mail or courier envelope.
• Be pre-addressed to the address stated on the Notarized Request for Personal Driving and Motor Vehicle Information form (REG 3392).
• Have prepaid postage or courier fees.

Consent Requirements for Joint Clients

When a client is requesting their own information, but the search product would also include the information of a joint member(s), the client requesting the information must have the written consent of all joint members. Information relating to a joint vehicle registration may be released; however, all names of joint registrants will be withheld until consent is provided.

Consent must:

• Be in writing and signed by the consenting individual, or in the case of organizations, an individual authorized to sign on behalf of the organization.
• Specify:
  • Who the information may be released to.
  • What information may be released.
  • For what purpose(s) the information may be used and list all uses of information the consenter agrees with.
• Be dated and provide an end date for consent.
• Be sworn or affirmed before a Commissioner for Oaths when the joint member is in Alberta, but is not able to attend the registry office in person at the time the request is made.
  • When the joint member is out of province, the consent must be signed by a Notary Public. Consent is valid for 60 days from the date of notarization.

Authorization Letters from Organizations

Any individual requesting a search product on behalf of an organization must present an authorization letter, when the information requested is not the organization’s own information.  An authorization letter must:

• Be printed on company letterhead.
• Identify the name of the individual and authorize that individual to obtain the search product.
• State the specific information that the individual is authorized to receive on behalf of the organization.
• Be dated and signed by an authorized officer of the organization.

Clients with Power of Attorney or Estate Documents

When a client requests information on behalf of another individual and presents Power of Attorney documents, or documents naming them as the Executor / Executrix of the estate when the requested information involves a deceased individual, the process applies as if the client were requesting their own information. In addition to the above requirements for clients applying for their own information, the client must provide Notarized Power of Attorney / Estate documents.

These requests must be approved and processed by the Data Access and Contract Management Unit.

Date Originally Issued: Jul 25, 2013
Date Last Revised: Dec 17, 2020