Home > Booking service providers > Provider responsibilities > Report trip data - booked services

Report trip data - booked services

CPVV requires all booking service providers (BSPs) to provide trip data reports on ‘booked services’ regularly.

CPVI Regulation 31 (2018) details that BSPs are required to record and keep details of booked services provided. If BSPs don’t report on trip data to CPVV, they can be fined.

‘Booked services’ are not trips that are taken from a rank or hailed on the street. Booked services could include (but are not limited to) trips that have been requested over the phone directly through the BSP or a third party, or through an 'app' or website.

Data helps build a safer industry

BSP trip data is critical to enhancing industry safety. In 2020, the data collected by BSPs was used to inform the government’s response to the COVID-19 pandemic. In particular, trip data has been used to understand the impact of the pandemic on the industry and supported the design and implementation of the Department of Transport’s industry financial support package.

The continuing provision of this data is both a legislative requirement and crucial to providing CPVV with the information needed to support the CPV industry. Incomplete information hinders our ability to design regulatory responses that reflect the entire industry.

For this reason, we expect all BSPs to work towards being able to provide electronic records and to be able to comply with the requirements of the Commercial Passenger Vehicle Industry Regulations 2018.

Since BSPs have been required by law to keep records of all trips, we have worked to ensure they are aware of the obligations and support BSPs who need help working towards electronic submission of records.

Any BSP having challenges with technology, administration costs, a third-party supplier, or something else, should contact us for assistance via data@cpv.vic.gov.au

Information on this page

Requirement to keep records

Regulation 31 of the Commercial Passenger Vehicle Industry Regulations 2018 (the Regulations) says a condition of your Booking Service Provider (BSP) registration is that you must keep records of all booked trips. A full list of the information you need to keep about booked trips is in Schedule 1 of the Regulations. This data should be stored for three years from the date of each trip.

If a BSP is found not to be keeping these records, they could face a monetary penalty for an offence under Section 64 of the Commercial Passenger Vehicle Industry Act 2017. This may be up to $99,132 (600 penalty units) for a body corporate, or up to $19,826.00 (120 penalty units) for an individual.

*The value per penalty unit for 2019-20 and 2020-21 is $165.22.

What’s needed for trip reports on booked services?

Schedule 1 of the CPVI Regulations (2018) states the details BSPs are required to keep about booked services. These are:

  • Date and time of booking request.
  • Accreditation number for the driver who provided the service.
  • Registration number of the vehicle booked.
  • Date and time that the trip started.
  • Address or GPS coordinates for where the trip started.
  • Date and time the trip ended.
  • Address or GPS coordinates for where the trip ended.
  • Full amount charged for the trip.
  • If the driver processed part of the payment - was part or all of the fare paid under the Multi Purpose Taxi Program (MPTP) or another CPVV scheme?
  • Was the vehicle provided wheelchair accessible?

We’ll also ask BSPs to share details about the distance travelled on the road for each trip (in kilometres).

Why report?

Under CPVI Regulation 34 (2018), we can ask BSPs for details of booked trips. If reports are not submitted within a reasonable timeframe, a penalty of up to 20 units* can be applied.

Your reports also help us to help you. We’re here to make sure the industry is safe, accessible, customer-focused and competitive.

When should I submit reports?

We’ll email the Responsible Person on file for each BSP when it’s time to report. If you’re not sure of when to report or have not received an email, please contact bsp.data@cpv.vic.gov.au.

BSPs will be required to report monthly, quarterly or half-yearly. Your BSP should have been notified of your reporting frequency but the due dates are as follows:

  • Monthly will need to submit by the 15th of the month (for the previous month)
  • Quarterly will need to submit by the 15th of January, April, July, October
  • Half-Yearly will need to submit by the 15th of January and July.

When did these reporting standards take effect?

These conditions on BSP registration were introduced on July 2, 2018 (when the CPVI Regulations were first released). See the Relevant Law section of this page for information for specific references to the law. CPVV will let you know via email and give you time to change your processes if these reporting standards change.

How do I create a report?

We have developed a handy guide and tools to help you conform to your reporting requirements.

‘How to’ guide

  1. It’s important for you to follow the most current version of our data specification PDF, 168.7 KB. This explains the data needed and how to format it. If these instructions aren’t followed, you may be asked to resubmit.
  2. Order the columns in your final report in the same order as the data specification. See the CPV Data Service Samples V2 2020 below to see what your final report should look like. Please refer to the latest trip data sample PDF, 385.9 KB for advice on how to manage blank fields.
  3. You are legally required to keep this data for three years after the date of each trip you provide.
  4. Final reports are preferred in ‘comma separated values’ format (.csv).
  5. To submit your report, upload it to the GoFex system. The Responsible Person will be provided with a GoFex login for your organisation. Refer to latest GoFex File Submission Instructions PDF, 606.8 KB when it’s time to upload your data.

Need help?

  1. In case you need it, we have included .csv and .xlsx Trip Data Record Templates below to help you manually create a report in Microsoft Excel, Google Sheets, or another spreadsheet program.
    1. Visit the Microsoft Excel support website for instructions on how to convert your .xlsx file to .csv for upload into GoFex.
    2. If you have questions, please email bsp.data@cpv.vic.gov.au.

Helpful tools

Who submits reports?

We’ll email the Responsible Person at each BSP to ask for reports. Your IT team might help get data from your booking system/s. Use the GoFex system to submit the final report - please do not email it.

Please ensure CPVV has the right email address for the Responsible Person at your company. If you need to change your Responsible Person contact information or if you haven’t received a reporting reminder email, contact bsp.data@cpv.vic.gov.au.

Where to submit reports (GoFex)

We have created a login to the GoFex System for everyone who needs to report. We’ve sent you an email with your username and password for the system. If you can’t find this email, please contact bsp.data@cpv.vic.gov.au.

Read the GoFex user guide PDF, 606.8 KB for more on how to submit reports.

Data and privacy policy

We take managing your data seriously. Our systems and processes are secure to give you peace of mind. All of our systems and processes are designed, developed and maintained in line with the Victorian Protective Data Security Standards (VPDSS).

CPVV is the regulator for the Commercial Passenger Vehicle Industry in Victoria. We work in partnership with the industry to ensure services for customers are safe and more accessible.

We help the industry to operate in line with the Commercial Passenger Vehicle Industry Act (2017) and Commercial Passenger Vehicle Industry Regulations (2018). When BSPs, Vehicle Owners and Drivers register with us, they agree to operate in accordance with the Act and Regulations.

  1. CPVI Regulation 31 (2018) states that a condition of BSP registration is that the BSP must keep records of all booked services provided. A full list of the information that needs to be kept is in Schedule 1 of the CPVI Regulations (2018). This data is required to be stored for three years from the date of each trip.

Under CPVI Regulation 34 (2018) CPVV can write to BSPs and require the BSP to provide us with these records. CPVV has the power to set the form, format and frequency of these reports. Your reports help the Victorian Government to make sure that the industry is safe and fair.

Registered BSPs must notify CPVV in writing of any changes to their information within 10 business days after becoming aware of it using the BSP Change of Information form PDF, 264.1 KB.

Full details of all legal duties applying to BSPs can be found here.

You may be fined or have your registration suspended if you fail to meet these requirements.

*The value per penalty unit for 2019-20 and 2020-21 is $165.22.