Allianz Insurance plc Motor Insurance Database Connect with us
Contents An obligation to compliance 2 Supplying data making the right choice for your business 3 How to update MID 6 How does it all work? 8 Assistance with internet access 9
Allianz Commercial Allianz Commercial is one of the UK s leading commercial insurers, focused on servicing the general insurance needs of UK businesses through the broker channel. Motor Insurance Database The UK Government established the Motor Insurance Database (MID) to fulfil the requirements of the 4th EU Directive (now incorporated into the Codified Directive 2009/103/EC) to maintain a register of all insured vehicles and identify the relevant insurer and the Motor Insurer's Bureau (MIB) to run and monitor progress. The Motor Vehicles (Compulsory Insurance) (Information Centre and Compensatory) Regulations 2003 became law, making it a legal requirement for fleet and motor trade policyholders to supply accurate and timely updates to the MID or face fines of up to 5000. the MID, even if the vehicle is not driven on the road. Failure to comply will result in the issue of a 100 per Vehicle Fixed Penalty Notice. Keeping the MID up to date is essential for Commercial business and the process of recording your vehicle data on the MID is straightforward. This booklet explains the options that are available to Allianz motor fleet (unspecified vehicles basis) and motor trade policyholders. In 2011 the Government commenced Continuous Insurance Enforcement (CIE), introducing the offence to be the registered keeper of a vehicle which may not be covered by insurance following a check against 1
An obligation to compliance Your legal obligations The UK regulations place a direct obligation on policyholders, they require you to: Supply details of all road registered vehicles held for 14 days or more to the MID immediately. Retain records for 7 years of all road-registered vehicles held for less than 14 days and not submitted to the MID. Non-compliance Failure to supply or maintain vehicle data on the MID may result in prosecution and a fine up to 5000. CIE fixed penalty notice of 100 per vehicle. Seizure of vehicle. Definition of immediate All insurance policy and vehicle details need to be logged on the MID by the start of each period of insurance. All vehicle additions, changes or deletions must be notified to the MID immediately. The Department for Transport have stated that at present they would view 14 days as a reasonable time for the data to be on the database.* Which vehicles should be covered? All road registered vehicles held for 14 days or more must be placed on the MID. This includes all temporary vehicles held for 14 days or more. If you wish to record all vehicles on the MID rather than keep additional records for 7 years then they can be placed on the database. Vehicles registered in the Channel Islands or the Isle of Man are exempt and therefore do not need to be placed on the database. Allianz Motor Fleet policy conditions Conditions state that all vehicles whose use is covered by the policy must be recorded on the MID. Immediate notification is required to Allianz of any change of vehicle, deletion or acquisition of an.additional vehicle whether permanent or temporary. *Correct at the time of print. The period of 14 days may reduce. 2
Supplying data making the right choice for your business Data to be sent to the Motor Insurance Database Allianz will send the policy level details to the MID, your name, policy number and policy cover dates. You must provide the following compulsory information. Vehicle registration mark (including trade plates) Date the vehicle was acquired Date the vehicle was sold or disposed. The MIB are strongly encouraging policyholders to send the following information. Vehicle type (e.g. private car, commercial vehicle) Vehicle make Vehicle model Derivative Engine capacity Number of seats Gross vehicle weight. Allianz provide a wide choice of methods to update vehicle information. The method you use will depend on: The number of vehicles covered by the policy The likely number of changes you expect to make to your vehicle schedule during the year How many different locations, depots, companies will need to have access for updating vehicle data How you hold your vehicle data at present. Some of the benefits of using this website are: A dedicated user Helpdesk to answer any queries you may have 0845 0731118 Monday to Friday 8am 6pm It is available at any hour that suits you Access can be given to as many people as you require Information can be split to suit your business needs Print and download vehicle schedules in xl format Manage your account and access with forgotten password facility Audit trail for all vehicle transactions Compare and amend Links to the following external sites DVLA s online vehicle licencing Transport for London Congestion charges Links to Allianz sites Risk Director providing free instant access to a one-stop-shop of risk management tools, guidance and support Claims website, providing access to claims Start, forms, vehicle recovery and Approved repairers, together with claims tracking. The next page will show you the various methods and options available to you. We provide one of the widest choices available of updating vehicles to the MID within the motor market. We have an established website (www.allianzmid.co.uk) which has proven to be the preferred option for our policyholders. 3
Below is a flow-chart showing the basic features and requirements associated with each method. If you would prefer to talk through your requirements please do not hesitate to contact your broker who will be happy to assist you. Do you have internet access? Will you require to make more than 50 updates per location a week? Do you have a fax machine? Allianz motor insurance website www.allianzmid.co.uk Fax to local branch Post to local AC branch No Yes 4
Your management system Do you have a management system that holds all your vehicle data and can extract a csv file? Is your system capable of exporting a file of vehicle data automatically? Can your system easily generate changes to your vehicle schedule or submit a revised schedule containing all vehicles? Changes only Whole file Do you have more than 2000 vehicles? Do you have more than 2000 vehicles? Unattended file transfer standard template Unattended file transfer compare and amend Attended file transfer standard template Attended file transfer compare and amend 5
How to update MID There are a variety of ways in which you can update MID. Option 1: Allianz website The Allianz website provides an interactive update facility at the touch of your fingers. You can update vehicle data at a time that suits you, 24 hours a day, seven days a week, reassured that your vehicle data is accurately recorded on the MID. You can give access to as many people as you need and you can split the information by locations, to suit departments, depots or different companies, providing individuals with the facility to view vehicles by specified locations. Access and security will be controlled by the use of user IDs, passwords and pass-phrases. To access this site you will need to have the following information to hand: Policy number Renewal date Your address and post code. We have a dedicated Helpdesk providing assistance Monday to Friday, 8am till 6pm and can be contacted on 0845 0731118 or by email from the website. Passwords will automatically expire every 180 days and will need to be reset by the user when next logging in. Forgotten passwords can be re-set by the user following successful completion of the pass-phrase. If you can not obtain access to the internet, we may be able to consider, alternative options 2, 3 or 4 for you. Option 2: Fax Vehicle updates can be faxed to the local branch for input to the MID. If data is not available in a standard format, then we will provide a Vehicle notification Form in a hard copy or electronically. Option 3: Post Vehicle updates can be posted to the local branch for input to the MID. We will provide a Vehicle Notification Form. 6
Option 4: Email Vehicle updates can be emailed to the local branch for input to the MID. If data is not available in a standard format, then we will provide a Vehicle Notification Form electronically. Updates via fax, post and email are required within 7 days of the change to your vehicle. Option 5: Manual update to the MID Manual entry of vehicle data onto the MID, via the internet. Passwords expire every 30 days and can be reset on entry to the site. Request for access must be made to your local Allianz branch who will arrange for user IDs and passwords. Only one person can access the site under a user ID. Option 6: Attended file transfer If you use a computerised system which is capable of exporting a file of vehicle changes in a Comma Separated Variable (CSV) format, you can upload this file to the MID via an option on the MIB website. Full technical details of the required file format can be obtained from the MIB website or the Allianz Helpdesk. Option 7: Unattended file transfer This option is only suitable to clients with over 2000 vehicles and who have a dedicated computer department. It requires the purchase and installation of software to support the automatic transfer of data from mainframe to mainframe connection over the internet. Daily load of vehicle data must be made, regardless of whether changes are required. You can choose between a standard template or compare and amend template and your decision will depend on whether your system can identify changes. Standard template updating changes only to the MID. Compare and amend daily submission of the current complete schedule of vehicles and the MID identify and update changes. You can choose between a standard template or compare and amend template and your decision will depend on whether your system can identify changes. Standard template updating changes only to the MID. Compare and amend daily submission of the current complete schedule of vehicles and the MID identify and update changes. Both methods require manual sign-on by user ID and password to the MID and then attach preprepared file. 7
How does it all work? Cost Sending data to the MID is free of charge, except for internet connection and call charges, which you pay. Collating together information, data input, on-going operation costs, access to internet and purchasing suitable PCs will be your responsibility. If you wish to use Unattended File Transfer you will also need to purchase and install a software program and a digital certificate. Renewal At renewal Allianz will update the MID as soon as the policy has been renewed. All vehicles on cover at renewal will automatically be rolled forward to the new period of insurance. If you decided not to renew with Allianz then you will need to resend all your vehicle data to the MID under your new Insurer s policy. Monitoring Data Quality and Compliance The MIB and Allianz will be monitoring policyholder compliance. The following checks will be made: The MIB carries out a check on all vehicle registration marks (VRM) on a daily basis and reports any that can not be found on the DVLA or have been scrapped, exported or transferred to another vehicle. Allianz will then follow up these queries with the policyholder concerned. The MIB will report to Allianz all vehicles supplied outside the 14 days. The MIB reports all policyholders who have failed to update their vehicle records with the frequency which would be expected. 8
Assistance with internet access The Allianz Commercial Motor Insurance Helpdesk will be able to assist you with the following: Setting up access to the Allianz Commercial Motor Insurance website. Setting up access to the Motor Insurance Database. Resets of forgotten user IDs and passwords. Technical queries regarding the operation of the Allianz Commercial MI website or the MID website. Helpdesk 0845 0731118 www.allianzmid.co.uk Any queries you have with any of the submission options. Allianz Commercial Motor Insurance Helpdesk, is at hand Monday to Friday from 8am till 6pm on 0845 0731118, an answerphone is available out of office hours or email mid.helpdesk@allianz.co.uk Allianz reserves the right to take whatever appropriate action we deem necessary for those policyholders who consistently fail to comply with the legislation. Non-compliance will constitute a criminal offence and may result in prosecution. 9
www.allianz.co.uk Allianz Insurance plc. Registered in England number 84638. Registered office: 57 Ladymead, Guildford, Surrey, GU1 1DB, United Kingdom. Allianz Insurance plc is a member of the Association of British Insurers. Allianz Insurance plc is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Financial Services Register number 121849 ACOM848/4a 06.13