March 6, 2009
TO: Tax Collectors and License Plate Agencies
FROM: Carl A. Ford, Director
Division of Motor Vehicles
SUBJECT: Collecting Email Addresses
The Division of Motor Vehicles, in its continuing effort to enhance how we communicate with and serve our customers, is revising Motor Vehicle forms to collect email addresses. The following are some benefits of customer communication/notification via email:
· A faster way to contact the owner about title application issues/problems
· A source of electronic notification for renewal notices and other information
· A reduction in postage
· A reduction in paper usage
· An alternative source for customer contact
One of the first forms we have revised is HSMV 82040, Application for Certificate of Title With/Without Registration. With the January FRVIS release, we are now able to collect email addresses and correspond with customers via email when possible. Look for revisions to additional forms soon.
To add to the convenience of the customer, the department’s Virtual Office will allow a customer to add and/or correct an email address. This feature will be available in the next Virtual Office release scheduled for early March.
The department is seeking legislative authority to notify registrants of renewals by email. Notifications will be sent via the United States Postal Service to those individuals that do not have an email address on their motor vehicle record.
The department plans to add email addresses to renewal data files. This will allow tax collectors to send an email instead of mailing a hard copy to any customer whose record includes an email address for notification purposes.
Email addresses, that are part of the motor vehicle record, are covered under the Driver Privacy Protection Act (DPPA). Under the DPPA and Florida Statute 119.0712(2), addresses are exempt as personal information that could identify the individual. Therefore, email addresses may not be released unless the recipient meets one of the exemptions listed in Florida Statutes 119.0712.
Thank you for your help in this matter. If you have any questions, please contact your tax collector helpdesk representative.