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Commission Decision

of 17 December 2009

on minimum requirements for the data to be entered in the national electronic register of road transport undertakings

(notified under document C(2009) 9959)

(Text with EEA relevance)

(2009/992/EU)

THE EUROPEAN COMMISSION,

Having regard to the Treaty on the Functioning of the European Union,

Having regard to Regulation (EC) No 1071/2009 of the European Parliament and of the Council of 21 October 2009 establishing common rules concerning the conditions to be complied with to pursue the occupation of road transport operator and repealing Council Directive 96/26/EC(1), and in particular Article 16 thereof,

Whereas:

(1) Article 16(1) of Regulation (EC) No 1071/2009 requires that each Member State keeps a national electronic register of road transport undertakings which have been authorised by a competent authority designated by it to engage in the occupation of road transport operator. The national electronic registers should include at least the elements set out in Article 16(2) of the Regulation. Additional elements such as the date and place of birth of natural persons have also to be included in order to ensure correct identification of the individuals concerned.

(2) Regulation (EC) No 1072/2009 of the European Parliament and of the Council of 21 October 2009 on common rules for access to the international road haulage market(2) and Regulation (EC) No 1073/2009 of the European Parliament and of the Council of 21 October 2009 on common rules for access to the international market for coach and bus services(3) also require certain data to be entered in these national electronic registers.

(3) The provisions on personal data protection, as laid down in particular by Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the protection of individuals with regard to the processing of personal data and on the free movement of such data(4), apply to the processing of any personal data pursuant to Regulation (EC) No 1071/2009.

(4) In order to facilitate the interconnection of the national electronic registers as required by Article 16(5) of the Regulation (EC) No 1071/2009, the Commission has to adopt according to Article 16(1) of this Regulation a decision on minimum requirements for the data to be entered in the national electronic register,

HAS ADOPTED THIS DECISION:

Article 1

The minimum requirements for the data to be entered in the national electronic registers established by Member States in accordance with Article 16(1) of Regulation (EC) No 1071/2009 shall be as set out in the Annex to this Decision.

Article 2

This Decision is addressed to the Member States.

Done at Brussels, 17 December 2009.

For the Commission

Antonio Tajani

Vice-President

ANNEX

a

F1. . .

b

See Article 16(2)(c) of the Regulation (EC) No 1071/2009.

c

No personal data other than necessary data relating to the Transport Manager shall be included in this field.

Data category Data item Additional description of data field Length
Transport undertaking Name Free text alpha-numeric field 1-100
Legal form Free text alpha-numeric field 1-50
[F2Risk rating band

Declaration of either:

  • ‘Grey’

  • ‘Green’

  • ‘Amber’

  • ‘Red’

Total number of Managed Vehicles Free text numeric field 1-6F2]
Address Address Free text alpha-numeric field 1-150
Postal code Free text alpha-numeric field 1-10
City Free text alpha-numeric field 1-50
Country code Selected from two letter code ISO 3166-1 alpha 2 2
Authorisation Type

Declaration of:

  • ‘Community licence for passenger transport’

  • ‘National licence for passenger transport’

or:

  • ‘Community licence [F3 or UK licence for the Community F3] for goods transport’

  • ‘ [F4Community licence or UK licence for the Community for goods transport, exclusively ≤3.5 t'F4]

  • ‘National licence for goods transport’

1-50
Serial number of Community licence [F3or UK licence for the CommunityF3] Free text alpha-numeric field 1-20
Start date of Community licence [F3or UK licence for the CommunityF3] Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Expiry date of Community licence [F3or UK licence for the CommunityF3] Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
[F5Number of vehicles managed under the authorisation Free text numeric field 1-6F5]
F1Vehicle registration number ... Free text alpha-numeric field 1-15
Authorisation status

Declaration of

  • ‘Active’

  • ‘Suspended’

  • ‘Withdrawn’

  • ‘Expired’

  • ‘Lost/stolen’

  • ‘Annulled’

  • ‘Returned’

F6. . .
Date of withdrawal of the Community licence [F3or UK licence for the CommunityF3] Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Date of suspension of the Community licence [F3or UK licence for the CommunityF3] Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Expiry date of suspension of the Community licence [F3or UK licence for the CommunityF3] Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Reason for suspension or withdrawal of the Community licence [F3or UK licence for the CommunityF3]

Declaration of:

  • ‘No effective and stable establishment’

  • ‘No appropriate financial standing’

  • ‘No requisite professional competence’

  • ‘Not of good repute’

  • ‘Other’

F7. . .
Serial number of certified true copy of Community licence [F3or UK licence for the CommunityF3] Free text alpha-numeric field 1-20
[F8Start Date of the certified true copy Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Expiry Date of the certified true copy Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10F8]
Date of withdrawal of certified true copy Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
[F9Suspension Date of the certified true copy Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10F9]
[F10Expiry date of the suspension of the certified true copyF10] Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
[F11Authorisation for data related to vehicles hired without a driver (undertakings that engage in the occupation of road haulage operator) Vehicle registration number Free text alpha-numeric field 1-15
Country of Registration of Vehicle Selected from two letter code ISO 3166-1 alpha 2, or ‘UK’ 2F11]
Legal representative of the undertaking (where appropriate)b First given name Free text alpha-numeric field 1-100
Family name(s) Free text alpha-numeric field 1-100
Date of birth Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Place of birth [F12Free text alpha-numeric fieldF12] 1-50
Transport Manager First given name Free text alpha-numeric field 1-100
Family name(s) Free text alpha-numeric field 1-100
Date of birth Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Place of birth Free alpha text 1-50
Number of certificate of professional competence Free text alpha-numeric field 1-20
Date of issue of the certificate of professional competence Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Country of issue of the certificate of professional competence Selected from two letter code ISO 3166-1 alpha 2 2
[F13Validity of certificate of professional competence

Declaration of either:

  • ‘Valid’

  • ‘Invalid’ F13]

Serious infringement Category Alpha-numeric field using coded values
Type Alpha-numeric field using coded values
Date of infringement Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Date of check where infringement has been ascertained Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
[F14CountryF14] in which infringement was ascertained Selected from two letter code ISO 3166-1 alpha 2 2
Reason why loss of good repute is a disproportionate responsec Free text alpha-numeric field 1-500
Unfit Person First given name Free text alpha-numeric field 1-100
Family name(s) Free text alpha-numeric field 1-100
Date of birth Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Place of birth Free alpha text 1-50
Number of certificate of professional competence Free text alpha-numeric field 1-20
Date of issue of the certificate of professional competence Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
Country of issue of the certificate of professional competence Selected from two letter code ISO 3166-1 alpha 2 2
Reason for declaration of unfitness

Declaration of either:

  • ‘Infringement of national rules’

  • ‘Infringement of Community rules’

F15. . .
Current rehabilitation measure [F16(undertakings that engage in the occupation of road passenger transport operator)F16]

Declaration of either:

  • ‘Repeat training’

  • ‘Additional training’

  • ‘Relicensing’

  • ‘Additional conditions on licence’

  • ‘Other’

1-100
[F17Current rehabilitation measure (undertakings that engage in the occupation of road haulage operator)

Declaration of either:

  • ‘Appropriate training of at least three months’

  • ‘Exam on the subjects listed in Part I of Annex I to Regulation (EC) No 1071/2009 ’ F17]

Start date of declaration of unfitness Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
End date of declaration of unfitness Numeric data entry in ISO 8601 format (YYYY-MM-DD) 10
(1)

OJ L 300, 14.11.2009, p. 51.

(2)

OJ L 300, 14.11.2009, p. 72.

(3)

OJ L 300, 14.11.2009, p. 88.

(4)

OJ L 281, 23.11.1995, p. 31.

(1)

OJ L 300, 14.11.2009, p. 51.

(2)

OJ L 300, 14.11.2009, p. 72.

(3)

OJ L 300, 14.11.2009, p. 88.

(4)

OJ L 281, 23.11.1995, p. 31.

Status: There are currently no known outstanding effects by UK legislation for Commission Decision of 17 December 2009 on minimum requirements for the data to be entered in the national electronic register of road transport undertakings (notified under document C(2009) 9959) (Text with EEA relevance) (2009/992/EU).
Commission Decision ()
Version from: 1 January 2026

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F1 Annex table note (a) omitted (1.1.2026) by virtue of The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(c) omitted
F2 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(3) inserted
F3 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(2) inserted
F4 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(a) inserted
F5 Words in Annex substituted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(b) substituted
F6 Words in Annex omitted (1.1.2026) by virtue of The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(d) omitted
F7 Words in Annex omitted (1.1.2026) by virtue of The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(e) omitted
F8 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(f) inserted
F9 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(g) inserted
F10 Words in Annex substituted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(4)(h) substituted
F11 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(5) inserted
F12 Words in Annex substituted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(6) substituted
F13 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(7) inserted
F14 Word in Annex substituted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(8) substituted
F15 Words in Annex omitted (1.1.2026) by virtue of The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(9)(a) omitted
F16 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(9)(b) inserted
F17 Words in Annex inserted (1.1.2026) by The European Registers of Road Transport Undertakings (Disclosure of Information) (Amendment) Regulations 2025 (S.I. 2025/1202), regs. 1(1), 3(9)(c) inserted
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