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Department of Transport and Main Roads

Data keeping and reporting

Data keeping and reporting requirements apply to the personalised transport industry.

Who will be impacted?

Authorised booking entities (anyone who holds a booking entity authorisation), as well as taxi operators have obligations under this law.

Types of data

There are 2 types of requirements:

1.Data to keep—data that must be kept for 2 years
2.Data to report—key data to be reported regularly to the Department of Transport and Main Roads, and other data to be provided upon request.

The table below is a snapshot of the requirements by entity and operator. For the full set of requirements, you must refer to data to keep and data to report.

Responsible entity Data to keep What data to report and when
Authorised booking entities Details of affiliated drivers Driver details to be reported quarterly
  Details of affiliated vehicles Vehicle details to be reported quarterly
  Booked hire trip information Wait times and where services are provided to be reported quarterly.
Number of trips provided to be reported annually
Taxi service operators Rank and hail trip information Number of trips to be reported annually
Authorised booking entities and taxi operators Details of the hours drivers work To be reported on request

Frequency of reporting

Quarterly reports: this data must be reported within 28 days of the end of each quarter.

  Quarter 1  Quarter 2  Quarter 3 Quarter 4
Data period 1 July - 30 September  1 October - 31 December  1 January - 31 March  1 April  - 30 June 
Data due by 28 October  28 January  28 April  28 July 

Annual reports: this data must be reported within 28 days of the end of each financial year.

  Financial year
Data period 1 July - 30 June
Data due by 28 July

Ad hoc reporting: all other kept data must be reported within 28 days of a written request from the Department of Transport and Main Roads.

Note: the data required in each report are different.

How to report data

Each reporting period, we will email reporting form templates to all authorised booking entities that were current for any portion of that reporting period. Completed reports are due back to us within 28 days of the end of each quarter (and financial year).

There are currently 3 versions each of the quarterly and the annual report available for BEA holders:

  • (Preferred method) Personalised, Microsoft Excel versions (containing macros) which are emailed to BEA holders with a fleet size of greater than 10 vehicles.
    • Email for a copy of this version.
    • Note: This template will only work on Microsoft Windows in Microsoft Excel 2007 and later versions. It will not work in other types of software such as Apple Numbers, WPS Spreadsheets or Open Office Calc. It will not work on Macs, MacBooks, iPads, iPhones and some other mobile devices.

  • (Preferred method) Screen fillable PDF versions (not personalised) will be emailed to BEA holders with a fleet size of 1 to 10 vehicles. These forms can also be downloaded:
  • Blank Microsoft Excel versions (not personalised, no macros) for BEA holders with over 10 vehicles in their fleet who don't have access to a compatible system for the personalised version.

The Guide to Data Reporting includes advice on:

  • how to use the Excel reporting forms
  • frequently asked questions
  • some common issues people have experienced with the Excel reporting forms.

This list of the suburbs in each taxi service area will help people identify the areas where they provide trips, for their quarterly reports.

Working with industry

We will continue to work with industry on the data keeping and reporting requirements, including the quarterly reporting requirements.

Related requirements

In some cases, authorised booking entities already keep information to meet their legislative obligations. For example, a booking record containing key information must be kept for each booking that is made. The information in the record includes sufficient details to identify the hirer and the location where the passengers are to be picked-up.

Data use

The data collected will be used by Queensland Government for the following purposes:

  • Monitoring service performance, demand and changes in the personalised transport industry
  • Undertaking evidence-based analysis of industry performance and sustainability
  • Monitoring the effects of the personalised transport reform framework
  • Assisting the Chief Executive to comply with obligations relating to the development, operation and funding of public passenger transport.

We will not publish entity/operator specific information. However, aggregated industry information may be published.

Note: We currently report data on limousine and taxi service licence values on the Queensland Government Open Data portal.


From 1 April 2018, the following penalties apply to entities and operators that do not keep or report the required data:

  • authorised booking entities—up to 150 penalty units ($23,220)
  • taxi operators—up to 80 penalty units ($12,384).
Last updated 29 February 2024

Fee increase

On 1 July 2023 our fees and charges increased by 3.4% in line with the government's indexation policy.