Booking Entity Authorisation Reporting (BEAR) Solution Terms of use
Introduction
The Booking Entity Authorisation Reporting (BEAR) solution manages compliance and reporting requirements for Authorised Booking Entities (BEAs) across Queensland's personalised transport industry.
- Definitions
For the purposes of these Terms, the following definitions apply:
Administrator means an individual that has been designated as an administrator for the relevant BEA Account.
Authorised User means a Booking Entity, an Administrator or a User that holds or accesses a BEA Account in accordance with these Terms.
Booking Entity means an authorised Booking Entity for booked hire services, as defined in TOPTA.
BEA Account means an account in the System for a Booking Entity, which may be accessed by the Booking Entity’s Administrators and Users in accordance with these Terms.
Policies means any policies or procedures published by the Queensland Government from time to time regarding access to, and use of, the System.
Reports means the online reporting forms made available through the System for Authorised Users, acting on behalf of a Booking Entity, to submit the quarterly and annual reports required under section 91ZG of TOPTA.
System means the online platform known as the Booking Entity Authorisation Reporting (BEAR) System made available by us to Booking Entities and their Authorised Users, which may be accessed at https://bear.tmr.qld.gov.au.
Terms means these terms of use for the System.
User means an individual that has been designated as a User for the relevant BEA Account.
User Account means an Authorised User’s account in the System, which is linked to a BEA Account.
TOPTA means the Transport Operations (Passenger Transport) Act 1994 (Qld).
We mean the State of Queensland acting through the Department of Transport and Main Roads. - Terms and conditions of use
These Terms describe the rights and responsibilities of Authorised Users in relation to the System.
Access and use of the System is subject to these Terms. By using the System, an Authorised User agrees to the Terms.
Authorised Users should CAREFULLY READ these Terms before using the System. - Changes to Terms, Policies and System
We reserve the right to amend these Terms, the Policies and the System at any time. An Authorised User’s continued use of the System constitutes acceptance of any amendments to the Terms and Policies. - Establishment of System accounts
To access and use the System to submit Reports, a Booking Entity must:
- hold Booking Entity Authorisation in Queensland
- nominate at least one Administrator who may access and manage its BEA Account.
- Administrators and Users
A Booking Entity may nominate an individual to be an Administrator for its BEA Account only if the individual is authorised to represent the Booking Entity.
A Booking Entity must obtain the prior written consent of an individual before adding them as an Administrator to its BEA Account and supplying any personal information of the individual to us.
By nominating an individual to be an Administrator, the Booking Entity authorises the Administrator to undertake the following functions in the System on the Booking Entity’s behalf:
- submit Reports
- access all Booking Entity reporting data
An Administrator may link an individual to be a User for a BEA Account only if the individual is authorised to represent the Booking Entity. A Booking Entity authorises a User to submit Reports on its behalf and access all Booking Entity reporting data.
An Administrator must obtain the prior written consent of an individual before adding them as a User to a BEA Account and supplying any personal information of the individual to us. - Authorised Users
An Authorised User warrants that, at all times when accessing and using the System they are an Authorised User and their access to the System is in compliance with these Terms.
An Authorised User must only access and use the System for the purpose of submitting reports to us or administrating the BEA Account.
A Booking Entity must regularly monitor its Users and Administrators and unlink any user accounts the Authorised User is no longer employed or authorised by the Booking Entity or they no longer require access to the System.
If an individual ceases to be an Authorised User or ceases to be eligible to be an Authorised User, then they must immediately cease all access to and use of the System.
An Authorised User must immediately notify us in writing if it becomes aware of any unauthorised use or access to the System.
- Termination of access
We may terminate an Authorised User’s access to the System at any time and for any reason, including where we believe the Authorised User has breached these Terms.
We will have no liability to any Authorised User for loss, damage or costs of any kind that are incurred because of terminating an Authorised User’s access to the System. - System
We do not warrant that access to the System will be uninterrupted or error free.
An Authorised User’s use of the System does not affect or reduce the obligation of any Booking Entity obliged to submit reports to us in accordance with TOPTA.
If the System is not available, it is the Booking Entity’s responsibility to ensure that it complies with its obligations under TOPTA by alternative means. The Booking Entity may contact us for guidance in this regard. - Obligations of Authorised Users
An Authorised User’s access to the System is provided on the condition that the Authorised User does not misuse the System.
In accessing and using the System, an Authorised User must comply with the Policies and must not:
- commit or encourage any unlawful offences
- transmit or distribute any harmful computer program or virus
- hack into any part of the System
- include any threatening, inflammatory, offensive, obscene, scandalous, inappropriate or discriminatory content when submitting a report
- provide any false, inaccurate or incomplete information
- access and use the System for any dishonest, fraudulent, misleading or malicious purposes
- access or attempt to access any information or part of the System to which the Authorised User does not have access or is not authorised by a Booking Entity to access
- infringe upon any other person’s proprietary rights
- attempt to affect the operation, performance or functionality of the System.
If an Authorised User breaches any of these prohibitions and we reasonably believes that such breach may constitute a criminal offence, then we will report such breach to the relevant law enforcement authorities and disclose the Authorised User’s identity to them. - Confidentiality
Access to the System requires Authorised Users to log on through an independent identity verification platform.
An Authorised User must not provide its login details to any third party or allow any third party to use its login details to access or use the System. An Authorised User is liable for all access to and use of the System utilising their login details, including any unauthorised, negligent, fraudulent or unlawful access to or use of the System.
An Authorised User is solely responsible for keeping login details, including email address, login and password, as applicable, confidential and secure at all times. An Authorised User must either log out of the System or lock access to their computer, whenever they leave the computer used to access the System.
An Authorised User must take all reasonable measures to ensure that while they are accessing the System, no third party is able to see the information and material available on or through the System as displayed on their computer screen. - Protection of personal information
An Authorised User must not use the System or collect any information or material available on or through the System in a way that infringes the personal privacy of any other person.
To the extent applicable to them, an Authorised User must comply with the Privacy Act 1988 (Cth) and their employing organisation’s privacy policy when using the System. - Providing information
An Authorised User represents and warrants in relation to any information provided through their use of the System that:
- the Authorised User is authorised to provide the information on behalf of their Booking Entity
- the information is not false, inaccurate, incomplete, out of date or misleading in any way
- where copies of documents are provided, the Authorised User and Booking Entity are authorised to grant us a royalty-free, perpetual, non-exclusive, worldwide, irrevocable, unconditional and sublicensable licence to use, copy and exploit the intellectual property rights in the documents for any purpose.
- Intellectual property rights
The copyright and other intellectual property rights in the System, including all content made available to an Authorised User through the System, is owned or licensed by us.
An Authorised User may not copy, store, print and distribute any content on the System. - Exclusion of warranties
Use of the System is at an Authorised User’s own risk. We make no statements, representations or warranties about the quality, suitability, accuracy, completeness, currency, availability or reliability of the System or any information or content provided through the System.
To the maximum extent permitted by law, we expressly excludes all warranties and other terms which might otherwise be implied by legislation or common law and will not be liable for any damages, including indirect and consequential loss, arising out of or related to the use, inability to use, performance or failures of the System. - Exclusion of liability
To the maximum extent permitted by law, we expressly excludes all responsibility and liability (including, liability for negligence) for any loss or damage an Authorised User may suffer or incur as a direct or indirect result of their use of the System or the information contained within the System, including any loss or damage arising from:
- the information being inaccurate, incomplete or out of date
- the information or the System being subject to infection by any harmful computer program or virus
- any lack of availability or interruption in the operation of the System
- any failure by the System to complete certain actions, for example, any failure by the System to successfully save partially completed forms for retrieval at a later time or submit any completed forms.
- Indemnity
An Authorised User agree to fully release, discharge and indemnify us from and against any loss, damage, liability, cost or expense (including legal expenses) suffered or incurred by us, arising from or in connection with their use of the System or breach of these Terms. - Severability
If any part of these Terms is invalid, unlawful or unenforceable, the invalid, unlawful or unenforceable part of these Terms will not apply, but the other parts of these Terms will not be affected. - Jurisdiction
These Terms will be governed by and are to be construed in accordance with the laws of the State of Queensland and You agree to submit to the exclusive jurisdiction of the courts of Queensland. - Privacy consents
The BEAR System facilitates the electronic lodgement of information required to be reported under sections 108 to 110 of the Transport Operations (Passenger Transport) Regulation 1994. We collect information you provide when you register as a User of the BEAR System and when you use the BEAR System, including by uploading reports. This information will be used by us to monitor authorisations. Without this information, your reporting obligations cannot be submitted online and would require a manual reporting process. For more information on our collection and management of personal information, please visit https://www.tmr.qld.gov.au/Help/Privacy.
Where an authorised Booking Entity nominates a person to be a User in the BEAR system, the Booking Entity must advise that User that their personal information has been used for this purpose. - Copyright
Our general copyright notice is available at: https://www.tmr.qld.gov.au/help/copyright.
Linked Websites
The System may contain links to other websites which are not operated by us. We have no control over the linked websites and accepts no responsibility for them, their content or any loss or damage an Authorised User may suffer as a result of use of the linked websites.
An Authorised User’s use of the linked websites will be subject to the terms and conditions of use for those linked websites. - Contact
If you have any questions regarding these Terms, please contact [email protected].
- Last updated
- 6 February 2026