Title Page
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Conducted on
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Name of applying business
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Declaration of commitment signed
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Public telephone number
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Assessor
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Form Guidance
1. Please fill in the form as completely as you are able to. If any sections do not apply to your operation, please state why in an accompanying document.
2. All documents must be accounted for in the application in order for them to be processed. Only then will probationary membership to the BPA be confirmed.
3. Where there is a request of a copy of the template to be used for your contractual agreement, it is not necessary to send a copy of a completed contract: when your operation is physically audited, you will be required to show evidence of your operational contracts at that point.
4. In order to ensure that your dedicated DVLA account is not abused, you must give us each address location from where you are likely to apply for vehicle keeper details. This information will be checked from time to time by DVLA, to ensure that ‘other’ operators are not accessing the database using your account.
5. It is important that staff with the responsibility of handling data from DVLA’s vehicle keeper details database are aware of that responsibility, and that there is a consequence for abusing the privilege that they have. Therefore BPA recommends that there is a clause in contractual agreements stating that information received by DVLA will be treated confidentially, and will not be abused in any way.
6. All applicants to the Approved Operator Scheme will complete a 6 month probationary period. During this time the applicant will be expected to complete a site audit using an approved compliance auditor, and also to ensure that at least one nominated person completes a mandatory training session using a BPA accredited trainer. Once this has been completed, and BPA are satisfied with the conduct of the applicant, they may be granted full membership to the Approved Operator Scheme.
7. Evidence may be supplied by hard copy in the first instance, however all subsequent evidence (eg certificate or policy renewals etc) must be sent via e-mail in .pdf format to precompliance@britishparking.co.uk. Exemptions may be considered in exceptional circumstances.
8. Please note that membership fees mentioned in the application literature are exclusive of VAT, and are in addition to any fees applicable to membership of the BPA itself.
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Please supply a copy each of the following documents in electronic (pdf) format as separate files to
Company Details
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Please provide ONE of the following, dependant upon your company’s business status:
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Certificate of Incorporation plus VAT registration number
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Declaration showing business partnership status
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HMRC Sole Trader registration certificate
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Please provide ONE of the following, dependant upon your company’s business status:
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List of Directors’ names and addresses
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List of partners’ names and addresses
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Sole trader owner’s name and address
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Note: This information will be treated as highly confidential
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Registered address (if Limited Company)
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Postal Address for receipt of appeals/complaints etc
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Please provide all operational addresses from where applications (electronic OR postal) may be sent to DVLA to apply for vehicle keeper details (see note 4)
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Please provide details of other names or brand names used in the operation of the car parking business<br>Note: businesses that are separately registered with Companies House and are involved in car park management must register separately with the Approved Operator Scheme
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Where surveillance technology is used, you must have completed a data protection impact assessment (DPIA) and as a minimum, you must complete the Surveillance Camera Commissioner Self-Assessment form. Best practice would be to achieve full accreditation. The self assessment tool can be found here:<br>https://www.gov.uk/government/publications/surveillance-camera-code-of-practice-self-assessment-tool
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Proof of membership to other bodies such as ATA’s, and standards attained, such as ISO 9001 and Camera Commissioner Code of Practice
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Certificate of Registration with ICO for GDPR (if registration with the Data Commissioner is relevant to your business)
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Example template of confidentiality agreement signed by employees stating that all information received from DVLA will be treated as confidential and will not be misused (see note 5)
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Is this organisation currently (or has it ever been) a member of the International Parking Community?
Internal Processes
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Example copies of identification cards used by operatives
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Copy of staff training policy
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Contact details of complaints specialist for complaints correspondence purposes
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Contact details of compliance specialist for compliance correspondence purposes
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Contact details of POPLA specialist for POPLA correspondence purposes
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Please provide your policy for grace/consideration periods for sites managed. We will require a policy for the entrance grace period and grace period at the end of the parking contract as well as the consideration period
Enforcement
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Does the applying business enforce in England or Wales?
Documents for enforcement in England or Wales
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Any and All Notices that might be issued from time to time as part of the enforcement action:
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‘STOP’ Notices to be attached to immobilised vehicles (if you do this with lawful authority)
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Notice to Driver – affixed to windscreen
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Notice to Keeper – ANPR (Non POFA)
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Notice to Keeper – ANPR (POFA)
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Notice to Keeper – following a windscreen notice (NON POFA)
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Notice to Keeper – following a windscreen notice ( POFA)
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Notice to Driver – Following transfer of liability
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Notice to Hirer (POFA)
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Notice to Hirer (Non POFA)
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Reminder Letter
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Final Demand
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Rejection of Appeal letter
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POPLA Appeals Form
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Debt Recovery letters
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Does the applying business enforce in Northern Ireland?
Documents for enforcement in Northern Ireland
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Any and All Notices that might be issued from time to time as part of the enforcement action:
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‘STOP’ Notices to be attached to immobilised vehicles (if you immobilise in Northern Ireland or under Lawful Authority)
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Parking Charge Notice – placed on vehicle
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Notice to Owner
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ANPR PCN
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POPLA Appeals Form
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Notice to Hirer
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Reminder Letters
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Final Demand
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Rejection of Appeal Letter
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Debt Recovery Letters
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Does the applying business enforce in Scotland?
Documents for enforcement in Scotland
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Any and All Notices that might be issued from time to time as part of the enforcement action:
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Parking Charge Notice – placed on vehicle
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Notice to Owner
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ANPR PCN
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Notice to Hirer
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Reminder Letters
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Final Demand
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Rejection of Appeal Letter
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Debt Recovery Letters
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POPLA Appeals Form
Operational Processes
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Confirmation of website
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A signed landowner for contracts already in place – if there are no contracts in place, we will need to see an example template
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A list of (25) nominated sites that may be used for random audit purposes. (If you do not manage 25 sites, a lower figure may be negotiated)
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Example of a site map template used for each site
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Do you, or will you use ANPR for enforcement?
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Do you, or will you be doing your own back office/admin?
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Do you, or will you be doing your own debt recovery?
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Do you, or will you be offering self-ticketing?
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Do you, or will you be issuing your own charges?
Photographs
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Photographs of the following should be sent to precompliance@britishparking.co.uk
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Correctly Uniformed and Identifiable operational persons (where relevant)
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Correctly Liveried and Identifiable operational vehicles (where relevant)
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Examples of a terms and conditions sign used at sites and an entrance sign
