Autopass Procedures for Handling Customer Relations and Complaints
Total Page:16
File Type:pdf, Size:1020Kb
AutoPASS Procedures for handling customer relations and complaints Appendix 2 B to the Domain Statement 1 Disclaimer: This is a translated document published for information purposes only. Revision history Version Date Description 1.0 15 March 2021 First version Table of Contents 1. Introduction ..................................................................................................................................... 2 2. General division of tasks between Toll Service Provider and Toll Charger ..................................... 3 3. Method for contact regarding customer enquiries ......................................................................... 3 4. Documentation accessible to the Toll Service Provider .................................................................. 4 4.1 Files from the Toll Charger that the Toll Service Provider may use when handling complaints ... 4 4.2 Relevant websites for answering general questions about toll transactions on roads and ferries ............................................................................................................................................................. 4 5. Legislation controlling the User’s obligation to pay road toll ......................................................... 4 6. Deadlines in AutoPASS Samvirke ..................................................................................................... 5 6.1 Deadline for updating agreements/OBE, cf. Domain Statement C 5.1 ..................................... 5 6.2 Deadline for transferring toll transactions, cf. Domain Statement C 5.2 .................................. 5 7. The Toll Charger's decisions regarding payment exemptions and additional agreements ............ 6 8. Cooperation between the Toll Service Provider and the Toll Charger when handling typical complaints ............................................................................................................................................... 6 8.1 Processing complaints ............................................................................................................... 6 8.2 Errors that the Toll Charger can correct automatically through a TIF/TIC ................................ 7 8.3 Errors that the Toll Charger/Toll Service Provider must correct manually ............................... 7 1. Introduction NOTE: These procedures will not be fully implemented until new toll systems are being used and have acquired full functionality. This document describes procedures for how the AutoPASS Toll Service Provider and Toll Charger should interact when answering customer enquiries and processing customer complaints. The purpose is to ensure good processes in matters involving both the AutoPASS Toll Service Provider and the Toll Charger. 2 2. General division of tasks between Toll Service Provider and Toll Charger The main principles for the division of tasks between the Toll Service Provider and the Toll Charger is as follows: Where a User has entered into an agreement with an AutoPASS Toll Service Provider, the Toll Service Provider shall provide front-line customer support to the User in accordance with the User Agreement. The Toll Charger shall provide second-line customer support for the purpose of providing the AutoPASS Toll Service Provider with the information required for their customer support. The Toll Service Provider shall answer general questions about toll transactions on roads and ferries in Norway and be able to refer to relevant websites as required, cf. Section 4.2. The Toll Charger shall answer questions regarding the Toll Charger's task of collecting tolls for vehicles without an OBE toll payment agreement. The Toll Charger shall answer questions concerning the Toll Charger's task of managing exemptions. The Toll Charger shall process applications for exemption from toll payment and make decisions regarding exemptions. The ferry operator (ferry company) shall answer questions concerning a User's additional agreement related to the ferry card system. Toll Chargers shall correct incorrect identification and incorrect pricing where the Toll Service Provider and the Toll Charger agree that the Toll Charger should make such corrections. Based on these main principles, the Toll Service Provider and the Toll Charger shall assist Users who contact them, and refer them to the other party if the User has contacted the wrong party. 3. Method for contact regarding customer enquiries The parties shall exchange personal data in connection with handling customer relations and complaints in a secure manner, e.g. via a secure case portal or encrypted email in accordance with the General Data Protection Regulation (GDPR). The parties may decide for themselves how they wish to exchange information without personal data affecting customer relations, such as communications regarding the opening and phasing out of toll stations, rate changes, routines for dialogue in customer complaint cases, and system errors that are expected to lead to customer enquiries. Four of the regional toll chargers have their own Point of Contact, while Bomvei nord and Vegamot have a common Point of Contact at Vegamot. The Point of Contact for ferry operators is with the contractor selected as the Central Service Provider. 3 4. Documentation accessible to the Toll Service Provider 4.1 Files from the Toll Charger that the Toll Service Provider may use when handling complaints The Toll Service Provider may use TIFs with priced toll transactions. A TIF contains toll transactions related to customers with a valid customer agreement with the Toll Service Provider. Furthermore, the Toll Service Provider may use photos identifying the Toll Service Provider’s customer. In addition, the Toll Service Provider may use HGC receipt file for when the Toll Service Provider’s file with the whitelist of valid agreements was received at AutoPASS Samvirke. 4.2 Relevant websites for answering general questions about toll transactions on roads and ferries Toll Chargers provide specific information about the individual toll projects, including current rates, also about any one-hour rules and monthly caps in the project: www.bomveinord.no, www.ferde.no, www.fjellinjen.no, www.vegamot.no, www.vegfinans.no. • www.autopass.no provides general information about road tolls in Norway, maps with the locations of toll stations, relevant links to other websites and general information about the AutoPASS system. www.autopassferje.no provides an overview of ferries where the ferry ticket can be paid through the OBE. Rate regulations for ferries (Norwegian only): https://www.vegvesen.no/trafikkinformasjon/reiseinformasjon/riksferjer Rate systems and exemption schemes for road tolls are described in the Guidelines for Toll Rates and in Chapter 6 of the Guide to Road Toll Projects: https://www.autopass.no/for- bompengebransjen/veileder-bompengeprosjekter-og-takstretningslinjer (Norwegian only) The Norwegian Public Roads Administration displays all objects along the road in Norway, including toll stations: https://vegkart.atlas.vegvesen.no/ Using the search word “bomstasjon”, you can zoom in and find detailed information about the individual toll station (Norwegian only). Diagram of all systems linked to AutoPASS Samvirke, and general information on the processing of personal data in road toll systems: https://www.autopass.no/en/about-autopass/data-protection 5. Legislation controlling the User’s obligation to pay road toll Toll Service Provider Regulations (Norwegian only): https://lovdata.no/dokument/SF/forskrift/2018- 12-14-1917 The obligation to pay ferry tolls: https://lovdata.no/dokument/SF/lov/2020-05-26-55 4 Temporary Act regarding to Ticketing on Ferries in Consequence of the Covid-19 Outbreak (Norwegian only): Midlertidig lov om billettering på ferje som følge av utbrudd av covid-19 - Lovdata The obligation to pay road toll (Norwegian only): https://lovdata.no/dokument/SF/forskrift/2016-11- 28-1418?q=betaling%20bompenger 6. Deadlines in AutoPASS Samvirke 6.1 Deadline for updating agreements/OBE, cf. Domain Statement C 5.1 AutoPASS Samvirke has core systems (IP, HUB and photo data base) that identify and price all toll transactions, and send files complete with priced transactions to the Toll Charger and Toll Service Provider that are to collect payment. These core systems contain the basis for pricing toll transactions, including a national register of OBE toll payment agreements, based on registration by each Toll Service Provider of all valid User agreements. The Toll Service Provider reports all valid agreements, including new agreements, OBE replacements in valid agreements, and termination of agreements, by information in whitelist files, cf. Domain Statement B 1.5. The Toll Service Provider can show in the whitelist that an OBE toll payment agreement is valid indefinitely by either letting the field "valid to" remain blank for a certain combination of OBE number/vehicle, or by entering in this field a date several years into the future. The register of OBE toll payment agreements in the core systems will be updated no later than 24 hours after the Toll Service Provider has submitted a new whitelist. The Toll Service Provider can see the time when the Toll Service Provider’s whitelist file was received at AutoPASS Samvirke in the field “date of reception” in the HGC receipt file. A TIF with priced transactions shows the Toll Service Provider and Toll Charger the date of the whitelist file from the Toll Service Provider that was used to price