Insurance MVRs vs. Employer MVRs: What to Know
Many employers ask us this question: “Can my insurance company just pull MVRs for my drivers?”
It sounds convenient, after all, your insurance provider already checks your employees’ driving records to calculate your rates. But here’s the truth: insurance companies can’t legally share or pull Motor Vehicle Records (MVRs) on your behalf for employment purposes. Let’s break down why.
MVRs Have Strict Privacy Rules
A Motor Vehicle Record (MVR) is a person’s official driving history, which includes information such as license status, violations, and accidents. Because it contains private information, both federal and state laws control who can access it and for what reason.
Under the Driver’s Privacy Protection Act (DPPA), MVRs can only be used for specific purposes, such as:
- Insurance underwriting
- Employment screening
- Government or court requests
Insurance carriers commonly pull MVRs for underwriting and rating policies. Employers pull MVRs to confirm their drivers have clean records and verify they’re qualified to operate company vehicles.
⚠️ Here’s the key: Each purpose stands on its own. An MVR pulled for insurance can’t be reused for hiring or employee monitoring.
Read more: Three Tools For Improved Driver Compliance.
Why This Matters For Employers
Using MVRs pulled for insurance purposes could put your company at risk for violating privacy and compliance laws. It also means you might miss critical updates because many states restrict the MVR information they provide to insurers. Employment MVRs are often more thorough or provide a longer history of violations.
Additionally, relying on Insurance MVRs means that if one of your drivers loses their license or receives a new violation mid-year, you might not know until it’s too late.
So, What Should You Do Instead?
If your insurance company can’t legally share MVRs with you, here’s the right way to stay compliant and still keep tabs on your drivers:
1. Pull MVRs the right way
Make sure you’re requesting driving records under the correct purpose, employment, not insurance. That means getting the driver’s permission first and pulling MVRs directly.
2. Always get driver consent
Before checking anyone’s driving record, get their signed authorization. Federal and state laws, including the Fair Credit Reporting Act (FCRA) require it when using a consumer-reporting agency. Keep those consent forms on file to prove compliance.
Read More: How Your Company Can Avoid an FCRA Lawsuit?
3. Use a trusted, compliant provider
Work only with MVR vendors who clearly state they comply with the DPPA (Driver’s Privacy Protection Act) and FCRA. These providers protect personal data and ensure records are used only for their approved purpose.
4. Create clear company policies
Create clear driver and vehicle policies. Determine who in your organization is authorized to review MVRs, which positions require this review, and how frequently they’ll be reviewed.
5. Switch to continuous driver monitoring
Instead of waiting for annual checks or relying on insurance reports, utilize continuous MVR Monitoring to detect updates such as license suspensions or new violations as soon as they happen. It’s a proactive way to reduce liability and keep your fleet safe year-round.
Read more: What’s Motor Vehicle Record Monitoring?
The Bottom Line
MVRs are tightly regulated, and for good reason. Insurance companies can only pull them for insurance purposes. Employers must pull them separately, with the driver’s consent, under the employment permission use.
Doing it the right way keeps your company compliant, protects driver privacy, and helps you catch risks before they turn into accidents or claims.
Other safety resources:
- MVR Checks For Employers: Do’s and Don’ts
- MVR Monitoring Cost vs. Annual MVRs
- 3 To-Do’s When Monitoring Employees’ MVRs
*We are not lawyers. Consult with your legal counsel to ensure your processes and procedures meet/ or exceed safety standards and compliance regulations. Please read our legal disclaimer.
