Terms & Conditions

1. Administrator Login, User Accounts and Technical Requirements.  To initiate and set-up the electronic portal, please forward the name, title and contact information, including email address of an administrator to YRP via written notice (s.12 Notices).  Commencing the week of February 15, 2016, administrators will receive via email a link and temporary login information to the electronic portal.  Additional detailed information will be available at that time including an online guide with instructions for the following key features: Flexibility to centralize access to a single administrator or decentralize access to many user accounts; flexibility to download a single report or up to a month of reports; and, flexibility to search for a report by driver name, policy number or collision date.  Technical requirements include an Internet browser and pdf reader.
2. Fees.  A fee in the amount of Four Hundred and Ninety Dollars ($490.) plus HST will be charged to the insurer of the driver deemed most at fault, identified as Vehicle One on the report.  The fees are non-negotiable amounts that may be amended by the Regional Municipality of York Police Services Board, without notice to the insurer, in accordance with the provisions set out in the Municipal Act, 2001, S.O. 2001, c. 25.
3. No fee.  Reports will be provided to the insurer’s electronic portal without fees for any driver not identified as Vehicle One.  Other reports provided without a fee include instances where Vehicle One could not be determined (i.e. fail to remain collisions), instances where the Vehicle One Driver was found to be driving properly (i.e. wildlife collisions) and reports requested after the one-year retention period expiry (s.8 Retention) for accounts in good standing (s.11 Terms of Payment).
4. Transfer to Third Party Aggregators.  Insurers utilizing third parties to aggregate report data may instruct YRP to transfer electronic portal access to the third party via written notice (s.12 Notices).  A transfer includes changing access to the reports, invoicing and responsibility to maintain terms of payment to the third party.
5. Non-exclusive.  The electronic portal has been developed for efficient delivery of reports to insurers; however, the reports themselves are non-exclusive and available for the prescribed fee.
6. Add, Edit or Group electronic portals.  Electronic portals have been created for each firm listed by the Financial Services Commission of Ontario.  Insurers may request to add, edit or group to a single electronic portal in lieu of multiple portals via written notice (s.12 Notices).
7. Report Availability.  The service standard to load reports to the electronic portal is eleven days after the collision date for the majority of reports.  Reports requiring additional quality assurance may require additional time beyond the eleven day service standard. Requests can be made to inquire on the status of report availability via written notice (s.12 Notices).
8. Retention.  Reports will be retained on the electronic portal for a period of one year from the collision date.  Requests for reports after the one-year retention period expiry can be made via written notice (s.12 Notices).
9. Disputed charges.  An insurer may dispute the classification of Vehicle One by providing proof that it was not at fault via written notice (s.12 Notices).
10. Invoicing.  YRP will issue a consolidated invoice on a bi-weekly basis, inclusive of a detailed list of fees charged and applicable taxes.
11. Terms of Payment.  Payment will be due Net 30 days after the invoice date.  In the event of a payment dispute, all legal remedies for non-payment, including removing access to the electronic portal, remain available to YRP during the appeal period.
12. Notices.  All notices are valid if made in writing and signed by an authorized signatory of the notifying party.  Notices are accepted via personal delivery, email, registered or by mail from Canada Post.  Service of notice is effective on the next business day following delivery, electronic delivery or, in the case of registered or mail, on the third business day following the date of mailing.