Service and Parts Business

Technical Journal
TITLE:

Data Requests From LEA (Police) and/or Customers
REF NO:

ISSUING DEPARTMENT:

CAR MARKET:

TJ 28941.5.0

Technical Service

United States and Canada

PARTNER:

ISSUE DATE:

STATUS DATE:

3 US 7510 Volvo Car USA

2022-12-06

2022-12-13

FUNC GROUP:

FUNC DESC:

9000

Miscellaneous, special functions

Page 1 of 14

“Right first time in Time”
Attachment
File Name
Incident Reporting Form_en.docx

File Size
0.1986 MB

Rows beginning with * are modified
Note! If using a printed copy of this Technical Journal, first check for the latest online version.
DESCRIPTION:
LEA = Law Enforcement Agency
GDPR = General Data Protection Regulation
If you, as a Volvo Cars Retailer, are asked to provide vehicle information/data from Volvo Cars and
you are not the end-user of the information, there are 2 different processes to be aware of and follow
depending on who asks the questions.
1. For Law Enforcement Agencies (Police), Insurance companies, and other external sources that need
support in getting data, the email address [email protected] should be used.
The following information is mandatory:
•
•
•
•
•
•

What is the case number?
Who signed the request – names and titles?
What is the issuing entity?
Country and State or Province from which the request is made?
What crime does it concern?
What is the possible sanction for that crime?
Produced and printed in the USA and available as an electronic document.
© 2022 VOLVO CAR USA, LLC

Technical Journal 28941.5.0
•
•
•
•
•

Is this an ongoing investigation or a preliminary investigation?
What specific data is requested? And what time frame where/if applicable?
VIN number of the vehicle
To get vehicle data uploaded to VCC databases, please ask an authorized Volvo workshop to connect
the car to VIDA and make a readout
Other data that can be used to give a so clear answer as possible such as pictures, video clips,
weather, traffic, geographical locations, etc.

2. When information is requested by the customer according to GDPR, the link https://www.volvocars.
com/intl/legal/request-access-personal-data-market-locator should be used.
The ordinary support process is still valid for normal retailer technical support.
CSC Customer Symptom Codes
Code
3L

Description
Technician information/Repair information/Not for warranty use

DTC Diagnostic Trouble Codes
Vehicle Type
Type

Eng

Eng
Desc

Sales

1XX
2XX
3XX
4XX
5XX
6XX
7XX
8XX
9XX

Body

Gear

Steer

Model Year
0-9999
0-9999
0-9999
0-9999
0-9999
0-9999
0-9999
0-9999
0-9999

Plant

Chassis range
0000000-0999999
0000000-9999999
0000000-9999999
0000000-9999999
0000000-9999999
0000000-9999999
0000000-9999999
0000000-9999999
0000000-9999999

Struc Week
Range
192701-999952
192701-999952
192701-999952
192701-999952
192701-999952
192701-999952
192701-999952
192701-999952
192701-999952

SERVICE:
n/a
VEHICLE REPORT:
n/a

To view TJ attachment continue to next page. This TJ has one attachment.

Page 2 of 14

2022-12-13

1

Incident Reporting Form
In order to carry out a comprehensive investigation into the stated incident, please complete all
sections of this reporting form in as much detail as possible. This document is best completed via a
computer but can also be printed.
1. Driver and incident information
1a. Drivers Name:

1b. Date of Incident:

1c. Car Registration:

1d. Time of Incident:

1e. Location of incident – Be as specific as possible i.e. Road name/junction location/direction of
travel, please use the link for google maps below to pinpoint exact location where possible:

2. Detailed description of the incident
In as much detail as possible describe the series of events before, during and after the incident.
Please include details such as, timings, displayed warnings, driveability issues, smells.. etc
g

A box has been included on the last page to help explain the incident further or to make a sketch if needed

2

Incident Reporting Form
3. Further information
3a. Have any driver warnings been displayed recently or at the time of the incident – This could be
text in the driver display, visual indicator or audible warning – please describe:

3b. How was the car being driven at the start of the incident? – check one box only
☐ Off-road (dirt/gravel/grass etc)

☐ City or country road (Hard/asphalt /concrete surface)
☐ High way (high speed road)

☐ The car was parked with the engine/ignition still on
☐ The car was parked and locked

3c. Describe the weather and driving conditions at the time, please also include an approximate
ambient temperature

3d. Other comments

3

Incident Reporting Form
4.

If the incident started with the car parked, answer below

4a. How long since the car had last been driven before the incident:

4b. Distance and time travelled in the previous journey:
4c. Describe the location of where the car was parked:

4d. Other comments

5.

If the incident started whilst driving, answer below

5a. How many people including the driver were travelling in the vehicle, give detail:

5b. Speed of the car at the start of the incident:
5c. Accelerator use at the time of the incident: ☐ Not Used ☐ Low

☐ Medium ☐ High

4

Incident Reporting Form
5d. Were any driver assist functions being used at the time of the incident?
☐ Speed Limiter

☐ Cruise control

☐ Adaptive Cruise Control
☐ Pilot assist

☐ Parking pilot assist

☐ No assist systems were being used

5e. Distance travelled before the incident:
5f. Time travelled before the incident:

5g. Did you have any stop offs along the way:

5h. How long between the stop off and the incident:

5i. Any unusual behaviour seen from the vehicle prior to the incident (Even if deemed unrelated)

5j. Other comments
iiiiiiiiiiiiiiiiii

5

Incident Reporting Form
6. If the vehicle auto braked on its own during the incident, answer below

6a. Speed of the car at the time of the event:
6b. Speed the car broke to during the event:

6c. Were there any driver warnings before, during or after the event – This could be text in the
driver display, visual indicator, audible warning or feeling through the brake pedal:

6d. Was the brake already being applied before the event happened:

6e. Did the event cause you to apply the brakes:
6f. Do you feel the car applied the brakes itself:

6g. Do you feel the car applied steering itself in the event – if so please give a detailed description
of this:

6h. How was the road environment? (With/without central reservation/ hard shoulder,
wide/narrow road, oncoming traffic, town/village etc..):

ugyg

6

Incident Reporting Form
6i. How was the car positioned in the road? (In-between lanes, Right, left, middle of the lane):

6j. What were the circumstances around the event? (Normal driving, passing/overtaking someone,
approaching a junction or traffic lights, other):

6k. Describe the obstacles and traffic flow around the car, including parked cars nearby and sharp
bends:

6l. Any other comments you would like to add for this section:

7

Incident Reporting Form
7.

Refuelling / Recharging

7a. Date car was last refuelled:

7b. Mileage car was last refuelled:

7c. Is the fuel receipt still available? If yes please take a clear photo and return with this document
☐ Yes
☐ No

7d. For electric / plug-in cars only, if incident happened during charging:
7e. Type of charging cable used?

7f. What brand of charging station used?

7g. Serial number on the charging station?

7h. Position on the charging station? (Wall, free standing, other)

8

Incident Reporting Form
8. Please fill this section in if the incident resulted in a fire

8a. Were flames actually seen:

8b. Time between first detection and being extinguished:

8c. Did the car need to be extinguished:

8d. Who extinguished the car:

8e. What was used to extinguish the car:

8f. Did the Fire brigade attend the scene:

8g. Did the Police attend the scene:
8h. Other comments you would like to add for this section:

9

Incident Reporting Form
9. Vehicle Damage
9a. Was any damage sustained to your vehicle during this event?
☐ Yes
☐ No

9b. If Yes was selected, then describe the damage to your vehicle and what caused it:

9c. Was another vehicle damaged during this event?
☐ Yes
☐ No

9d. If Yes was selected, then describe the damage to the second vehicle:

9e. What was the make and model of the second vehicle:
9f. Please send any photos you have of the damage sustained when returning this completed form
and the Customer Agreement form.
☐ Yes I will send the photos as well
☐ Not applicable

9g. Were any airbags or seatbelt pre-tensioners deployed during the event?
☐ Yes

☐ No

☐ Unsure

Notes (If needed):

9h. Has the vehicle been repaired yet? If yes, where was it repaired?

10

Incident Reporting Form
10. Injury
10a. Were any injury’s sustained during the incident?
☐ Yes
☐ No

10b. If Yes was selected, then please write the person’s name, relation to you and describe the
injury sustained

11. Witnesses
11a. Are there any witnesses to the event? If Yes, then please add WORKSHOP contact phone
number for us use if further contact is needed
☐ Yes

☐ No

Contact Number:

Comments:
11b. Is there any surveillance or Dash Cam video available? – check one box
☐ Yes
☐ No

11c. If yes to the above question, what is available? Is there any other evidence available i.e.
photos, videos etc..?

11

Incident Reporting Form
12.

DECLARATION & CUSTOMER’S DATA PRIVACY NOTICE

12a. Has the Customer Agreement document been read and signed?
☐ Yes
If the answer is no please read and sign that document which will have been sent with this one.
We are unable to start the investigation until the Customer Agreement document is signed and
returned.

12b. Declaration
I hereby declare that the above statements and facts are true, copies of documents are identical
with the original one, and that I have not withheld, any information within my knowledge
connected with the incident.
Date:

Signature or print name:

13.

File attachments checklist

13a. Items that you may/will need to return with this form
☐ Signed Customer Agreement Document (Mandatory)
☐ Photos of vehicle damage (overview and detail view)
☐ Fuel Receipt
☐ Surveillance/Dash Cam/Video footage

12

Incident Reporting Form
Sketch box - if required to help explain the incident.