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Transfer a microchip to a different database

This article outlines the process for transferring a microchip from our database to another. Please read the following information carefully.

Important Update Effective Monday, May 5th, 2025:

In accordance with our enhanced Fraud Prevention Policy and Regulation 8(2)(a) of The Microchipping of Cats and Dogs (England) Regulations 2023, all database transfer requests will now require a completed physical form with a wet signature. We are no longer able to accept transfer requests or supporting documents via email. This ensures the security of your data and maintains a verifiable chain of custody.

Who Does This Policy Apply To?

This policy applies to all users, including but not limited to:

  • Keepers
  • Rescues
  • Charities
  • Veterinarians
  • Breeders
  • Implanters

Why transfer a Microchip to a different database?

There are several reasons why you might want to transfer a microchip to our database, including:

  1. Centralized Pet Management: You prefer to have all your pets registered within the same database for easier management.
  2. Access to Payment/Plan Options: You wish to take advantage of specific payment or plan options available with other databases.
  3. Personal Preference: You simply prefer other database services.

Important Verification Requirement:

Please note that we will only approve a microchip transfer request if the information of the person or organisation making the request matches the information of the currently registered keeper in the existing database.

  • If the information matches: You can proceed with the transfer request as outlined below.
  • If the information does not match:
    • The microchip must first be officially transferred to your name in our database. Please complete the necessary ownership transfer process before submitting a transfer request to us.
    • Alternatively, the currently registered keeper can submit the transfer request to us directly.

This requirement is in place due to an increase in reports of microchips being registered across multiple databases. To prevent fraudulent activities, avoid confusion during database transfers, and establish a clear chain of custody and documentation for each request, we have implemented this policy to ensure the legitimacy of all transfer requests.

Steps to Transfer a Microchip:

To initiate a microchip transfer, please follow these steps:

1. Download the Microchip Transfer Request Form:

You can download the Microchip Transfer Request Form attached to this article.

2. Complete All Sections of the Form:

Please ensure that all fields on the form are completed accurately and legibly. You can either print or handwrite the information. If handwriting, please ensure it is clear and easy to read.

3. Provide a Wet Signature:

Once you have completed all the necessary sections, you must provide a physical ("wet") signature on the designated line. Digital signatures are not accepted.

4. Gather the Required Supporting Documents:

Please include the following documents along with your completed form:

  • A copy of your valid photo ID: This can be a passport or a driving license.
  • Proof of your current address: This must be a document dated within the last three months (e.g., a utility bill, bank statement, or council tax bill).
  • Relevant change of ownership documentation (if applicable): If the microchip is currently registered under a different owner and you have already completed the ownership transfer, please include documentation confirming this change (e.g., transfer confirmation).
  • For Organisations: If you are representing an organisation, please also include a copy of your work ID to verify your affiliation.

5. Mail the Completed Form and Documents:

Return the completed Microchip Transfer Request Form and all required supporting documents by post to the following address:

SMARTTRACE 108 OFFICE 372 OLD STREET LONDON EC1V 9LT

Important Notes:

  • No Email Submissions: For data security reasons, we cannot accept completed forms or supporting documents via email. Please ensure you send everything by post.
  • Processing Time: Once we receive your completed form and documents, our support team will review and verify the information. Please allow up to 10 business days for this process to be completed.
  • Notification of Completion: Upon successful approval of your transfer request, you will receive an email confirmation.
  • Transfer Fees: The microchip transfer to a different database is free of charge. However, if the microchip is not currently registered in your name, you will need to complete the registration/transfer of ownership first, which may involve a separate process or fee with the current database provider. Notes for keepers: (1.) If the microchip is under in an implanter or a breeder account, we can release this once the form is submitted. (2.) If the microchip is in a keeper account, you will need to transfer the microchip to your name first, and pay the registration fee, before we can release the microchip for database transfer.

We appreciate your cooperation with this new policy, which is designed to protect your data, prevent fraudulent activities, and ensure the accuracy of our records. If you have any questions, please do not hesitate to contact our support team.

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