Here is how the GDPR regulations could impact the day-to-day running of your fleet.
The General Data Protection Regulation (GDPR) came into force in 2018 and is the primary law regulating how companies protect EU citizens’ personal data. However, many fleet managers and business owners are still a little unsure of how GDPR affects the day-to-day running of their businesses.
Here is an overview of the key points regarding how GDPR affects fleet management; in particular, how you can check you’re in full compliance.
Handling fleet data
The introduction of GDPR was a real eye-opener for a lot of businesses. Once you start mapping out where all of the data you collect comes from, you start to see there are a number of different information sources.
To be compliant, you need to be completely aware of where all the data your systems collect is coming from as well as how you’re securely storing that data.
It’s also your responsibility to check suppliers, clients, and other businesses you’re dealing with are also compliant. Along with establishing a secure path to send and receive data between yourself and other parties.
This also includes making sure you have consent for any personal data you’re collecting. Driver’s licences are a key part of this as discussed in the net point, as is collecting and handling data in employee files.
Checking driver licences
Under the GDPR rules, drivers must sign a consent form giving their employer permission to check their licence.
GDPR is designed to bring greater transparency between employers and employees. In particular, regarding when and what personal information is being requested and checked and this is a perfect example of how GDPR has had an impact on fleet managers.
You can download consent forms from the Driver Vehicle and Licensing Agency here.
Fleet management systems
If you’re still using spreadsheets and other manual processes, there’s a chance you’re not fully GDPR compliant – at the very least, you probably have areas within your business that can be exposed.
Using a robust and secure fleet management system is a sure way to be compliant. If you are thinking about moving over to a fully managed fleet management system, you can book a demo of our FleetCheck software here.
We also provide a free driver check and walk around app drivers can use to transfer information directly to our software for integration and secure storage.
General understanding of GDPR
If you’re unsure of what complying with GDPR means for specific areas of your business, you can read through the complete regulation here.
To get a better general understanding of why GDPR legislation was brought in and what it means to businesses and individual employees, you need to understand that it’s designed to implement greater transparency between all parties sharing information.
In the fleet industry, this means the collection of employee data, both personal and professional, vehicle data – information being passed between other businesses, online activities, and more.
You should always be able to inform all parties why you’re collecting data. As well as what you’re doing with that data, where it’s stored, and who will have access to it.
Serious breaches of GDPR and other data protection laws carry some large fines. Making sure you’re compliant is a vital aspect of every fleet manager’s role. As is checking whether your telematics provider is also compliant.