Legal Requirements Vehicle Tracking

On 25th May this year a new data protection law was implemented by the European Union known as the General Data Protection Regulation or the GDPR. It’s the most significant update to data protection law since 1995. The purpose of the law is to increase the strength and unity of data protection rules for the modern digital age. Every organisation big or small within the European Union must comply with the new legislation. If they don’t comply an organisation can face fines of up to twenty million Euros. This new legislation meant the legal requirements for telematics has changed and has probably become just a little more stringent. Most companies would already have the processes and infrastructure in place to comply with these new laws.

Organisations use vehicle tracking to improve their business performance, usually with the help of a fleet management system. A fleet management system uses GPS tracking to collect data such as location, speed, time, fuel consumption, driving patterns, engine performance and progress of any number of vehicles. You can then view this data on a computer or any sort of smart device with the proper software. This obviously means that the workers driving these vehicles will have their privacy invaded and be subject to their personal information being collected. For example, personal information includes their location and what time they were there. EU privacy laws and the United Kingdom’s Human Rights Act 1998 protect individuals from having personal information collected and used inappropriately without their consent. Therefore, organisations must get the consent of their workers to have vehicle tracking systems set up in their vehicles and organisations also must keep the collected personal data of all workers safe and secure.

To make sure that your vehicle tracking operation is complying with the EU’s new laws, you should make sure that your organisation:
• Has a Vehicle Usage Policy for all staff members! A policy can make it clear to all staff members if the car can be used for their private activities and you can also add any other rules you may want to make in terms of the car usage.
• Is making it perfectly clear to all employees about the implementation of a fleet management system or any sort of vehicle tracking system. Staff need to be told that personal information will be collected and why it is being collected. In addition, you will need to tell employees who will have access to the information.
• Notifies employees that they will not be a participant in any monitoring outside of working hours. This should keep staff members from having any concerns or suspicions.
• Needs all staff members to sign a consent form allowing their work vehicle to have a vehicle traffic system installed in it. This is done by most organisations within their worker’s employment contract.
• Is training staff members in handling data appropriately.
• Has protection software that stops the personal information of workers from being stolen and getting into the wrong hands.

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