The General Data Protection Regulation (GDPR) is the biggest change in how businesses handle personal data since the introduction of the Data Protection Act in 1998. It dramatically increases personal rights around consent, collection, usage, storage and access to personal data, whether that of consumers or employees.

GDPR impacts companies using vehicle tracking and telematics systems, as it is deemed to be ‘collecting and storing personal data’. Vehicle tracking can improve operational performance and reduce costs, but fleet managers need to ensure the correct processes and documentation are in place to comply with the new legislation. This is an introduction to GDPR, based on current industry interpretations. However, companies are advised to seek their own legal advice, as Trackitnow is not a law firm.

Trackitnow are fully compliant with all areas of GDPR.

Compliance and Vulnerability

There are some areas you will need to review to make yourself and your company compliant with GDPR by the 25th May 2018.

ERA Essentials and Advanced

Your Users

  • We recommend one Power user per company.
  • Power users will then be able to able to add Managers and users. (coming soon)
  • For best practice we would recommend you review all your assigned “users” and their need to view any data.
  • Do your users need to see all the groups linked to them? Reallocate as required.

Scheduled Reporting

  • Scheduled reports created should only sent to authorised users within your business and those individuals in turn (ad-infinitum) should also be made aware of their GDPR obligations.
  • Do all the recipients need access to the reports that are emailed to them?
  • Reports should be secured with a password, regardless if you store the file on a company shared cloud space.

Private use of vehicles

  • With regard to use of company vehicles or privately owned vehicles, Trackitnow recommend the Essentials package with the addition of a business /private button.
  • With the addition of this feature all private journeys remain private on reporting and live tracking will not be visible to all users.

ERA Lite users

  • We recommend you gain consent from all your drivers.
  • Unless you can demonstrate a true business need for tracking.
    • i.e. your payroll needs accurate start/finish times
    • The Trackitnow Timesheet report can provide this information.
    • Duty of care to lone workers.
    • Protection of assets
  • All users are Power users and all journeys are visible at all times.

Scheduled Reporting

  • Scheduled reports created should only sent to authorised users within your business and those individuals in turn (ad-infinitum) should also be made aware of their GDPR obligations.
  • Do all the recipients need access to the reports that are emailed to them?
  • Reports should be secured with a password, regardless if you store the file on a company shared cloud space.

If you are concerned or need assistance in setting up new groups or advice on scheduled reporting please call 01536 738475