Electronic driver’s license verification in the fleet – observing data protection
It is the duty of every company as company vehicle owner to implement validity checks on driver’s licenses at regular intervals. Having to verify licenses in person requires a great deal of effort. Nowadays, there are various time and money-saving solutions like electronic driver’s license check to simplify and facilitate the process.
But what about data protection? What should the fleet manager keep in mind when carrying out electronic driver’s license check? We answer these and other questions about data protection and electronic driver’s license verification in this blogpost.
What is the purpose of electronic driver’s license check?
Driver’s license check is one of the jobs of the vehicle owner and is legally required by Sec. 21 of the German Road Traffic Act. According to the law, every fleet must carry out checks on a regular basis to verify the validity of their drivers’ licenses, whereby the word “regular” is used rather vaguely here. As the liable party for the fleet, it is recommended that licenses be checked every 6 months.
Data security according to the EU GDPR
The EU General Data Protection Regulation (GDPR) has been in force since May 2018 and stipulates all personal data, once collected, may not be passed on to third parties. Violation of the GDPR results in severe penalties.
Electronic driver’s license checks and proof that licenses are valid must comply with the provisions of the GDPR. Since this regulation came into effect, companies are required to establish the reasons why they process certain personal data. In addition, they must demonstrate how this process takes place and what security measures are taken to protect the data. The fleet must also comply with the GDPR. This means the electronic license verification must also comply with data protection regulations. Every employee has the right to know what data is being collected from them, to what end and how long this data is to be saved.
Employees are entitled to ask why and how long the data is stored. They also have the right to have this data deleted. The Liva App for electronic driver’s license check is in compliance with all data protection requirements and regulations for data processing. Employee data is securely stored thanks to an encrypted connection. As a fleet manager, you can be confident that all data protection regulations regarding data processing in your fleet are observed in a timely and money-saving manner.
Electronic driver’s license check and the GDPR
The driver’s license check can, of course, be done manually, but this requires coordination of appointments as well as agreement with the individual drivers. While this procedure is feasible for small fleets, it is a whole different thing when there are dozens of drivers involved. It is not only the time aspect, but also the documentation of the checks that pose a challenge to many fleet managers. Drivers must present their licenses in the original to the fleet manager, who then checks them for authenticity and validity. Afterwards, both sign a proof of verification and an agreement that the driver is to inform the fleet manager in case of loss of license. The documentation is then archived. Even the archiving of the data involves strict data protection rules that many fleet managers are unaware of or fail to observe. For example, the fleet manager or the authorized personnel carrying out the license check must archive the collected data in such a way that it is not accessible to unauthorized third parties.
Electronic driver’s license check using the Liva App
Your fleet management will benefit in many ways from electronic driver’s license verification. Not only do you save money through reduced processing costs, but also valuable time which you can put to better use for your core business activities. Documentation is implemented automatically and legally. In addition, drivers also benefit since they can do it at their convenience using an app on their smartphone. Carano’s Liva App enables you to conduct electronic driver’s license check at any time and from any location, and document the results in a read-only and data-protected manner. Thanks to the Liva tag placed on the driver’s license, the verification is decentralized and results are accessible to the vehicle owner in the Liva Cloud. This translates to on-time verification of driver’s licenses, even by field staff and service employees at decentralized locations. The fleet manager stays in the loop by having a constant overview of the verification status of all the drivers and receiving automatic reminders.
Secure data processing with Carano
In the course of choosing a provider for electronic driver’s license check, you should always ask where your data will be. According to Sec. 11 of the German Federal Data Protection Act and Art. 28 of the EU GDPR, it is important when selecting a provider to ensure the provider’s technical and organizational measures meet the requirements for secure processing of the data.
In times of ever increasing data volumes, data protection is becoming the linchpin when it comes to introducing new tools and technologies. If you opt for electronic driver’s license check, data protection requirements must be met at all times, otherwise you place yourself in jeopardy of heavy fines.
The electronic driver’s license check in Carano ensures legal protection for your fleet, saves you time-costing appointment management and allows you to act cost effectively. If you would like more information about the electronic driver’s license check, you will find everything you need to know in our blogpost.