Trust is good, verification is better: what you need to know about electronic driver’s license control
Electronic driver’s license check in the fleet: the legal Basis
Among fleet managers, verification of driver’s licenses by the employer is an oft discussed topic, and where clarity is frequently lacking. What exactly is to be done? Who’s liable? How much effort is needed? And lots other questions. Here we will lay out the current statutory framework for electronic driver’s license verification, and why in a fleet electronic license check offers many advantages.
Small fleets, in particular, are often unaware of the legal requirements regarding driver’s license check and who is ultimately liable for their verification. This task is most commonly left to HR or office managers, who then have to carve out valuable time in the day to run checks on driver’s licenses. Lawmakers set down strict regulations for the regular checking of driver’s licenses: it stipulates, for example, that the verification of driver’s licenses falls on the vehicle owner and that, according to the Road Traffic Act § 21, a company is duty-bound to check the licenses of all their drivers on a regular basis, regardless of the size of its fleet.
As a fleet manager or vehicle owner, you can be held personally liable for turning over a vehicle to someone without a valid license. This applies even if a driver’s license has been suspended and so is not actively driving a vehicle. If the verification is not carried out or not complied with by the driver, civil and, in the worst case, even criminal charges with imprisonment of up to one year may result.
Electronic verification solves many problems
If vehicles are assigned to a driver on a long-term basis, the law requires the driver’s license be checked twice a year. The regulations are even stricter when it comes to pool vehicles: Here verification must be done every time keys are handed over. In theory, driver’s license check can be carried out manually, though in practice this often proves difficult since it requires drivers every time to appear in person to the fleet manager for the check. Conflicting appointments and travel plans mean this is not always possible.
Effective verification of driver’s licenses with Carano
Quick, legally compliant verification of driver’s licenses is easily achieved with the Carano software. A self-service platform with detailed vehicle files containing comprehensive driver data ensures greater transparency and mobility in fleet management. All vehicle-related processes are automated while driver license check is integrated transparently conveniently and procedures documented in a legally compliant manner.
Electronic driver’s license check via app
Driver’s license checked via an app on the phone is a new and efficient way for fleets to verify licenses. The latest generation of electronic driver’s license verification also offers a very high level of data protection thanks to encrypted connections. The process is simple: an NFC seal is placed on the driver’s license that enables data regarding upcoming checks to be transferred to the Carano platform. The driver simply uses the app to read the NFC seal.
An automatic reminder sent to the driver eliminates the need for appointment coordination, which, in turn, saves both time and money. This is especially relevant to decentralized fleets.
More legal security for vehicle owner
The electronic system for driver’s license verification provides greater transparency, engenders more accountability and legal certainty. It minimizes the risk of missed inspection dates and repeatedly postponements due to reasons of time.
Inspections are documented in a read-only file and can be easily and conveniently assessed upon request by the authorities. Above all, electronic systems meet the legal requirements for documentation. In case of doubt, fleet managers always have legally compliant evidence to show of their efforts. This is particularly important if the vehicle owner must prove in court that a certain driver’s license have been properly checked. The electronic control system provides a clear overview of all information about the inspector, the driver, the license and the exact date and time of the verification. A digital message that the driver has passed inspection is automatically forwarded to the person in charge of the fleet.
Conclusion: Ensure safety in the fleet with electronic driver’s license verification
Inadequate verification of driver’s licenses is not a trivial offence and can instead lead to serious consequences. Vehicle owners who allow someone to drive a vehicle without a valid license, according to § 21 of the Road Traffic Act, can expect a fine or imprisonment of up to one year. In addition to financial losses, this can also result in the fleet’s loss of personnel. For this reason, fleet managers should always run checks on their fleet drivers’ licenses at regular intervals.
Carano ensures legal certainty through electronic driver’s license checks, makes fleet management overall more economical and efficient, and gives fleet managers the certainty their fleet drivers are in compliance with up-to-the-minute safety standards.
Carano fulfills all requirements of the General Data Protection Regulation, thereby putting fleet managers on the safe side when it comes to data protection. Learn more about the relevance of the General Data Protection Regulation with regard to electronic driver’s license verification in the following blogpost.