In brief
A digital driver file brings together information about a driver: driving authorization, check dates, training, assigned vehicles, and violations. It complements the vehicle file and provides a basis for documenting compliance.
What information does it contain?
Driver's license details, including classes and validity; the history of driver's license checks; participation in driver training; assigned vehicles and periods; vehicle-use agreements; and reported damage and violations.
Why is the vehicle view alone insufficient?
Because some vehicle owner obligations relate to people, not vehicles. Whether a vehicle has been inspected is recorded in the digital vehicle file. Whether the person driving it has had their license checked and received training is not.
This is especially clear with pool vehicles: one vehicle may be used by twenty people in a year, and records must exist for each of them.
What data protection requirements apply?
All of this is personal data, some of it related to violations. Access rights should therefore be narrowly defined and documented, and a deletion period set for each type of data. Copies of driver's licenses, for example, must not be kept permanently if the result of the check is sufficient as evidence.
The underlying principles follow from GDPR in fleet management. Where a works council exists, the driver file should be included in discussions about introducing the system.
Further reading
Fleet Management Without Excel Spreadsheets
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