Track & Trace Employee Privacy

Anyone who is concerned about their employees’ privacy when installing a tracking system may rest assured. Any company that fits geolocation systems in their employees’ vehicles does so in full compliance with the General Data Protection Regulation (GDPR) and the privacy legislation.

Both the suppliers of track & trace systems and the employers themselves always comply with the GDPR when implementing track & trace. This means in effect that any data processing is performed on legal grounds, such as accurately calculating the payroll and refunds of travel expenses. The data (travel expenses and working hours) are computerised and can then simply be forwarded to the social secretariat. As soon as the payroll is processed, all the personal data are anonymised. If there is no need for the employee to report using a badge system, the personal data are even anonymised automatically.

It is recommended that employers clearly explain the reasons for the tracking system to their employees in their geopolicy. This policy will clearly state why exactly track & trace is being used. Most employers include the geopolicy in their car policy or in their employment rules and regulations. If the company has a workforce of more than 50 people, the employer must take into account the advice of the consultation bodiesand report to the Data Protection Authority.

• Health & Safety;
• Simplification of administration and processes;
• Protecting the company’s assets;
• Monitoring of the production process, and this can relate both to the vehicles and machinery (to check their correct operation), as well as to the employees (to assess and improve the organisation of the work);
• Checking the employee’s work following obvious misconduct.

A GeoTracer Track & Trace system benefits both the employer and the employee. With the use of a badge systemor a tachograph the drivers’ working hours can be recorded in digital form and forwarded as such.

On the one hand, this reduces mountains of paperwork (daily reports and route printouts) and considerably cuts administration costs. In this way, you as the entrepreneur can focus on the company’s core tasks. On the other hand, it offers employees working in the construction industryaccurate refunds of their travel expenses incurred. The objective reports are also accurate to the last km. It also automatically records the Checkin@work for construction workers fully and automatically. Transport companiescan simply wirelessly download the DDD files from the tachograph ‘over the air’ in order to ensure full compliance with the current legislation and to avoid any fines.

In addition, a tracking system tracks the exact location of the HGV and the goods being transported at any time of the day. This is extremely useful for route optimisation purposes, and to reduce fuel consumption and promote green driving. The ‘traffic’ feature provides a real-time overview of the traffic situation, potential traffic jams and diversions. The system also easily calculates any Belgian road toll information throughout all the regions provided by tracking suppliers.

Furthermore, the tracking system also records all the necessary vehiclemaintenance information, such as the insurance data, the vehicle inspection data, the lease expiry date, etc. In the event of an accident, breakdown or fine, all the necessary details and the exact location can always be retrieved. And last but not least, a track & trace system is certainly an extremely useful tool to protect against theft.

Would you like to know more about tracking systems for company vehicles?