A five-point plan outlining how fleet professionals should prepare for the General Data Protection Regulation (GDPR) has been released by fleet operator organisation ACFO.

The plan was unveiled during a webinar held by ACFO on the subject of GDPR, sponsored by TomTom Telematics.

ACFO says now is the right time for fleet decision-makers to review and check all data collection, and whether all information gathered is required, ahead of GDPR’s introduction on 25 May.

ACFO chairman John Pryor said: “Fleets will already hold a lot of personal data. Now is the time for fleets to review and check whether they actually need all the current data being received?

“Where does the data originate and is it secure, either on computer or in locked storage? This is not new as all fleets should be doing this automatically.

“In the build-up to GDPR introduction it is a good time to review policy and ensure drivers are fully aware and also remind them of their obligations. The easy tick box is perhaps a thing of the past.”

ACFO’s five-point action plan is as follows:

  • Know what personal data is held including: drivers’ name, home address, contact telephone numbers, driving licence details, National Insurance number, payment, bank and family details.
  • Know who has access to the data. GDPR is not ‘just fleet’. Many employers have working parties established to confirm what data they have and how it is used, but if that is not the case then check who can access the data that is held for fleet purposes.
  • Know what data is passed to suppliers/contracts by fleet professionals. Partner companies must be asked and confirm what processes they have in place for managing data, and be able to show secure data treatment. Most suppliers will be well advanced, but if no answer is obtained action must be taken. Contracts should state what data fleets will supply, and the frequency and purpose for which it will be used by suppliers.
  • Know what to tell drivers and make sure they understand where the data is, where it is being used and what is happening with it. For example, it is difficult to order or deliver a car if the supplier is not provided with name and address details.
  • Delete data loaded on to vehicle systems. Satellite navigation systems and mobile phones contain a wealth of data. It is vital to remind drivers to delete the data or reset to factory setting ahead of the defleet of a company car or the return of a hire vehicle.