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We’ve all been bombarded with information about data protection in the past year. The new Data Protection Act is based on the General Data Protection Regulations, more commonly known as GDPR.
Our clients have put a lot of effort into ensuring that their data is secure and their fleet management software has had a role to play. If you haven’t invested in fleet management software yet, here is how can help with data protection.
How does the new law affect fleet management?
GDPR introduced new principles of transparency and consent to the existing data protection laws. It’s essential that businesses are able to prove that they have the proper consent to hold anyone’s personal data. You might have names, email addresses and phone numbers for people who’ve made an enquiry along with financial information and addresses for past or existing customers. You’ll have a wealth of information about your employees too.
It’s important that anyone whose information you hold knows why you have it and what you’re going to do with it. Equally they need to be sure that it’s not going to fall into the wrong hands. Whilst notifying your clients about your data protection policies will probably need to be done in person or via email, your fleet management software can help with the rest.
Failing to have clear data protection policies or retaining personal information when it’s no longer needed will get you a slap on the wrist from the Information Commissioner. With GDPR now in force you could also be facing a hefty fine. However, if you let your customers’ information fall into the wrong hands the consequences could be even more severe. The Information Commissioner’s Office will get involved and can impose fines. The loss of goodwill could also cause enormous damage to your business’ reputation.
Fleet management software puts an extra layer of protection in place by providing password protected access for both the data analysis systems and driver handsets. One of the main benefits of fleet management software is its ability to analyse data for you. It can automatically provide aggregated information so that fleet managers can provide analytical data to other parts of the business without needing to disclose customer information where it isn’t necessary.
Getting rid of paperwork
Lost paperwork can be a significant challenge in fleet management. The signed delivery notes get piled up on a dashboard or in the foot well and can easily go astray. That affects your ability to issue invoices for completed work but it also runs the risk of leaving customer information open to misuse. With an EPOD system (electronic proof of delivery) you can eliminate the paperwork altogether. Your drivers carry a handset that allows them to obtain an electronic signature on delivery. Your customers’ data stays secure and you can invoice for the work as soon as it’s completed.
If you’d like to find out more about how fleet management software can help you with data protection, get in touch.