Telematics Systems (Vehicle Monitoring Systems)
| Reference | Com/PIA/05 |
|---|---|
| Summary | This Privacy Impact Assessment is being developed to assist in the process of replacing the current council's Telematics Systems (Vehicle Monitoring Systems). This new system will replace the two previous systems operated in the Council fleet. Cognito within Housing and Technical Resources' 550 vehicles and UK Telematics installed in 550 other vehicles operated across the four remaining Resources. Approximately a further 400 additional vehicles are currently not fitted with a vehicle monitoring system however the contract has provision for these vehicles to be fitted if required. Phase 4 of the Fleet Review recommended that all vehicles should be fitted, The Vehicle Monitoring System records the location of and assists in the efficient deployment of our various vehicles across the council. The system monitors when a vehicle is being used and the driver's performance. The management information generated will assist in improving driver performance, road safety, vehicle utilisation and reducing carbon emissions. It will also help to deliver services in a more efficient manner by locating the most appropriate vehicle and driver to respond to a service request. The system monitors when a vehicle is being used, who the driver is, its location, its speed, the manner in which it's being driven and in the specialist fleet provides data on actual fuel usage and other vehicle functions such as whether a road sweeper is sweeping the road. To record the driver there will be a minimum need and use of personal data i.e. an employee's initials and/or employee number only. Access to this data will be restricted to only those with responsibility for the employee, the vehicle and the fleet. All management of information will be stored, used and disposed of in line with the Council's policies and procedures and the UK General Data Protection Regulation (UK GDPR). Information directly relating to the employee's driving ability, may be used in order to improve their driving skills; similarly if an investigation was taking place the information gathered from the vehicle monitoring system may be used in evidence. To ensure that everyone is aware of and understands the need and use of all gathered information briefings and associated training will be undertaken prior to and during the life and use of this system. All of the above should be low in risk terms with similar information held and used as part of our overall management of people and places. The contract requires Ctrack to transmit all data to the council on termination of the contract. The council will only hold the data for six years from contract termination as claims can be made up to five years after the event |
| Resource responsible | Community and Enterprise Resources |