GDPR: what does it mean?

Transpoco is committed to compliance with the General Data Protection Regulation (GDPR), which went into effect May 25, 2018. The regulation contains the most significant changes to European data privacy legislation in the last 20 years, replacing European Privacy Directive 95/46/EC. It is designed to give EU citizens more control over their data and seeks to unify a number of existing privacy and security laws under one comprehensive law.

The GDPR applies not only to EU-based businesses, but also to any business that controls or processes data of EU citizens. Per the GDPR, personal data is any information relating to an identified or identifiable individual; meaning, information that could be used, on its own or in conjunction with other data, to identify an individual. Our customers can trust that Transpoco has made GDPR a priority and has devoted significant and strategic resources toward our efforts to comply with GDPR.

The contents of these documents are not intended to be legal advice, nor should they be considered a substitute for legal assistance. The final responsibility for understanding and complying with GDPR resides with you, though Transpoco will assist you in meeting GDPR requirements where possible.

Which actions has Transpoco completed regarding the GDPR?

Transpoco appreciates that customers have requirements under GDPR that are directly impacted by their use of Transpoco products and services, and Transpoco is committed to help them to fulfill their requirements under GDPR and local law.

Below are a few examples of actions Transpoco has committed to in order to satisfy GDPR requirements that apply to both Transpoco and customers:

• Ensuring our products are designed in accordance with ISO 27001 standard (information security management system). This standard mirror many of the security and privacy requirements of GDPR and is helping give our customers a transparent framework to measure our software development and data management practices. Transpoco makes available to the Controller all information necessary to demonstrate compliance with the legal obligations and allow for and contribute to audits, including inspections, conducted by the Controller or another auditor mandated by the Controller. You can reach out to Transpoco’s Support team for the certificate; Completed;
• Committing to follow any additional security and privacy measures required under GDPR; Completed;
• Assisting with data processing security and privacy requirements, notifying regulators of personal data breaches in the unlikely event that they occur, and promptly communicating any such breaches to our customers and end-users; Completed;
• Ensuring Transpoco staff that access and process Transpoco customer personal data have been trained in handling that data and are bound to maintain the confidentiality and security of that data; Completed;
• Holding any vendors that handle personal data to the same data management, security, and privacy practices and standards to which we hold ourselves. Completed;
• Committing to carrying out data impact assessments and consulting with EU regulators where appropriate; Completed;
• We’re strengthening our security controls across the board. All customers personal data has been encrypted. Where data is transferred over the Internet as part of our Products, the data is also encrypted using industry standard SSL (HTTPS). We had improved our systems for authentication and authorisation as well; Completed;
• Updating our Products Terms and Conditions with Privacy Policy in order to attend GDPR requirements. They will be presented to customers until beginning of May to have Customers consent; Completed;
• Providing customers with additional assurances regarding their ability to fully control their data in a safe, secure, and compliant environment when they use services from Transpoco.
• Providing customers with the 8 rights of GDPR: right to be informed, right of access, right to rectification, right to erase/to be forgotten, right to restrict processing, right to data portability, right to object and rights in relation to automated decision making and profiling.; Completed;
• Improving logs; Completed;
• Enabling customers to easily export their data into a machine-readable format; Completed.

Transpoco subprocessors

Transpoco engages third-party subprocessors to help us provide services to our customers. A subprocessor is a third-party processor engaged by Transpoco who receives data from Transpoco and processes personal data on behalf of our customers.

As required by the GDPR, Transpoco is liable to the Controller for the performance of a sub-processor’s data protection obligations. Therefore, as a condition of permitting a subprocessor to process personal data, Transpoco will enter into a written agreement with each subprocessor containing data protection obligations at least as protective as the technical and organizational measures Transpoco has put into place to protect customer personal data from accidental or unlawful destruction, loss, alteration, or unauthorized disclosure or access.

You, as a Data Controller, have the right to object to any subprocessor you don't agree with at any time. For this, please contact us at support@transpoco.com.

What do Transpoco customers need to do?

We strongly advise you to make yourself familiar with our latest privacy policy. If you have drivers that are using their vehicle for both business and private use, those drivers should have an option to activate a privacy mode for private driving. If your drivers are doing some private driving and you have no privacy switch currently installed, please contact us at support@transpoco.com and we can set this up for you.

For many years we have promoted best practices in terms of data protection and data privacy, we have many resources such as sample policies and guidelines on this topic. These resources are all freely available on our website and we encourage you to take a look at them here or reach out to us if you have any queries related to our solutions.