Electronic Driver Log

Tax office compliant and legally secure. Simply insert your OBD-Plug and start getting your Electronic Driver Log today.

Electronic Driver Log for pool vehicles and fleet vehicles

fleetster thinks about the electronic driver log from the perspective of the fleet manager, who has a documentation obligation. User acceptance, including works council, is the top priority - tax office conformity is a matter of course.

The driver log can be seamlessly integrated into all existing solutions, such as corporate car sharing / motor pool management, tracking, etc. Administrators always have full control over which software modules they want to use and users have full control over their private data.

Although the software is fully documented, it remains our claim that no one should need a manual to use the software.

Reasons for an electronic driver log

Driver Log for pool vehicles

Avoid the classic tax trap of pool vehicles. fleetster offers a tax compliant driver log for pool vehicles.

Transparency & Privacy

It keeps transparency throughout the whole process by allowing admins to only see those trips that are related to work, while giving users complete visibility into their travels.

Tax Security

Our software solution ensures that your driver log complies with all legal and tax requirements as long as you use it consistently.

Legal certainty and tax office conformity

A driver log must meet many requirements - electronic or digital driver logs must meet at least the same requirements. In addition, there are further requirements regarding the Data protection and the Data Processing, that come with working with cloud software.

Electronic Driver Log Features

IT Security

Our service offers the highest industry standards in terms of cloud software security.

Data security

Since the electronic driver log saves extremely sensitive data records such as GPS location, with associated person names and private addresses, the highest level of security applies here. In this regard, basic data protection requirements according to GDPR and DSGVO apply.

Unalterability

Tax authority exports are cryptographically sealed and cannot be modified once exported. The exports are signed with the fleetster digital key.

Traceability

All changes to trip information is recorded. Changes after a trip is categorized are clearly highlighted in the trip history and PDF exports as well as the relevant author.

Immediacy

It is essential that electronic driver log are kept seamlessly - otherwise the tax office has room for interpretation, which can have negative effects. In addition, all driver logs should be kept up-to-date and immediately categorized. The legislator recommends categorizing a trip after 7 days at the latest.

Storage

All trip data is stored for 10 years. This ensures compliance with the retention obligation of tax authorities.

How does fleetster meet the requirements for a driver log?

Thanks to long-standing partnerships with large German companies (banking, telecommunications, automotive industry) fleetster has always been on the cutting edge of data protection and data security. Regular penetration tests, a dedicated team of data protection officers, as well as offline measures regarding security in the fleetster office lead to a maximum of data security in the fleetster system.

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The electronic driver log by fleetster was developed in close cooperation with tax law and data protection experts to ensure its taxation and legal compliance.

The OBD plug - the automation of the electronic logbook

An OBD plug is installed via the on-board diagnostic interface in the vehicle (usually in the footwell next to the driver's seat). This plug reads information regarding the distance travelled, combines this with start and destination coordinates, provides this with a time stamp from the radio network, and sends this information to the fleetster system.

The fleetster system makes use of geocoding from well-known map service providers, and makes the information available in the web app and native apps (iOS and Android).

This allows users to edit and assign trips after they have completed them, while admins only see the information they want to see.

How does the electronic driver log from fleetster work?

With the help of the data plug from Geotab, the data of the vehicle is recorded and written down at any time. Thus, no trip can be forgotten or the documentation obligation within 7 days cannot be exceeded.

Almost all modern vehicles are supported and there is a possibility to install a plug with a cable behind the dashboard. With such a cable it can be ensured that the plugs cannot be deactivated accidentally or deliberately.

How much does it cost to implement the fleetster Logbook?

fleetster tries to keep it as simple as possible and offers an all-in-one solution. For 15€ per vehicle per month, you get the OBD-Plug, the necessary data transmission package and our fleetster software on top. All you need to do is to place your order, to plug in the OBD-devices and your driver log is live. Reach out to the fleetster Team to get your offer now!

Why do I need an electronic logbook?

Electronic driver's logbooks record which routes a driver has taken and whether these journeys were of a private or professional nature. The aim is thus to document without gaps what happens to a vehicle.

The company, and thus the management, is liable as the owner and must be able to provide complete evidence of what has happened to the vehicles. In the case of company cars assigned to an employee, all details are regulated in a company car transfer agreement, which makes documentation relatively simple. In the case of pool vehicles, however, there are more stringent documentation requirements and, in some authorities, it is even mandatory to keep a logbook. Owner's liability is an important issue, as in unfavourable cases the management has to bear the legal consequences.

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There are three basic applications for driver logbooks:

1. transparency and security with regard to owner liability

2. legal security for pool vehicles / corporate car sharing

3. tax savings for company car drivers with a low share of private trips

Why is this electronic driver log especially suitable for fleets and what makes it different from other products?

The fleetster electronic driver log was specially designed for fleets and vehicle fleets. It is therefore primarily aimed at the fleet manager and not at the individual entrepreneur who wants to save taxes.

In a fleet, the demands on a driver's logbook increase. Especially in combination with pool vehicles, there are high requirements. Drivers are only allowed to see their own data and fleet managers are basically not allowed to see any driver data at all. At the same time, however, it must be ensured that the journeys are documented correctly and the fleet manager must be informed in good time if his colleagues risk the legal deadlines.

In addition to privacy, data protection is of course also an important issue. At fleetster, all data is hosted exclusively in Germany and processed under the highest security requirements in Frankfurt/Main. In addition to data security, the availability of our software also plays a major role. In 2020, the system was unavailable for an average of 2 seconds per week.

For vehicle fleets, it is also essential that the maintenance effort of such a system is low, and at the same time, the data quality is high. For this reason, the OBD-plug can be installed inaccessible with a cable to prevent misuse. With fleetster, the real mileage and fuel level can also be exported as an option. Most other logbook solutions calculate the trips based on the GPS signal.

Which electronic driver log are accepted by the tax office?

Avoid unnecessary effort and missed tax refunds due to incorrect bookkeeping! Not every logbook software is accepted by the tax office as part of the tax return.

Especially common programs like Excel or Word are rejected as proof by the tax office. This is because changes can be made in these at any time, which in turn allows for possible manipulation of the data. Therefore, electronic driver logs must have both change tracking and tamper-proofing to provide tax and legal security.

Just as strictly as in the case of changes and attempts at manipulation, the tax office is forced to disallow the entire driver log in the case of faulty records. Be on the safe side and only use programs that have been recognized as an electronic driver log by the tax office!

The selection of accepted software solutions for electronic driver logs is not very broad, but on the other hand, they can be used in your vehicles without hesitation. By consistently using this software, you ensure that your driver logs are tax office-compliant and legally secure, and thus meet all standards and specifications, and you will not suffer any disadvantages in terms of tax compensation.

Is my electronic driver log data safe with fleetster?

Your data is safe - even beyond the 10 years retention period! The transfer of data to the data center in Frankfurt/Germany is fully automated and also all collected data is stored in the cloud. fleetster has multiple redundant storage and processing system. In other words: There are always several servers in use, which could also carry the entire system load alone. If one server fails for a few minutes, at least two other servers are permanently available. The system can also add more servers if there is a need.

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There are also several backup instances for the data. Within the first 30 days, all data can be restored to within an hour. So there is a single backup of every hour.