CSL Effiziente Fuhrparksteuerung

Frequently Asked Questions

Data Privacy

 

What steps is VISPIRON taking to ensure data privacy in accordance with §11 BDSchG (German Data Protection Act)? 

Data privacy concept, confidentiality agreement, data privacy agreement

 

 

How are data saved?

By product usage:

  • Vehicle type and registration plate number

  • Departure and arrival location, departure and arrival time, departure and arrival kilometre reading, kilometres driven, driver, fuel fill level, battery charge level

  • Driver name, "manager" name, email addresses of driver and manager

 

Where are the data saved?

On our servers, which are operated exclusively by us. These are located at a secured computing centre (Global Access, Munich) in conjunction with a collocation contract.  We do NOT (!) store any data on external servers or "in the cloud".

 

 

Who has access to the data saved? 

Access to data is regulated according to a clear authorisation and role concept. Each driver sees only their own data and "supervisors/managers" only see the data of the employees allocated to them. Details of personal trips can only be accessed by the corresponding driver. Only data which is relevant to the tax office (driver, date and kilometres driven) is visible to the fleet manager.

 

 

How long will the data be saved?

We will store the data for 10 years in conjunction with income tax, as per the AO (German revenue code).

Vehicle Log Book

 

If a vehicle is used exclusively for business purposes, is it necessary to keep a log book?

According to current legislation (Federal Tax Court ruling of July 2013), employees who use a company car exclusively for work purposes are required to demonstrate this to the tax office with a vehicle log book. Otherwise, tax authorities may tax a percentage of the list price as a monetary benefit for personal use of the vehicle. This is a decision made by the Federal Tax Court in Munich in several new rulings and applied in place of previous legislation.

 

 

Does installing the box void the warranty? 

The log box is e1 certified by the Federal Office for Motor Vehicles. We do not intervene in the electronics. We only read the data. To this extent, the guarantee or warranty is not affected.

 

 

How does the electronic log book work? 

Our telematics unit (log box) is installed in the vehicle and outputs the data, which are generated by the CAN-BUS connection and the GPS signal and transmitted to a web portal via GPRS.

In the web portal, the log book can be displayed and edited.

 

 

What positional information does the log box collect and transmit?

GPS position of start and end point

 

 

What driver information does the log box collect and transmit?

At the end of each trip, the log box located in the vehicle connects to the CARSYNC database server and transmits the following data to it:

  • Date (day, month, year) of start and end of trip
  • Time (day, minutes, seconds) of start and end of trip
  • Km-status at start and end of trip
  • Position of start and end of trip
  • Driver ID number
  • Type of trip: personal or business trip
  • Delete the last break in driving
  • Serial number of the log box

 

How is the log box installed and by whom?

Installation is performed by our qualified installation partners at your location or at our installation partner's facility. The log box is e1 certified by the Federal Office for Motor Vehicles and is installed in your vehicle invisibly without screws or drilling and can be removed with no residue left behind.

 

 

What happens to the driving data if I have no reception (underground car park, tunnel)?

The data are saved in the log box and transmitted as soon as you have reception again.

 

 

Is the CARSYNC electronic log book sufficient to comply with the requirements of the tax office?

Refer to:

Report on review of the CARSYNC log book system (version of April 2010)

Margin no. 23 An electronic log book is considered acceptable if it allows the same information to be obtained as a manually prepared log book. When electronic records are printed, subsequent changes to the recorded information must be technically excluded or at least documented (Federal Tax Court ruling of Nov. 16, 2005, BStBI II 2006 pg. 410)

[...]

 

 

3. TEST RESULT SUMMARY

The result of our test of log book functions performed by the system has been positive. The system allows for job-specific criteria to be maintained.

According to our assessment based on the information obtained in the test, the CARSYNC software product which we tested thoroughly complies with the aforementioned criteria when used as intended. […]

Changes are documented in the change log, which can be submitted to the tax office if necessary. 

 

 

Who can view my (log book) data?

Access to driving data is strictly regulated according to an authorisation and role concept. Accordingly, there are significant differences in the way content is displayed for the driver and for any other authorised persons (fleet manager, managers, etc.). As per the authorisation concept, every authorised person has only the type of access which is allocated to them on the basis of an internal company agreement.

Driver: Access to personal data only, read and write permission (Prerequisite: modification of the data without infringement)

Fleet manager: Access to the driving data of employees assigned to them, read permission for business trips, no viewing access to personal trips

Electronic Driving License Check

 

How does the electronic driving license check work?

A legally permissible RFID label is affixed in advance to the valid driving license of each driver. A serial number stored electronically on a chip inside the label provides protection against forgery. When the label is removed, the chip is automatically destroyed, such that transmission is no longer possible and manipulation is excluded.

The drivers are automatically prompted by email or SMS to appear for the driving license check. The check is performed at one or more central read stations, which only requires a power connection. Alternatively, this can also be done using an RFID-USB connected to a computer. In combination with the CARSYNC log book, the check can also be performed directly in the vehicle. In each case, the driver holds up their driving license with the RFID label to the reading device. An entry indicating a successful driving license check is then automatically stored.

The documentation is generated through the web-based log portal. Here, the fleet manager can access and demonstrate all inspections for each driver at any time. A clear overview of all pending and outstanding checks can be displayed with the click of a mouse.

 

 

How frequently should driving licenses be checked?

To be able to demonstrate that checks are performed with sufficient regularity, we recommend checking driving licenses every 6 months. However, you also set the checking interval individually.

 

 

Is it allowed to paste the RFID label on top of the driving license? 

As confirmed by legal experts and the German Federal Ministry of Transport, it is permissible to affix an RFID label to one's driving license, provided that no entries are obscured. The RFID label is small enough that there is sufficient room for it on any driving license. If, in exceptional cases, problems should nonetheless arise during a check, the driver can remove the RFID label without leaving any residue on the driving license, such that there can be no grounds for complaint.

 

 

Does the RFID label also work with the "old" grey or pink driving licenses?

RFID labels adhere reliably to all types of driving licenses. They can be removed without leaving any residue and are reliably destroyed in the process. Due to its small size, the RFID label fits on any driving license without covering any entries.

 

 

What happens if you remove the RFID label from the driving license?

A driver whose license is revoked for a significant period of time could potentially attempt to remove the RFID label from their license and affix it to another card or similar item. This will not work, because the RFID label is reliably destroyed as soon as it is removed from the driving license. So once the RFID label is removed, no checks can be performed.

 

 

Does this procedure also help with driving bans of 1 to 3 months?

Companies can set an individual check interval (weekly, bi-weekly, monthly, every 3 months, semi-annually) for each driver. The shorter the check interval, the greater the likelihood of identifying even short-term driving bans.
From a legal standpoint, it is questionable whether the fleet manager needs to take any steps at all with regard to short-term driving bans. With the conventional checking procedure using document files and personal inspection, this is also infeasible.

 

 

How are the labels affixed to the driving licenses? 

We will provide you with a detailed description and instructions for reliably identifying the employees and on "labelling".

 

 

Which data are saved on the RFID label?

No personal data are saved on the label. Each label contains an individual number. This number is used to associate the label with the owner of the driving license in the central system. These master data are managed by the fleet management.

 

 

Are data are saved on the RFID-USB stick?

No, no personal data are saved on the USB stick. The USB stick only reads and outputs the label number.

Guidelines

Guidelines for keeping a log book with CARSYNC

 

 

1. Recording outward trips and return trips separately

Outward trips and return trips should generally be recorded separately from one another. If a personal trip takes place between the work-related outward and return trip, this must be recorded and documented separately.

Example:

You drive to a shop and purchase materials there. This results in an entry in the log book from your starting point to the shop. The return trip from the shop to your target destination is also displayed in the log book. These two trips may not be combined.

 

 

2. Properly documenting business trips 

For business trips, you need to fill out the purpose, contact person and company. In some cases, all you need to fill out is the purpose (return trip, refuelling, car wash, etc.).

To make filling out the log book even easier, you have the option of having the fields automatically populated with previously saved information. For this to work, you need to enter the information for this geo-position or to have previously imported it into the database (optional).

To apply the data, click on the -icon for the trip (to the right of the window) and double-click the appropriate entry to select it.  

 

 

3. Update the log book in a timely fashion

The tax authority does not precisely specify what "timely" means. To avoid any issues, we recommend that you complete the data within one week of completing your trip.

 

 

4. Special regulations

According to current legislation, it is permissible to drive the company car to your place of residence before or after a business appointment, if doing so saves time or reduce mileage (as compared to driving to your regular work location).

Example:

Your place of residence is located between your company headquarters and one of your customers. If you drive to this customer right at the start of your workday, you are allowed to take the company car to your place of residence in the afternoon. You would be making a detour if you drove to the office before your appointment and only then made your way to the customer.

 

 

5. In case of doubt, review the change log

According to the Federal Tax Court ruling of 16/11/2005, a software-generated file only meets the requirements for an acceptable log book if the software's mode of operation renders it technically impossible to subsequently modify the data or if all subsequent changes are documented and disclosed in the file. Our electronic log book saves all changes in a change log which can be submitted to the tax office if necessary.

Vehicle Log Book Help

Edit Profile

 

Change password

To be on the safe side, you should change your personal password at regular intervals. To do this, enter your old password under Profile -> Password as confirmation, and select a new password. Once you've saved it, your new password is activated. Only use secure passwords.

Requirements:

  • At least 6 but not more than 13 characters long
  • Must include at least:
    - Upper-case letters
    - Lower-case letters
    - Number
  • The password may not contain any spaces

 

Entering your home address

For automatic recognition of commutes between your residence and your regular place of work, you can input your home address in the portal under the menu item "Profile". The calculation is performed based on the GPS positions, which are used to automatically recognise commutes between your residence and place of work. These personal data can only be viewed by you. Please note that the trip has to be completed all at once, and the operating device in the vehicle has to be set to personal.

Trips

 

Filtering trips

The log book view includes a filter which allows you to filter your trips by vehicle, time period and type of use (personal trip, etc.). Your selection is automatically applied and updated. The system presents a statistic on the trips taken for that selection. In the detail view, your trips are displayed, starting with the latest trip and with the filter settings applied. There is also a search function which allows you to filter your trips by city, street, company, contact person or purpose.

 

 

Editing trips 

Trips can be edited in the detail view. The following functions are available:

  • Combine/separate trips
  • Change trip type
  • Edit location data
  • Company visited
  • Contact person
  • Purpose of trip

The trips are grouped in column Z. As soon as you move the cursor over the trips in column Z, the options are displayed. When you've selected the desired grouping, you need to save the change by clicking group trips.

Please note that trips can only be grouped if they were taken in the same vehicle and occurred in the same month. Also, only trips of the same type (personal, etc.) can be grouped together. If another employee happened to use the car between your trips, it will not be possible to group the trips, either.

To split grouped trips back into individual trips, click the split button.

You can change the trip type by clicking the existing entry. The selections available are business, personal, trip home and commutes between residence and place of work. The different types of use are also colour-coded. The colour coding is used in the detail view, in the statistics and in the business and personal display on the reading device inside the vehicle. Colour codes: Blue = business, yellow = personal, green = trip home and commutes between residence and place of work.

City entries can be overwritten if necessary. To do this, click the address you wish to edit, and make the change.

Inputting tax-related data (please follow the guidelines on keeping log books):

  • Company visited
  • Contact person
  • Purpose of trip

The entry is made clicking the field for the uncompleted trip. No changes or entries need to be saved separately, except for trip groupings.

 

 

Open trips

In order to comply with tax office requirements, you need to enter at least the purpose for each business trip. In order to help you keep track, the system tells you how many trips are incomplete. If you click the red open trips button, the system shows all the trips for which the purpose has not been selected, yet. In addition, there is a filter which lets you change how your open trips are displayed. To open the filter, click open trip filter settings. Here, you have the following options available:

  • Filter by vehicle (currently selected vehicle or all vehicles)
  • Minimum distance (>= 0 km, >= 150 m, >= 1 km)
  • Search filter (use, do not use)
  • Colour-coded display frequency (immediately, 1 – 14 days)
  • Data filter (unlimited, fixed date, time period, trip filter)

Some of the aforementioned settings can be implemented by right-clicking the trip. You can choose from the following settings and functions:

  • Type of trip
  • Group
  • Map view
  • Saved entries ((icon cannot be displayed) function)
  • Undo the last changes
  • Stop displaying tax office warnings

 

Map display

The (icon cannot be displayed) button in a trip line, you can open a map view which opens the start and stop position of the selected trip.

 

 

Vehicle status message 

By clicking the (icon cannot be displayed) button in the trip line, you can send a message about the vehicle status to the fleet manager. The vehicle and the time of the trip are populated automatically, common issues are available for selection. You can also enter your own text.

 

 

Printing the log book

By clicking the export button, you can save your log book as a PDF or print it out. Enable the change log option to include all changes as additional information. In exceptional cases, the tax office may request to see the change log. 

 

 

List of known destinations

To make it easier for you to make the necessary entries in the log book, CARSYNC saves the entries you made to past destinations.

The next time you set out for the same destination, parking within 500 m, you can click on the (icon cannot be displayed) to load the saved information again. In the list, you'll see a display of all the information stored on the current driving destination. Double-click on the corresponding information to apply it.

Redundant or extraneous entries can be deleted by clicking once on the trash can icon.

 



 

Data storage

We will store the data for 10 years in conjunction with income tax, as per the AO (German revenue code).

Fleet management

Theodor Hermann +49 89 45 24 50 258 Notfall- / Emergency-Hotline (24/7) 0900 1 992299 (0,99 € / min.)