Organisation record: what you owe your staff

By opening an Organisation in WheelTrust, you give your staff access to a tool that records what they do on your vehicles' maintenance records. As the employer, you decide on this use: the law asks you to inform your staff, to consult your staff representatives if you have any, and to stay proportionate. This page explains, simply, what that means. It doesn't replace advice from your accountant, your lawyer or your trade association.

What the record logs, and what it doesn't

The organisation record logs, for every vehicle in your fleet, the service entries (date, operation, mileage, cost, garage), the documents uploaded (invoices, MOT, insurance) and the upcoming actions. Every line carries the name of the person who entered it and its date: this is what makes it possible to know who did what on a vehicle, and what makes the record reliable on the day of resale.

The record doesn't logvehicle position (no geolocation), nor journeys, nor driving hours, nor working time. It doesn't monitor anyone in real time. It doesn't count, rate, rank or compare your staff: no score, no leaderboard, no inactivity alert. Each employee only sees the records assigned to them; Fleet Managers and Fleet Administrators see the records within their scope.

Before inviting your staff: three things to do

1. Inform everyone, before going live.The Labour Code requires employers to inform staff, before it's rolled out, of any system that collects information about them personally (article L1222-4). The GDPR asks for the same thing, with precise content: who processes it, why, what data, who accesses it, for how long, what rights (article 13). A written notice, handed over or sent to each person you invite, is enough. A template is provided below.
2. Consult the works council (CSE), if you have one.The CSE must be informed and consulted before setting up a tool that allows staff activity to be tracked (article L2312-38). If you employ fewer than eleven staff, you don't have a CSE, and this step doesn't apply to you.
3. Stay proportionate.An employer cannot restrict staff rights beyond what the task at hand justifies (article L1121-1). The record is there to maintain vehicles, not to monitor people. Don't use the entry history as a disciplinary tool, don't grant more access than needed, and remove access for anyone who leaves the company.

What WheelTrust does on its side

For your fleet's data, you are the data controller and we are your processor: our commitments are set out in the data processing agreement that you accept when subscribing. For your staff's accounts (login details, password, security), we are the ones responsible, and our privacy policy explains it to them. The invitation email each employee receives links back to this policy. We don't produce any indicator per person, and we won't without informing you.

Template staff information notice

«We use the WheelTrust service to keep the maintenance record of the company's vehicles. You will receive an invitation to create an account. On the vehicles assigned to you, you will be able to view and log service entries and upload documents; each entry carries your name and its date. This information is only used to maintain and track the vehicles; it is viewable by the fleet's managers and is kept for as long as the vehicle is part of our fleet. The service does not record the vehicles' position or your working hours. You may request access to, correction of, or deletion of information concerning you by writing to [your company's address]. For your personal WheelTrust account, you can contact contact@wheeltrust.io.»

References: Labour Code, articles L1121-1, L1222-4 and L2312-38; GDPR, articles 5, 13 and 28; CNIL, practical guide on vehicle geolocation for staff (for the record: WheelTrust doesn't do this).