Personal data
For a request about a driver's or an employee's data, an admin has two actions on the person card: Download driver data, one file with everything Quanty keeps about the person, and Anonymise, which erases the personal details for good. This page describes exactly what each does, who can see what before that, and what can no longer come back afterwards. It describes the app, not the law: what your company must keep, and for how long, is for your lawyer to confirm.
Before you start
- Your organization has the TMS add-on. Both actions are in the ⋯ menu of the person card, for admins only ("Only an administrator can do this.").
- Neither action is available through the chat.
- The same actions exist for a contact person of a client or carrier on the contractor card (see The contractor card).
Who sees what, day to day
- Everyone in the organization sees the people register, the cards and the dates of every document.
- Medical exams, psychological exams and ID cards or passports are private: only admins and the person who added them can open the file, and every opening is written to the card's history (see The person card).
- Tachograph files and the PDFs of posting declarations are private in Files too, and each opening of a tachograph file is written down.
- Quanty never stores a PESEL, or the number of an ID card or passport.
- Scans of a person's documents are kept for 5 years after they end and cannot be deleted before.
Download driver data
- Open the person card, ⋯, Download driver data.
- "One JSON file with everything Quanty keeps about this person: card, documents (names and dates, without the files), absences, trips, expenses, advances, pay, sets, orders driven, messages and the history. The download is recorded in the history."
- Click Download file. "The file is downloaded."
The file holds, in parts: the person, orders, documents, absences, leave balances, trips, money (advances, expenses, pay items), sets, the mobility package, tachograph files, messages, damages, cash desk slips, telematics, reminders, links, templates and the history. Each part holds the newest 1 000 rows and says how many there are in all and whether it was cut. The files themselves (scans, photos) are not in it.
Anonymise
- Open the person card, ⋯, Anonymise.
- Read what will happen (below).
- Type the person's full name: "To confirm, type the full name: Marek Zieliński".
- Click Anonymise for good. "The driver's data is erased."
What is erased
"Name, phones, e-mail, date of birth, staff number, driver card number, notes and the GPS id are erased for good. The card will say "Kierowca usunięty" and the driver cannot be given new work."
- The name becomes "Kierowca usunięty", the card shows Data erased, and the person becomes Inactive.
- The work phone, the private phone, the e-mail, the date of birth, the person code, the driver card number, the notes, the link to the telematics driver and the link to a user account are emptied.
- The person's number is removed from messages sent to him and from the pallet messages he sent.
What happens at once
- "The link for the driver stops working at once: whoever opens it sees that it has expired."
- "Reminders still waiting to go to him are cancelled, and recurring orders stop naming him."
- He can no longer be put into a set or an order: "This driver's data was erased (GDPR), so he cannot be given new work. Pick another driver."
What stays
"What stays, as the law requires: the orders and their history, money records (settlements, advances, expenses), documents with their files. Old history lines keep the name they were written with." Sets, trips, damages and the card itself stay too, under the new name.
When it is refused
| Message | Why |
|---|---|
| "The driver still has work or money open: unfinished orders: 2, trips not paid out: 1. Finish or settle it first." | Unfinished orders, an open set, trips not paid out, advances or expenses not settled. |
| "This person comes from another system that sends, or can again send, its data here. Erase the person there first, or end the connection." | The person comes from a connected system, such as Marcos TMS, that still sends him. |
| "This person's data is already erased." | Already done. |
| "The typed name is not the person's name." | The confirmation does not match. |
What can no longer come back
Erased details cannot be filled in again: "This person's data was erased (GDPR): the name, phones, e-mail and the other erased details cannot be filled in again. The other fields can still be changed."
They cannot come back from elsewhere either:
- In the pallets setup, the driver's number or e-mail address can no longer be saved or paired (see Pallet receipts from drivers).
- In Differences with Marcos TMS, taking an erased detail from Marcos TMS is refused (see Differences with Marcos TMS).
- A document that would set the driver card number again is refused.
- No new trip, advance, receipt, bonus or deduction can be added for him; a bonus or deduction still waiting can only be rejected.
- Propose bonuses and deductions and Build trips say when they left out a driver whose data was erased: "1 driver left out: their data was erased (GDPR), so they get no new trips."
Good to know
- Delete driver is not the same: it removes the person from lists and pickers but keeps the personal details. Use Anonymise to erase them.
- The download and the anonymising are both written to the person's history with who did it.
- A contact person of a contractor is anonymised the same way: "Name, e-mail, phone and WhatsApp are erased for good. The person is archived."
Not legal advice
Quanty does what this page describes. Which data your company must keep, for how long, and how to answer a person's request is for your lawyer to confirm.