Data protection settings

Retention periods

Filodos deletes personal data when it is older than the retention period. A job runs each day and deletes the old data for good. Your organization has one period for each class of data:

Data class	What it holds	Default	Maximum
Positions	GPS fixes of every vehicle	180 days	365 days
Trips, stops, and events	Trips, stops, driving events, alarms, and in-app notifications	365 days	730 days
Scores and daily totals	Safety scores and daily driving summaries	365 days	730 days
Still images	Photos from the vehicle camera and photos that drivers add to notes	365 days	365 days
Video	Recorded video clips of the vehicle camera	30 days	90 days
Raw telemetry files	The per-second sensor files of the device	14 days	30 days

The newest position of each vehicle stays, so the live map keeps its last point. A trip that is still open stays until it closes.

Deleted data cannot return. Download an export first if you need a copy.

Change a period

1. Open Organization → Data protection. Only administrators see this page.
2. In the row of the data class, type a number of days in Days to keep. The smallest value is 7. The largest value is the maximum in the table.
3. Click Save.
4. To go back to the default, click Use default.

A shorter period removes data at the next daily run. Filodos writes each change to an audit log.

The notice to drivers

Drivers must know what the system records, why, and for how long. This is the duty to inform. Filodos helps you in three ways:

• A template in English and in Greek. The template names your organization and fills in your retention periods.
• A first sign-in screen for each driver login. The driver reads the notice and clicks I have read this notice.
• A record of the time when the notice was first shown and the time when the driver confirmed it, for each version of the notice.

The button records that the driver read the notice. It is not a consent. Consent is weak in an employment relationship, so the notice does not ask for it.

Publish the notice

1. Open Organization → Data protection and go to Notice to drivers.
2. Read the template in Notice in English and in Notice in Greek.
3. Fill in each gap in square brackets: the purposes, the rule for private use, the contact person, and the name and address of your company.
4. Click Publish as a new version.

Each driver login must read the new version at the next sign-in. The table below the text shows, for each driver login, when the notice was shown and when the driver read it.

A published version never changes. To change the text, publish a new version. Every driver login then reads the new version.

Check the text with your lawyer before you publish it. The template is a starting point. It is not legal advice.

Rules and limits

• Only administrators can change the periods and publish the notice.
• A driver without a login never sees the notice on screen. Give that driver a printed copy.
• The notice screen is in the web dashboard. The iPhone and Android apps do not show it yet.
• If the web dashboard cannot check the notice because of a network error, it lets the driver in. The next page load checks again.
• The retention job removes data of the vehicles that belong to your organization. Data is kept for as long as the period says and no longer.
• Backups keep deleted data for up to 35 days.

For developers: the same functions are available at GET /gdpr/retention, PUT and DELETE /gdpr/retention/{data_class}, GET and PUT /gdpr/notice, and GET /gdpr/notice/status, with an administrator sign-in token. API keys cannot call them. A driver login uses GET /me/notice and POST /me/notice/acknowledge. Error codes: 404 for an unknown data class, 422 for a period below 7 days or above the maximum, or for an empty notice text or a text over 20000 characters.