How often to download data from the tachograph and driver card
The download deadlines are easy to remember but equally easy to forget. Let's look at exactly what the legislation says, who is responsible for downloading and how to automate it.
Two deadlines you need to know
In practice two intervals apply: download the driver card at least once every 28 days and the vehicle unit at least once every 90 days.
These maximum periods are set by Commission Regulation (EU) No 581/2010, which was adopted for precisely this purpose – Regulation (EC) No 561/2006, Article 10(5), imposes the obligation to download data but left the decision on the maximum period to the Commission.
These are maximums, not recommendations. A shorter interval is always fine, a longer one is not.
Who is responsible for downloading
Responsibility lies with the transport undertaking, not the driver. Regulation 561/2006 requires the undertaking to ensure the downloading of all data relating to activities carried out by or for that undertaking.
The undertaking must therefore have a process – who downloads, when, where the files are stored and who checks that it actually happened. If a driver does not bring in their card, the problem still sits with the company.
Downloading from the vehicle unit requires a company card. Without it you cannot get at the unit's data.
When the deadline starts running
The interval runs from the last download, not from the start of the month. If you downloaded a driver card on 3 March, the next download must take place by 31 March at the latest.
With drivers who are out of operation for longer – holiday, sick leave – the card is easily forgotten. The same goes for vehicles that are standing idle or on a long-term job abroad.
So it pays to keep an overview of the deadlines rather than rely on memory. A missed deadline cannot be put right retrospectively – the data does stay in the tachograph, but the obligation to download it in time has already been breached.
What happens if you miss a deadline
Failing to download data within the prescribed periods is a breach of the regulation and is dealt with during a check at the undertaking. Specific penalties are set by each member state individually, so their level differs between countries.
The evidentiary consequence tends to be more serious: if you do not have the data, you cannot prove that the drivers complied with the rules. The regulation additionally requires that downloaded data be kept for at least twelve months and, on request, be accessible either directly or remotely at the premises of the undertaking.
The second, quieter impact is operational – without regular data you cannot spot repeated driving-time breaches in time and only deal with them once the fine arrives.
Manually or remotely
Manual downloading means a card reader and physical access to the vehicle. It is the cheapest to get into, but it costs time and is prone to being forgotten – especially with vehicles that rarely return to the company's base.
Remote downloading transfers data from the vehicle unit automatically, without the vehicle having to come to base. It removes the most common cause of a breach, the missed deadline, and saves time with larger fleets.
The choice depends on the size of the fleet and how often the vehicles return. With one or two vehicles manual downloading tends to be sufficient; with dozens, a remote solution pays for itself.
How to stay on top of it in practice
The recommended approach is simple. Set a fixed rhythm – driver cards always on the first of the month and units once a quarter, for instance, which keeps you comfortably inside both 28 and 90 days.
Keep a list of when each vehicle and each card was last downloaded and check it, rather than assuming it happened. Store the files in one place with a backup and never edit them.
And a reminder again, so no confusion arises: GPS tracking does not replace these obligations. SaveTrack gives you an automatic mileage log and an overview of your vehicles, but downloading and archiving tachograph data has to be handled separately.
FAQ
How often must the driver card be downloaded?
At least once every 28 days. The maximum periods are set by Commission Regulation (EU) No 581/2010.
How often must the vehicle unit be downloaded?
At least once every 90 days. A shorter interval is always fine, a longer one is not.
Who is responsible for downloading – the driver or the company?
The transport undertaking. Regulation 561/2006 requires the undertaking to ensure the downloading of all data on activities carried out by or for it.
What do I need to download data from the vehicle unit?
A company card. Without it you cannot get at the vehicle unit's data.
Can a missed deadline be put right?
The data stays in the tachograph and can be downloaded later, but the obligation to download it within the period has already been breached. That is why it pays to track the deadlines.
Is remote downloading worth it?
With larger fleets, yes – it removes missed deadlines and saves time. With one or two vehicles, manual downloading tends to be sufficient.
Tachograph downloads are one thing, the mileage log another. SaveTrack keeps it automatically from GPS – from €6 a month with no lock-in. Write to info@savetrack.sk or call +421 908 918 880.
GPS tracking from €6/month, with the GPS device included on annual payment.
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