Security: 3 fundamental processes

3 fundamental processes related to the security of personal data. It seems obvious … and yet, too few professionals of the transport of people are aware of it: it is important to set up precise processes regarding the personal data of your customers and passengers transported.

The data of your VTC company

As a professional of passenger transportation, there is a commodity at least as precious as your vehicle: your data!

By data, we mean here the information of :

• your company : customer files, planning, sales, drivers, vehicles,…
• your customers
• the passengers you transport

The storage of your customers’ personal data

In reality, to carry out your activity, you hold a lot of personal information of the passengers you transport, especially when you want to provide a personalized service to the passenger in the car and not only take him from point A to point B:

• telephone numbers,
• e-mail,
• personal address,
• sometimes personal details that the driver needs to know in order to provide them with a special service during transportation,
• personal trips,
• business trips.

Yes, people’s movements are part of their personal data!

Intercepting information about a VTC transport made for a person can be detrimental to the person’s interests.
In the case of a VTC ordered for a professional transport, it is for the client or the employer of the transported passenger that it can be prejudicial.

You use a management software for your activity

When you decided to equip yourself with a management software, you signed a contract with the software publisher. The conditions of storage of your customers’ data are noted in the general conditions of sale and use of the software.

On WAY-Plan, how is the security of your data storage ensured?

The security of the data in 3 points on WAY-Plan:

1. SSL protocol to guarantee confidentiality, authentication and data integrity. In other words, the same protocol is used when you place an order with online payment
2. Encryption of passwords and possibility to deactivate collaborators access
3. Backup every hour on a remote server

In addition, you can export all your databases in Excel format at any time to save them on media external to the software.

As a software editor for the transport of people, we know what impact a break in connection to your management software can have. This is why we have set up a double backup procedure to continue your transport activity, to reach your customers, in case of technical failure of a server or other.

• Automatic emailing of your daily schedule every 4 hours
• Synchronization of databases on a remote server allowing you to continue working in case of failure on the main server

If you use free software

If using free software is tempting for a VTC entrepreneur who starts, he must ask himself the question of his responsibility.

When your customers entrust you with their personal data, your VTC company guarantees their protection as well as their non-disclosure to third parties.

When it’s free, the product is you!

This sentence, now well known, illustrates the phenomenon of “free” applications that have emerged for over a decade. These applications are practical, fun and you don’t have to pay 1€ to use them.

If you use free software (Google Calendar, Gmail, Exchange, …), make sure where your data is stored: who has access to it? What about backups?

In summary: the 3 essential security processes for your company

Make sure you :

1. Secure the storage of your company’s commercial data: customer database, issued invoices, lists of confirmed transport bookings and quotes awaiting confirmation, etc. Make sure this data is stored on a secure medium, with an encrypted password, renewed regularly.
2. Create a regular backup: store on an external hard drive for example, even if the data is online.
3. Make sure you have a backup procedure to continue your transport activity, to reach your customers, in case of technical failure of your operating system.

Protect yourself and choose a secure and RGPD** compliant way of storing your data.

For a VTC company, protecting its data to the maximum is also a step towards a sustainable and responsible approach. It is also a commercial argument that shows your willingness to put in place stable procedures to protect your customers.

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* VTC: chauffeur driven car

** RGPD : General regulation on data protection. Concerning the users of the WAY-Plan software, here is the document to download: Respect of the RGPD at WAYNIUM. You can also contact your consultant at +33 6 52 61 75 02 for any further information.