The responsibility for downloading, archiving, and storing tachograph data lies with the company or the transport operator, not the driver. The company must download both the data from the driver’s card and the data from the vehicle’s tachograph unit, store it securely, and be able to present it promptly in the event of an inspection.
In short, the company's obligations regarding the downloading of tachograph data include:
- Avoiding delays or incomplete records, which can lead to penalties and additional audits.
- Appointing a person responsible for downloading and archiving data.
- Download the driver card at least once every 28 days.
- Download the vehicle's tachograph data at least once every 90 days.
- Storing both types of files in a secure and accessible system.
- Data retention for a minimum of 12 months; 24 months is recommended.
- Maintaining a written procedure and records of unloading operations.
- Ensuring data integrity and protecting data against alteration or deletion.
- Presentation of the complete archive in the event of an inspection or audit.
- Checking automated systems, since the company remains liable even in the event of malfunctions.
(3.5-metric-ton vehicles – international transport / cabotage)
The obligation to download, archive, and retain data from the tachograph rests solely with the company’s management or the transport operator, regardless of whether or not the drivers hold a CPC certificate. The driver is NOT responsible for these activities.
1. Who is required to download the data?
Responsibility lies with the transport operator, represented by:
• administrator;
• transport manager;
• fleet manager / compliance officer.
The company is legally responsible for the collection, storage, protection, and presentation of tachograph data during inspections.
2. What data should be downloaded
There are two distinct and mandatory data sources:
A) Driver card:
• driving times;
• breaks and rest periods;
• daily activities;
• errors and violations.
B) Tachograph unit (vehicle):
• all activities recorded on the vehicle;
• events and errors;
• tampering indicators;
• activities without a card.
It is mandatory to download BOTH data sources.
3. Minimum unloading intervals
Driver card: at least once every 28 calendar days (recommended every 21 days).
Tachograph (vehicle): at least once every 90 calendar days (recommended every 60 days).
Data must also be downloaded in the following cases:
• termination of the employment contract;
• permanent change of vehicle.
4. Where is the data downloaded and stored?
4.1. Unloading Location
Unloading may take place:
• at the company’s headquarters;
• at a branch office;
• at an authorized service center;
• on-site (laptop + unloading device).
There is no requirement for a specific location; rather, the focus is on the result.
4.2. Data Storage
Data may be stored:
• on an internal server;
• on an external hard drive;
• in the cloud (tachograph software);
• on optical media.
Mandatory requirements:
• fast access;
• file integrity;
• protection against modification or deletion.
5. Data Retention Period
The minimum legal requirement is 12 months.
The practical recommendation is 24 months, to allow for delayed inspections, disputes, or audits.
Failure to provide the data requested during an inspection carries the risk of penalties.
6. Practical Unloading Procedure
Method 1 – Company Card:
• Insert the company card into the tachograph;
• Connect the download device;
• Select the “Download Vehicle” option;
• The data is saved to a secure file (.ddd).
Method 2 – Driver Card Download:
• Insert the card into the reader;
• Download the data for the most recent period;
• Archive the file.
Method 3 – Remote (Telematic) Download:
• Data is transmitted automatically;
• Without stopping the vehicle;
• Highly regarded during inspections.
The company remains liable even if the automated systems do not function.
7. What Must Be Available at the Company During an Inspection
The following must be in place for the inspection:
• a written download procedure;
• a designated person in charge;
• download logs;
• a complete and accessible archive.
8. Common Mistakes
Explanations such as the following are NOT accepted:
• “The driver had to unload”;
• “The vehicle did not return to base”;
• “We only have partial data”;
• “The laptop broke down.”
9. Consequences of Noncompliance
Failure to unload properly can result in:
• fines;
• suspicions of tampering;
• repeated inspections;
• loss of commercial credibility.
10. Conclusion
Downloading the tachograph data is the sole responsibility of the company.
Cards and vehicles must be downloaded at clear and verifiable intervals.
The data must be retained for at least 12 months (24 months recommended).
Failure to download the data is considered a failure to maintain proper organization.
Frequently Asked Questions
Founder and CEO of Paneuropa Logistics
I am György Bokor, Founder and CEO of Paneuropa Logistics. I have been active in the logistics industry for more than 20 years, focusing on international transportation, freight forwarding, last-mile deliveries and customs services. I am passionate about developing efficient solutions that connect businesses across Europe.