Downloading driver card data – rules, benefits and tools

This article covers Polish regulations and market practice. The principles apply elsewhere, but check the rules in your country.

Regular downloading of driver card data is one of the duties every haulier is bound by. Why does it matter so much? In the transport industry, managing drivers' working time is not only a legal requirement but also a key element of road safety and of optimising the company's processes.

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The driver card, an integral part of the digital tachograph system, records detailed data on the driver's activities, such as driving time, breaks, rest and other work. Downloading this data regularly is an obligation of every haulier. Meeting it makes it possible to stay compliant, avoid fines and plan work better. In the age of digitalisation, remote downloading of driver card data is growing in popularity, as it makes the whole process considerably easier.

In this article we explain what downloading driver card data is, which regulations govern it, how often it must be done, which tools are available and what benefits automating the process brings, including with solutions such as Navifleet.

What is a driver card?

Before we move on to the process of downloading driver card data, it is worth briefly explaining what the card is. A driver card is an electronic document in the form of a chip card that works with the digital tachograph in a vehicle with a gross vehicle weight (GVW) above 3.5 tonnes. It records data on the driver's activities, such as:

driving time: periods spent driving the vehicle,
breaks and rest: time set aside for the driver's recovery,
other work: activities related to loading, unloading or vehicle handling,
availability: periods of being on call.

With this knowledge, it is easier to understand how to download a driver card correctly.

Why is downloading the driver card important?

Downloading driver card data means transferring this information to external media, such as a computer or server, for archiving, analysis and presentation during inspections. The process is crucial for several reasons, which we set out below.

Regulatory compliance: regular downloading of the driver card makes it possible to comply with the working time rules set out in Regulation (EC) No 561/2006 and in Polish law, such as the Road Transport Act of 6 September 2001.
Safety: another reason why regular driver card downloads matter is that monitoring driver fatigue reduces the risk of accidents.
Records and payroll: downloading driver cards is also important because the data forms the basis for working time records, payroll and per-diem allowances for business trips.
Fleet control: downloading driver cards and tachographs at the right frequency makes it possible to optimise routes and manage resources better.

What is the penalty for a late driver card download?

Many people wonder what the penalty is for failing to download the driver card on time. Failing to meet the download obligation can result in financial penalties (PLN 500 for each infringement concerning the driver card or tachograph) and, in extreme cases, loss of the transport licence.

Downloading the tachograph and driver card – which regulations apply?

Downloading the digital tachograph and the driver card, or more precisely the data stored on them, is strictly regulated at both EU and national level. What are the key pieces of legislation on this subject?

‍Regulation (EC) No 561/2006: sets the maximum driving times (e.g. 9 hours a day, which may be extended to 10 hours twice a week), the minimum breaks (45 minutes after 4.5 hours of driving) and rest periods (11 hours of daily rest or 45 hours of weekly rest).
‍Regulation of the Minister of Transport of 23 August 2007: specifies the download frequency in Poland, i.e. how often data must be downloaded from the tachograph memory and how many days may pass between driver card downloads.
- Driver card data must be downloaded at least once every 28 days.
- Tachograph memory data at least once every 90 days.
‍Road Transport Act of 6 September 2001: defines the sanctions for infringements, including:
- ‍the penalty for failing to download the tachograph (PLN 500 for each infringement), ‍
- the penalty for failing to download the driver card (PLN 500 for each infringement), ‍
- the penalties for data manipulation – such actions can lead to far more serious consequences, including imprisonment.

In addition, the data must be kept for at least 12 months on two separate media in different locations to ensure its security and availability in the event of an inspection by the Road Transport Inspectorate (ITD). An immediate download is required in cases such as transferring the vehicle to another operator, tachograph damage or a request from an enforcement authority.

How to download the driver card and tachograph memory? Traditional vs remote data download

Traditional data download from the digital tachograph and driver card

Traditional downloading requires physical access to the vehicle and the driver card. The process involves the following steps.

Inserting the company card into the tachograph (or into the second slot if the driver card is already in the device). This answers a frequently asked question: "How do I download the tachograph – is the company card essential?"
Connecting a tachograph download device (e.g. TachoDrive, Tacho2Safe) to the tachograph socket.
Downloading the data, which takes 1 to 5 minutes for the driver card and 2 to 40 minutes for the tachograph memory, depending on the amount of data.
Saving the .DDD files on a computer and archiving them.

This process is time-consuming, especially for large fleets whose vehicles rarely return to base. It also ties up drivers and administrative staff, which generates additional costs and the risk of errors.

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Remote download of driver card data and tachograph data

Remote downloading, offered by systems such as Navifleet, removes the need for physical access to the vehicle, automating and simplifying the process. What are the key features of remote download of driver cards and tachograph memory?

Automatic downloads: .DDD files are downloaded from the driver card and tachograph memory on a set schedule (e.g. every 14 days with Navifleet), without involving the drivers.
GPS integration: telematics systems such as Navifleet use GPS trackers and TMR (Tacho Memory Reader) modules connected to the tachograph's C and D sockets, allowing data to be sent over the mobile network.
Secure archiving: the data is stored on servers (with Navifleet for 18 months at no extra charge) and password-protected, which meets the legal requirements.
Integration with payroll systems: Navifleet can send data to programs such as Ewisystem, which makes it easier to settle working time, overtime and allowances.
Ease of use: drivers are added to the system automatically when a new card is detected in the slot, and the user only needs to provide an e-mail address for the files to be sent to.

Remote downloading in Navifleet requires:

a company card in a USB reader connected to a computer,
the Navifleet system with the TachoReader program installed,
a GPS tracker and a TMR module in the vehicle.

The download takes 10 to 20 minutes for the driver card and longer for the tachograph memory if it includes detailed speed data. The system automatically keeps track of deadlines and sends the files to the specified e-mail address, which is particularly useful for monthly settlements, usually required by the 10th day of the following month. The remote download of driver cards and tachograph memory offered by Navifleet software is therefore a proven way to optimise an important area of fleet management.

What are the benefits of remote download of driver card and tachograph data?

Implementing remote downloads from digital tachographs and driver cards, for example with Navifleet, brings a range of benefits.

Time savings: automated downloading of driver card and digital tachograph data removes the need for manual downloads and trips back to base, reducing downtime and fuel costs.
Regulatory compliance: regular downloads (every 14 days in Navifleet) keep you ready for an ITD inspection and minimise the risk of fines.
Administrative efficiency: integration with payroll systems simplifies working time records and the settlement of business trips.
Data security: encrypted .DDD files are protected against editing and stored on servers, which guarantees that storage conditions meet the legal requirements.
Better fleet management: real-time data makes it possible to monitor drivers' working time, optimise routes and control fuel consumption. As a result, fleet management in your company can move to a higher level.
Cost reduction: Navifleet estimates that automation can cut the time needed to settle drivers' accounts by up to 80%.

Remote download of the tachograph and driver card – potential challenges and how to overcome them

Despite the many advantages of remote downloading, a company that opts for it may face certain challenges.

Initial costs: installing GPS trackers and TMR modules requires investment, but it pays for itself through time and fuel savings.
Compatibility: remote download only works with digital tachographs (post-2004) and requires checking whether the device supports this function.
Staff training: systems such as Navifleet are intuitive to use but require a short introduction. Navifleet offers post-implementation support from experienced specialists.

The significant benefits of remote download of driver cards and tachograph memory make it worth tackling the initial challenges in order to gain measurably in the long run. Time savings, lower costs and certainty that your operations comply with the applicable rules – using innovative technology to download driver card and tachograph memory data regularly is simply profitable for any organisation running a fleet of vehicles.

In practice: Navifleet in action

How can you download digital tachograph and driver card data conveniently and efficiently? A good way to do it is to use the Navifleet system. It is an example of a modern solution that integrates remote data download with comprehensive fleet management. What does a typical process in Navifleet look like?

Setup: the vehicle is fitted with a GPS tracker and a TMR module connected to the tachograph. A USB reader with the company card is installed in the office.
Automatic download: every 14 days the system downloads the .DDD files from the driver card and the tachograph and sends them to the specified e-mail address.
Analysis and settlement: the data is available in an intuitive tool, the Navifleet fleet management app. It shows which drivers have a complete set of data for settlement. Integration with Ewisystem makes it easier to calculate pay and allowances.
Archiving: the files are stored for 18 months on Navifleet servers, meeting the legal requirements.

In addition, Navifleet offers features such as GPS tracking for real-time vehicle tracking, fuel control and consumption monitoring, support for the e-TOLL and SENT systems, remaining driver working time control and remote immobilisation, which makes it a versatile tool for transport companies.

Summary

Downloading driver card data is an indispensable part of running any transport company, ensuring compliance, safety and operational efficiency. Traditional methods are time-consuming and error-prone, which is why more and more businesses are choosing remote downloads offered by systems such as Navifleet. Thanks to automation, intuitive operation and integration with payroll tools, Navifleet saves time, minimises the risk of fines and helps you manage your fleet better. Investing in such a solution is a step towards digitalisation and competitiveness in the transport industry. To find out more, visit the Navifleet website and book a demo of the system.

Interested not only in a comprehensive fleet management system, but also in learning more about tachographs and effective control of drivers' working time? Take a look at our blog, where we publish useful articles for fleet managers, such as:

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FAQ

Who is responsible for downloading the driver card?

Are drivers obliged to download their cards? Or is it the haulier's duty? Under the applicable rules, regular downloading of the driver card and tachograph memory is one of the haulier's mandatory tasks.

How many days back can a driver card be downloaded?

Downloading the driver card: how often should it be done? This question is often asked by people who want to act in line with current regulations. To stay on the right side of the law, the driver card must be downloaded every 28 days (at most).
Does this mean that the data on the card is deleted automatically 28 days after it was recorded? Not necessarily. How long data is kept on the driver card depends, among other things, on the type of card. In practice, the activity record on the card can cover a much longer period than the one the legislator allows for downloading it. How many days does the driver card record in that case? In some situations the recorded period can cover as much as around a year.
Rather than wondering how far back a driver card can be downloaded, however, it is better to download the data from the card regularly and with a time buffer (with Navifleet this happens every 14 days).

Which program can be used to read driver card data?

A proven driver card reading program is a tool that lets you download the necessary data on an employee's activity without any trouble. A perfect example of such software is the TachoReader application, which works with the Navifleet system. It allows convenient, remote reading of driver card data.

How much does a driver card download cost?

Can you download the driver card yourself? Yes, the haulier can do so, but if it does not have the right equipment, there is an alternative route: using the services of an external company. How much does a driver card download cost? The price such companies charge for downloading a driver card varies, but it is usually in the region of a few dozen PLN per download. Besides downloading driver card data, external companies also offer tachograph downloads. How much does a tachograph download cost? For this service the price is usually slightly higher than for the driver card and averages around PLN 100.

When must driver card data be downloaded without exception?

As a rule, the driver card should be downloaded at least once every 28 days. There are, however, situations in which the driver card must be checked and its data downloaded immediately. When must driver card data be downloaded without exception? It is necessary when:

the driver card expires,

the driver's employment or civil-law contract for carriage comes to an end,

the authorised enforcement authorities order it.

What is the fine for not downloading the driver card?

Failing to download driver card or tachograph data on time carries a penalty of PLN 500 for each infringement (separately for the driver and the vehicle). In practice this can mean PLN 1,000 in total if data was not downloaded from both sources. The penalty is administrative and is imposed by the Road Transport Inspectorate during an inspection.

Do the police check the driver card?

Yes, during a roadside check the police may ask to see the driver card.

Who is responsible for downloading the tachograph?

Downloading the tachograph, like downloading the driver card, is the haulier's responsibility. Tachograph data should be downloaded at least once every 90 days.

Who can check compliance with Regulation 561/2006?

The authorities entitled to carry out roadside checks and verify whether a driver performing carriage complies with Regulation 561/2006 include the Road Transport Inspectorate (ITD), the Police and the Border Guard.

It should be added that inspections may also be carried out at the company's premises. The Road Transport Inspectorate and the National Labour Inspectorate have the right to conduct them. Inspectors visiting the haulier's premises may check various aspects of the transport company's operations, including compliance with Regulation 561/2006.

What period can a roadside check of compliance with Regulation 561/2006 cover?

The authorised enforcement authorities may require the driver to present the necessary documentation for the current day and the previous 56 days. This means the person performing the carriage must be ready to present the inspector with, among other things, all tachograph printouts made during that period.

What can be verified during a roadside ITD inspection?

According to Annex 5 to the Regulation of the Minister of Infrastructure of 24 February 2023 on road transport inspections, an ITD inspection may verify matters such as:

daily and weekly driving times, breaks, and daily and weekly rest periods,
for the current day and the previous 56 days: record sheets or data stored on the driver card or in the tachograph memory, tachograph printouts, and documents confirming periods when the vehicle was not driven,
cases of exceeding the vehicle's permitted speed,
correct operation of the tachograph,
any use of devices or installations that could affect the operation of the tachograph and the recording of data.

To avoid a situation in which a potential roadside ITD inspection becomes a problem, you should above all ensure:

that drivers comply with working time limits, including the provisions of Regulation 561/2006,
that drivers carry a complete set of the required documents while performing carriage,
that driver cards and tachograph memories are downloaded on time and the downloaded data is properly archived.

Which documents should a driver carry during a roadside ITD inspection?

A driver performing road transport should carry and, on request of an authorised enforcement authority, present:

the driver card,
record sheets or manual records and tachograph printouts,
the certificate referred to in Article 31 of the Act on drivers' working time, the so-called attestation of activities (leave certificate),
an extract from the authorisation to pursue the occupation of road transport operator or an extract from the licence,
other required documents listed in Article 87 of the Road Transport Act of 6 September 2001.

What are the consequences of infringements found during a check of compliance with Regulation 561/2006?

If a check of compliance with Regulation 561/2006 reveals infringements, penalties from the enforcement authorities can be expected. The consequences for the driver and the transport company can be both financial and administrative. The type and severity of the sanction depends on the nature and scale of the infringements.

How can a transport company make it easier to control drivers' working time?

A solution that proves to be valuable support in this area is the Navifleet telematics system. It allows not only remote download of driver cards and tachograph memory, but also ongoing control of drivers' remaining working time. Thanks to constant monitoring and access to up-to-date data, you can prevent infringements of Regulation 561/2006 and other working time rules, and plan drivers' routes and tasks better.

What can be read from the tachograph?

Having to fit a vehicle with a tachograph raises many questions for hauliers – how many days back a tachograph printout can be made, how to download the tachograph correctly, how to read a tacho printout, or simply what can be read from the tachograph. As for the last of these, downloading the tachograph can provide a lot of useful information, including:

the driver's working time and the type of activities undertaken,

driving speed,

distances covered by the vehicle.

There is no doubt, then, that downloading the card and the tachograph (or more precisely the data on them) can help a company not only operate in line with the rules, but also gain valuable knowledge about drivers' activity.

Do new tachographs have to be downloaded?

Yes, downloading the tachograph is the haulier's obligation also in the case of the latest generation of smart tachographs (G2V2).

When can you drive in OUT mode?

Not every journey in a lorry involves the carriage of goods for hire or reward on public roads. There are situations, such as private journeys, trips to a workshop or driving on non-public roads, in which the so-called OUT mode (out of scope) can be used. While operating in this mode there is, among other things, no need to comply with the rules on driver rest. However, to make sure that OUT mode may be used for a given journey, you need to study the legal provisions carefully. What is the penalty for driving in OUT mode in situations that do not permit it? If an inspection finds that the mode was used without justification, there is a risk of a penalty of:

up to PLN 2,000 for the driver,

up to PLN 5,000 for the haulier.

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Agata Świerczek E-marketing Specialist As a UX/UI design specialist I combine creativity with precise communication. I design intuitive interfaces and engaging digital content, and I write product copy and blog articles that hold attention and support business goals.

Downloading driver card data: the key to compliance and efficiency in transport