Is using WhatsApp for dispatching DSGVO compliant?

More and more trips are being made with subcontractors and external drivers. To enable the usual fast communication, well-known and proven applications such as WhatsApp, Facebook Messenger and Viber are often used. 

After all, it can be used to quickly and easily transmit order details, inquire about the location or share important information about delays. But many people don't know that the use of WhatsApp on a private smartphone in dispatching is not DSGVO-compliant and can lead to high penalties in exceptional cases.

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This is why WhatsApp is often used in scheduling

There are many reasons why drivers and also dispatchers resort to the well-known chat services:

• Drivers don't want to install new apps
  "We have tried to get drivers to use other communication channels before, but without any real success"
• High and expensive integration effort for alternatives
  "Implementing new systems often involves high costs and simply takes too much time for us"
• Collaboration with subcontractors and external drivers makes it almost impossible to integrate a unified system
  "We do use a TMS (Transport Management System) that is used by our own drivers. But when we work with subcontractors, all communication is done via WhatsApp. It is very difficult to change anything in this area"

So it's understandable that WhatsApp is one of the most used communication channels for dispatching, followed by Facebook Messenger and Viber.

Currently, over 90% of drivers use one of these messenger services.

In the case of vacation or sick leave, however, important information can only be passed on to colleagues with difficulty. This is why WhatsApp groups are often created at present, which in turn leads to many irrelevant notifications and often costs dispatchers valuable time.

Why is using WhatsApp in logistics not GDPR-compliant?

WhatsApp is not compliant with the GDPR for dispatchers and drivers in a business environment. By the way, this also applies to internal coordination of shipments or schedules.

One of the problems is that the right to data portability can hardly be enforced because WhatsApp simply does not support these functions on the installed smartphone. The same applies to deletion requests. Therefore, if a driver should claim these rights, one faces a difficult task and is confronted with possible data privacy violations.

High penalties for violations

Violations of the GDPR can be very expensive. The General Data Protection Regulation can issue fines of up to 20 million euros or up to four percent of global annual turnover - whichever is highest.

To avoid data protection problems, WhatsApp on the dispatcher's smartphone should therefore be avoided completely for driver communication.

How to use WhatsApp in your dispatching in a DSGVO-compliant way from now on

With Heylog, dispatchers can use WhatsApp, Viber, and Facebook Messenger in a simple and uncomplicated DSGVO-compliant manner and without any complex integration effort.

By integrating WhatsApp with Heylog, personal data for the dispatcher side is not processed by WhatsApp but by Heylog - and the whole thing is encrypted and stored in Germany.

Nothing changes for the drivers: they can continue to use WhatsApp or the chat service of their choice on their smartphone. Drivers are simply sent a link and can then communicate directly with the dispatcher via WhatsApp, thereby giving their consent to the use of these chat services. 

The dispatcher gets all messages from the drivers displayed in a clear dashboard, regardless of whether this message is sent via Whatsapp, Facebook Messenger or Viber. This eliminates the need to manage many different apps on the driver's private smartphone and means that the most important messages and data are always at hand. Of course, you can also reply directly in Heylog with automatic translation and many other important functions for everyday dispatching.

If you have the same problem, try Heylog now for free and without obligation at www.heylog.com.