Driver Card and Vehicle Unit Download: EU Deadlines and Obligations
Under EU law, transport undertakings must download driver card data at least every 28 days and vehicle unit data at least every 90 days. The downloaded data must then be kept for at least one year.
This article explains the legal basis, the deadlines, the retention obligations and the responsibilities of transport undertakings.
Legal basis
| Regulation | Subject |
|---|---|
| Regulation (EU) No 165/2014 | Use of tachographs, driver and company cards, retention of data |
| Regulation (EU) No 581/2010 | Maximum periods for downloading data from vehicle units and driver cards |
Both regulations apply directly and uniformly in all EU Member States.
Download deadlines
Regulation (EU) No 581/2010 sets the maximum periods within which the relevant data must be downloaded:
| Data | Maximum period |
|---|---|
| Driver card | 28 days |
| Vehicle unit (mass memory) | 90 days |
According to the regulation, only days on which an activity has been recorded are to be counted when determining these periods.
Why are there two different deadlines?
The driver card and the vehicle unit store different data. The driver card records the activities of the individual driver, regardless of which vehicle was driven. The vehicle unit records the data of the vehicle, including journeys made without a driver card inserted. Both sources therefore have to be downloaded separately.
Recommendation: Shorter intervals are permitted and advisable. Downloading driver cards weekly reduces the risk of losing data through damaged or lost cards.
What is needed to download?
Vehicle unit data is downloaded using the undertaking's company card. Driver card data can be downloaded directly from the card with a card reader or via the tachograph.
Retention and obligations of the undertaking
Under Regulation (EU) No 165/2014, transport undertakings must:
- keep downloaded data, record sheets and printouts in chronological order and in legible form for at least one year,
- provide copies of downloaded driver card data to the drivers concerned on request,
- make the data available to enforcement officers on request.
Transport undertakings are responsible for ensuring that downloads take place on time and that the data is stored securely.
Download period and roadside records: two different obligations
Since 31 December 2024, drivers must be able to present the records for the current day and the preceding 56 days at roadside checks.
| Obligation | Period | Concerns |
|---|---|---|
| Downloading the driver card | At least every 28 days | Transport undertaking |
| Records at a roadside check | Current day and preceding 56 days | Driver |
The two periods are often confused. Downloading serves storage within the undertaking and allows compliance to be demonstrated during company checks, even months later. The 56-day period concerns only what the driver must be able to present on the road.
Checklist for fleet operators
- Keep the company card available: It is required to download vehicle unit data.
- Download driver cards at least every 28 days: Set a fixed schedule for each driver.
- Download vehicle units at least every 90 days: Plan a fixed date for each vehicle.
- Store data securely: In chronological order, for at least one year, with a backup copy.
- Provide copies: Give drivers a copy of their downloaded data on request.
- Analyse the data: Check driving and rest times and discuss deviations with drivers.
Download deadlines in view automatically
tachograph.ai stores driver card and vehicle unit data in one place, analyses driving and rest times under Regulation (EC) No 561/2006 and reminds you of upcoming downloads for cards and vehicles. Pricing is independent of the number of vehicles.
Frequently asked questions
How often must a driver card be downloaded?
At least every 28 days, in accordance with Regulation (EU) No 581/2010.
How often must a vehicle unit be downloaded?
At least every 90 days, in accordance with Regulation (EU) No 581/2010.
How long must tachograph data be kept?
At least one year, in chronological order and in legible form, in accordance with Regulation (EU) No 165/2014.
Who is responsible for downloading tachograph data?
The transport undertaking. It must ensure that downloads take place within the required periods and that the data is kept.
Are drivers entitled to a copy of their data?
Yes. Transport undertakings must provide copies of downloaded driver card data to the drivers concerned on request.
Is the 28-day download period the same as the 56-day period at roadside checks?
No. The 28-day period concerns downloading by the undertaking. Since 31 December 2024, drivers must be able to present the records for the current day and the preceding 56 days at roadside checks.
Official sources
- EUR-Lex — Regulation (EU) No 581/2010
- EUR-Lex — Regulation (EU) No 165/2014
- EUR-Lex — Tachographs in road transport (summary)