The Swedish Tax Agency, GDPR and data storage
A driving log is used as proof during a tax audit to show how a vehicle has been used – privately or for work.
This is crucial for correct:
Benefit taxation
Fuel taxation
Mileage allowance
Without a proper driving log, the company risks additional taxation.
During an audit, the burden of proof is reversed – it is the company that must be able to show how the vehicle has been used.
Yes.
All Automile subscriptions comply with the Swedish Tax Agency's recommendations for electronic driving logs.
A correct driving log should contain:
Odometer reading at the beginning of the year
Date, odometer reading and start address at the beginning of the trip
Purpose and visited locations during business trips
Kilometers driven
Date, odometer reading and end address at the end of the trip
Odometer reading at the end of the year
Automile records trips automatically and ensures traceability through logging of changes.
As long as you are a customer of Automile, data is stored in accordance with applicable legal requirements.
Currently, this means at least 7 years to comply with accounting and tax regulations.
Information not required for the mileage log, such as detailed routes between start and stop, is automatically deleted after 12 months.
Yes.
Employers and users can request data deletion.
Users can themselves delete information not required by law (e.g., route).
Note that information subject to legal requirements cannot be deleted before the retention period has expired.
We process personal data to:
1. Deliver agreed services
To be able to provide mileage logs, vehicle data, and reports.
2. Improve our services
For analysis of user patterns and feature development.
Processing is carried out based on:
Contract
Legitimate interest
Consent (where required)
We never process personal data without a legal basis.
All personal data and system data are stored on servers in:
Högfors, Finland
Storage takes place within the EU/EEA.
Yes.
We engage trusted subcontractors to be able to deliver our services.
Data processing agreements are in place with all suppliers.
The agreements comply with the requirements under GDPR.
If personal data is transferred outside the EU/EEA, appropriate safeguards are implemented in accordance with applicable data protection legislation.
Only authorized employees have access to personal data – and only to the extent necessary to perform their work tasks, for example during:
Technical support
Troubleshooting
Access:
Is logged
Is limited according to the principle of least privilege (“need to know”)
We may also use anonymized and aggregated data for analysis and product development. This information cannot be linked to an individual person.
Trips are automatically registered via Automile Box
All changes are logged
Adjustments are saved with history
This ensures transparency and compliance during audits.
During an audit, you can easily:
Retrieve a mileage log report for the selected period
Show the breakdown between private and business use
Report odometer readings and cases
Reports can be exported in PDF or Excel format.
Automile serves as your digital evidence.