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Privacy · Free Excel and Word pack

Personal-data incident log for GPS and video

An SD card goes missing after a workshop visit. A clip lands in a chat group. Write it down the same hour: what data, which device, who acted, and the deadline your counsel sets.

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Free: enter your name and email and we send you the files. Excel log and Word report. Needs legal review before use.
  • SD cards, clips, exports
  • Deadlines you set
  • Legal review banner
Needs legal review before use

The files record incidents and decisions. They do not tell you which law applies, whether you must notify, or by when. The notification periods are empty on purpose: enter them only from the current official text or from your counsel.

What's inside

A log for every incident, a report for each one

For the person who looks after data protection in a fleet that runs trackers, MDVRs and driver cameras, and for the installer who is often the first to notice.

  1. 01

    Incident log

    One row per incident: data, device, containment, the two notification decisions and their deadlines, cause and closure.

  2. 02

    Notification periods

    Editable rows per country or contract with source link, last-checked date and confidence. Periods start empty.

  3. 03

    First steps

    Twelve steps for a device incident, from the IMEI and SD serial to the sign-off.

  4. 04

    Summary

    Open, overdue and closed incidents, hours to contain, and what keeps happening.

  5. 05

    Word report

    Seven sections for one incident, with a risk check and three signatures.

Device data at risk

Six incidents that start with a device

A typical reading, not a rule. A lost SD card holds video and driver images. A stolen MDVR may also hold the SIM and the portal account. Check what was really on the device.

  • Exposed
  • Maybe
  • Not involved
IncidentGPS historyVideoDriver imagesSIM and account
SD card or disk lostMaybeExposedExposedNo
Device or MDVR stolenExposedExposedExposedExposed
Clip shared outside the companyNoExposedMaybeNo
Portal access given to the wrong personExposedExposedExposedMaybe
Export sent to the wrong recipientExposedMaybeNoNo
Device returned or sold with data on itMaybeMaybeMaybeExposed
Deadlines

The file counts, you decide the period

A deadline appears only when you chose Yes to notify and the period for that rule key is filled. Past the deadline with no notification time, the row shows Overdue.

Deadline = found at + period you entered ÷ 24Example: 2026-11-03 09:40 + 24 h internal target = 2026-11-04 09:40The 24 hours is an example internal target, not a legal period. With no period entered, the cell shows Set the period.
tracom-gps-video-personal-data-incident-log-en.xlsx
IDFound atRule keyWhat happenedNotify?DeadlineStatus
PDI-0012026-11-03 09:40InternalSD card or disk lostYes2026-11-04 09:40Closed
PDI-0022026-11-10 14:05KSAClip shared outside the companyAsk counselOpen
Example rows. The second incident has no deadline yet: the decision is with counsel.

What counts as an incident with device data

Any event where location history, video, driver images or account data from your devices reach someone who should not have them, or go missing. Most start with something physical or a simple mistake: a card left in a workshop, a forwarded clip, a shared password, a device sent back with its storage still full.

Log it even when you are not sure it matters. A row costs a minute, and the decision not to notify is easier to explain when it is written down.

The first hour

The First steps sheet puts the device facts first, because they are the ones that disappear: the IMEI, the SD card serial, the last report time and the access logs before they roll over.

  • Write the time the incident was found and who found it.
  • Write down the vehicle, the device IMEI and the SD card serial involved.
  • Disable the portal user involved or reset its password.
  • Ask whoever received a clip or an export to delete it and confirm in writing.
  • For a stolen device, ask your SIM provider to suspend the SIM.
  • Check on the platform when the device last reported and what it uploaded.

Why the notification periods are empty

Notification periods differ by country, by sector and by contract, and they change. A template that prints one number invites you to trust it. Here every period is a cell you fill after you verify it, with the source link and the date you checked.

The Internal row holds example targets of 24 and 72 hours so the log shows a working deadline. They are your company targets, not legal periods. Change them.

Sources to verify

Saudi Arabia: the Personal Data Protection Law, with the Saudi Data and AI Authority (SDAIA) as the authority. Our reference is the law text on the SDAIA site, checked on 2026-11-03. Verify against the current official text.

United Arab Emirates: Federal Decree-Law No. 45 of 2021. Its executive regulations were reported as unpublished in January 2025, and still reported as not issued in August 2026. Verify against the current official text.

Limits

The pack is a record. It is not legal advice and does not assess your case. It does not show that you meet any law. Ask counsel for the periods and the decisions.

Related Tracom solution

Fewer incidents start at the device

Many of these incidents start in the cab or the workshop. Tracom devices report tamper and power-cut events, and the SCMS portal shows when a device last reported, which helps you fill the first lines of the log.

  • Tamper-proof security. Tamper and power-cut events with a time.
  • SCMS portal. Last report time and device details for the log.
  • Secure access. Review who can reach device settings.
Questions

Incident log questions

Questions about device data? Talk to Tracom.

What is a personal-data incident with GPS or video?

An event where location history, video, driver images or account data reach someone who should not have them, or go missing. A lost SD card and a forwarded clip are the common cases.

Does the file tell me the notification deadline?

No. The periods are empty until you enter them from the current official text or from your counsel. The file then works out the date.

Should I log an incident I am not sure about?

Yes. Log it with what you know and choose Ask counsel. A written decision is easier to explain later.

Who should keep this file?

The person responsible for data protection, with restricted access. The log itself holds personal data.

Can installers use it?

Installers usually fill the First steps sheet: device, IMEI, SD serial and seals. The decisions stay with the fleet.

What is Tracom's role here?

Tracom makes the devices. The pack is a general template, not legal advice, and it needs legal review before use.

Next step

Have the log ready before the first incident

Tell us which devices you run and how video leaves the vehicle. We will show you where the device facts for the log come from.

Contact Us Get the log
Related tools and templates

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Tracom is an advanced GPS tracking device designed to enhance fleet visibility, safety, and efficiency through real-time data, intelligent alerts, and remote monitoring.

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