Best practices for ELD data usage in broker-carrier relationships

Whether you’re a broker or a carrier, you can share electronic logging device (ELD) data sensitively to benefit both parties. As a broker, you need visibility in your operations to monitor the progress of loads in real time. For carriers, staying compliant and protecting driver privacy is essential while sharing any necessary data.

Explore best practices for ELD data usage in broker-carrier relationships, from creating transparent data-sharing agreements to understanding data misuse.

Why ELD data sharing between brokers and carriers matters

ELD data is more than just a few dots on a map. It can help build a more reliable, transparent, and efficient supply chain.

For brokers, the main benefit is increasing the efficiency of your operations. You can provide load tracking for shippers in real time. This means you can also be proactive in problem-solving by anticipating potential roadblocks like traffic. You’ll likely need to make fewer check-in calls because you can track the location of the particular shipment.

When carriers share ELD data with brokers, it makes for a better partnership. As a carrier, you can prove your reliability by successfully delivering loads and sharing real-time data, such as location updates. Doing so enhances your reputation as a carrier and strengthens relationships with a particular broker. This could lead to more consistent freight and higher-quality loads in the future.

Plus, ELD data sharing can help resolve detention time disputes more quickly. The data will show exactly how long a driver was at a particular facility waiting to load or unload.

Many of the concerns around ELD data sharing come from common misconceptions about what ELDs do and do not track. Understanding the myths versus reality of ELDs helps both brokers and carriers set realistic expectations.

Creating a fair ELD data-sharing agreement

Clear expectations and respectful data requests are also critical for long-term partnerships. Building trust with carriers when requesting ELD information starts with transparency around how data will be used and protected. To use ELD data fairly, a broker and carrier should make a transparent data-sharing agreement. That way, both parties can agree on the level of data that needs to be shared to move jobs along efficiently without compromising privacy.

In the agreement, include what exact data points you wish to share from ELD tracking. ELDs can track location and time data, as well as mileage and engine hours.

Also, consider when the data is shared. You could define a window, like from pickup to delivery. ELDs also have personal conveyance modes for when drivers are off duty. You may wish to agree on what time or mileage limits to set for off-duty hours and what location data to share for these hours.

You’ll need to agree on the level of data protection offered by an ELD. Most ELD platforms allow the carrier to share certain information with a broker. For further security and reliability, you could narrow this down to create permissions for individual user accounts. This way, only the agreed-upon agents can review the data. Data should also be encrypted for security when it is transferred.

How to use ELD data to verify carrier compliance

Brokers and carriers must ensure compliance with the hours of service (HOS) regulations. This is one of the main reasons for making the use of ELDs mandatory in 2019, as they allow for convenient and accurate HOS recordkeeping. Before arranging a trip, a broker can use HOS data from an ELD to check whether the driver can make the delivery within their driving hours.

For example, say a broker sees a driver has five hours of service left but needs a load delivery that takes six hours. This would violate the rule. Instead, the broker could find another driver who is more suitable for that job to ensure safety and compliance.

Tracking HOS using ELD data can also help brokers plan ahead for multi-stop loads. This gives you the confidence to book appointments for delivery and maximize client satisfaction.

For example, a load is picked up by the driver in Chicago and makes its first delivery in Cleveland. The driver likely has only about four hours of service left. This allows the broker to book a delivery within that window, ensuring the goods arrive on time before the driver has to stop for a 10-hour break.

Legitimate data usage vs. privacy violations

To avoid privacy violations, agreeing on boundaries for ELD data privacy in freight brokerage is important. It helps understand what legitimate data use looks like versus how a broker could cause a privacy violation.

Here are some examples of fair data use between brokers and carriers:

• Calculating detention time: A carrier uses geofence and time data to prove a driver was held up at the warehouse to ensure fair detention pay.
• ETA tracking: A broker uses the location tracking from ELD data to keep the shipper informed of when their shipment will arrive.
• Resolving disputes: A driver takes a detour due to a temporary road closure, which adds another 50 miles to the journey. The broker wants to check that the additional fuel charges are fair, which they can confirm using ELD location and time data. In situations like these, ELDs can protect carriers during disputes by providing objective time and location data when questions arise.

A broker should remember these tips to avoid privacy violations:

• Protect personal time: When a driver is at rest or using their personal conveyance mode within accepted limits, brokers should not be tracking the driver’s location.
• Maintain data confidentiality: A broker shouldn’t share any ELD data with other shippers or brokers unless the carrier has given their consent.
• Use data appropriately: Only use ELD data for the proper purpose, such as location tracking. If a broker uses HOS data to manipulate drivers into taking a cheap load, that’s a privacy violation.

A checklist for fair ELD data sharing

Here’s a quick checklist to share ELD data fairly, improve communication, and build trust between brokers and carriers:

• Create a clear data-sharing agreement in writing.
• Define the scope of the data sharing, such as the why, what, and when.
• Maintain confidentiality when sharing data.
• Vet your partners to find reliable carriers and brokers.
• Ensure safe data transfer using a secure platform.
• Only use the data ethically and for its intended purpose.
• Protect drivers’ privacy when they’re off duty.
• Use a certified ELD and be aware of the revoked devices that do not meet the Federal Motor Carrier Safety Administration’s (FMCSA) specifications.

Choosing the right platform also plays a role in secure and compliant data sharing. Evaluating the best ELD apps can help brokers and carriers find solutions that balance visibility, control, and privacy.

Build better partnerships with Truckstop.com

When ELD data is used effectively, it improves operational efficiency for brokers and carriers. That way, more time can be spent on productive work rather than check-ins or disputes. When implementing the best practices for ELD data sharing, you need a secure platform where you can safely share data.

At Truckstop.com, our Registry Monitoring Insurance Services (RMIS) platform helps brokers vet for compliance and establish clear expectations up front. This creates a fair network for all partners using our platform. Since 1995, we’ve helped the freight industry move forward with over 250,000 active users and 80 million annual loads. Find out how you can build a more trusted network today.

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