- Telematics Annual Agreement – State Internal User
Note: The following information must be included in your form to capture the appropriate information and approvals\signatures for all internal State agency users except for the Agency’s Fleet Coordinator (managed by SFM) and the Backup Fleet Coordinator (refer to the State Internal Backup Fleet Coordinator form).
Description
Telematics is a method of monitoring cars, trucks, equipment, and other assets by using GPS technology and onboard diagnostics (OBD) to plot the asset’s movements on a computerized map. The telematics device retrieves data generated by the vehicle, like GPS position, speed, engine information, and faults. The telematics device sends this data up to the cloud where it is decoded and brought into the fleet management software app (Geotab) for reporting and analysis.
The State of Colorado is currently deploying telematics, which is a four-year initiative through June 2024. DPA and State Fleet Management worked with the Attorney General’s Office and the State Office of Risk Management to develop the Telematics Universal Policy, which went into effect on November 2, 2020.
Telematics data is sensitive and valuable and may be protected by federal and state laws that prohibit its unauthorized use or disclosure. As a Geotab user with access to telematics information, it is your responsibility to comply with the security and management of this data. This agreement applies to you as an employee representing the interests of the state and apprises you of your obligations and responsibilities in the use of state telematics information and data.
Acknowledgment
By signing this form, the user/account holder acknowledges the conditions under which access to the telematics application (Geotab) and data are granted, and agrees to the following terms of use:
- I understand that my telematics User Name and Password are for my use only, and shall not be shared with any other individual. If I suspect that my User Name or Password has been compromised, I should immediately contact State Fleet Management.
- I understand that I have no expectation of privacy when using Geotab. The State of Colorado shall have the right to audit, log, and/or monitor access to or use of its telematics fleet management software that is attributed to my User Name.
- I understand that I have been given access to sensitive information and will not use or share this information with any other individual, internal or external to the State of Colorado unless it is within the boundaries of Colorado state law and follows all Colorado Open Records Act applicability.
- I understand that I may only access information needed to perform legitimate duties as an employee of the State of Colorado.
- I understand that I must protect the confidentiality, integrity, and availability of the state’s telematics information and data.
- I understand that confidentiality obligations under this agreement will continue after the termination of this agreement and after the termination of my employment or affiliation with the State of Colorado.
- Failure to perform within compliance with this agreement or outside the boundaries of any state or agency-specific rule could result in corrective or legal action on behalf of the state or impacted individuals.
Signatures
User's Name (Print) [Text Field] Manager's name (Print) [Text Field]
User signature [Signature Field] Managers signature [Signature Field]
Date [Text Field] Date [Text Field]
The Accountholder and their immediate Manager must sign this form prior to receiving access to the Geotab fleet management software.
- Telematics Annual Agreement - State Internal Backup Fleet Coordinator
Note: The following information must be included in your form to capture the appropriate information and approvals\signatures for the internal State agency Backup Fleet Coordinator because of the elevated level of access given (including the ability to maintain users for your agency).
Description
Telematics is a method of monitoring cars, trucks, equipment, and other assets by using GPS technology and onboard diagnostics (OBD) to plot the asset’s movements on a computerized map. The telematics device retrieves data generated by the vehicle, like GPS position, speed, engine information, and faults. The telematics device sends this data up to the cloud where it is decoded and brought into the fleet management software app (Geotab) for reporting and analysis.
The State of Colorado is currently deploying telematics, which is a four-year initiative through June 2024. DPA and State Fleet Management worked with the Attorney General’s Office and the State Office of Risk Management to develop the Telematics Universal Policy, which went into effect on November 2, 2020.
Fleet Coordinator and Backup Fleet Coordinator duties include the creation and management of MyGeotab users, as well as, access to data and reporting. Telematics data is sensitive and valuable and may be protected by federal and state laws that prohibit its unauthorized use or disclosure. As a Group Administrator with access to this information, it is your responsibility to comply with the security and management of this data. This agreement applies to you as an employee representing the interests of the state and apprises you of your obligations and responsibilities in the use of state telematics information and data.
Acknowledgment
By signing this form, the user/account holder acknowledges the conditions under which access to the telematics application (Geotab) and data are granted, and agrees to the following terms of use:
- I understand that my telematics User Name and Password are for my use only, and shall not be shared with any other individual. If I suspect that my User Name or Password has been compromised, I should immediately contact State Fleet Management.
- I understand that I have no expectation of privacy when using Geotab. The State of Colorado shall have the right to audit, log, and/or monitor access to or use of its telematics fleet management software that is attributed to my User Name.
- I understand that I have been given access to sensitive information and will not use or share this information with any other individual, internal or external to the State of Colorado unless it is within the boundaries of Colorado state law and follows all Colorado Open Records Act applicability.
- I understand that I may only access information needed to perform legitimate duties as an employee of the State of Colorado.
- I understand that I must protect the confidentiality, integrity, and availability of the state’s telematics information and data.
- I understand that confidentiality obligations under this agreement will continue after the termination of this agreement and after the termination of my employment or affiliation with the State of Colorado.
- Failure to perform within compliance with this agreement or outside the boundaries of any state or agency-specific rule could result in corrective or legal action on behalf of the state or impacted individuals.
Signatures
User's Name (Print) [Text Field] Manager's name (Print) [Text Field]
User signature [Signature Field] Managers signature [Signature Field]
Date [Text Field] Date [Text Field]
The Accountholder and their immediate Manager must sign this form prior to receiving access to the Geotab fleet management software.
- Telematics Annual Agreement – State External User
Note: The following information must be included in your form to capture the appropriate information and approvals\signatures for all external State agency users requesting access to your agency’s group in the system (users created by your Fleet Coordinator).
Description
Telematics is a method of monitoring cars, trucks, equipment, and other assets by using GPS technology and onboard diagnostics (OBD) to plot the asset’s movements on a computerized map. The telematics device retrieves data generated by the vehicle, like GPS position, speed, engine information, and faults. The telematics device sends this data up to the cloud where it is decoded and brought into the fleet management software app (Geotab) for reporting and analysis.
The State of Colorado is currently deploying telematics, which is a four-year initiative through June 2024. DPA and State Fleet Management worked with the Attorney General’s Office and the State Office of Risk Management to develop the Telematics Universal Policy, which went into effect on November 2, 2020.
User Requesting Access to the Geotab System: [Text Fields]
Describe, in detail, how the information you obtain from the Geotab system will be utilized: [Text Fields]
List any and all parties with whom the information will be shared: [Text Fields]
Select the Agency/Cabinet for which you are requesting access: [Text Fields]
Acknowledgment
By signing this form, the user/account holder acknowledges the conditions under which access to the telematics application (Geotab) and data are granted, and agrees to the following terms of use:
- I understand that my telematics User Name and Password are for my use only, and shall not be shared with any other individual. If I suspect that my User Name or Password has been compromised, I should immediately contact State Fleet Management.
- I understand that I have no expectation of privacy when using Geotab. The State of Colorado shall have the right to audit, log, and/or monitor access to or use of its telematics fleet management software that is attributed to my User Name.
- I understand that I have been given access to sensitive information and will not use or share this information with any other individual, internal or external to the State of Colorado unless it is within the boundaries of Colorado state law and follows all Colorado Open Records Act applicability.
- I understand that I may only access information needed to perform legitimate duties as an employee of the State of Colorado.
- I understand that I must protect the confidentiality, integrity, and availability of the state’s telematics information and data.
- I understand that confidentiality obligations under this agreement will continue after the termination of this agreement and after the termination of my employment or affiliation with the State of Colorado.
- Failure to perform within compliance with this agreement or outside the boundaries of any state or agency-specific rule could result in corrective or legal action on behalf of the state or impacted individuals.
Internal Agency Signatures
(This section to be signed by the agency requesting access)
User's Name (Print) [Text Field] Manager's name (Print) [Text Field]
User signature [Signature Field] Managers signature [Signature Field]
Date [Text Field] Date [Text Field]
External Agency Signatures
(This section to be signed by the Executive Director of the authorizing agency)
Executive Director's Name (Print) [Text Field]
Executive Director's Signature [Text Field]
Date [Text Field]
The Accountholder, their immediate Manager, and the requested agency executive director* must sign this form prior to receiving access to Geotab fleet management software.
- Telematics Annual Agreement – Third Party User
Note: The following information must be included in your form to capture the appropriate information and approvals\signatures for all third-party accounts. The Fleet Coordinator would typically create this type of account specifically for data integrations or API data calls of your agency’s data.
Description
Telematics is a method of monitoring cars, trucks, equipment, and other assets by using GPS technology and onboard diagnostics (OBD) to plot the asset’s movements on a computerized map. The telematics device retrieves data generated by the vehicle, like GPS position, speed, engine information, and faults. The telematics device sends data to the cloud where it is decoded and brought into the Geotab system for reporting and analysis.
Telematics data is sensitive and valuable and may be protected by federal and state laws that prohibit its unauthorized use or disclosure. As a Geotab user with access to telematics information, it is your responsibility to comply with the security and management of the data. This agreement applies to all users representing the interests of the state and apprises you of your obligations and responsibilities in the use of state telematics information and data.
Agency Contracting with Third Party – Primary Contact Information
Agency (Cabinet, Department, & Unit): [Text Field]
POCs Name: [Text Field] Title: [Text Field]
Phone: [Text Field] Email: [Text Field]
Contracted Third Party – Primary Contact Information
(This section to be completed by third party)
Third Party Company Name: [Text Field]
POCs Name: [Text Field] Title: [Text Field]
Phone: [Text Field] Email: [Text Field]
Describe in Detail, how the information you obtain from the Geotab system will be utilized: [Text Field]
Describe in detail, the access type needed to obtain the information from Geotab (user account, flat file integration, etc: [Text Field]
List any and all parties with whom the information will be shared: [Text Field]
Acknowledgment
By signing this form, the user/account holder acknowledges the conditions under which access to the telematics application (Geotab) and data are granted, and agrees to the following terms of use:
- I understand that my telematics User Name and Password are for my use only, and shall not be shared with any other individual. If I suspect that my User Name or Password has been compromised, I should immediately contact State Fleet Management.
- I understand that I have no expectation of privacy when using Geotab. The State of Colorado shall have the right to audit, log, and/or monitor access to or use of its telematics fleet management software that is attributed to my User Name.
- I understand that I have been given access to sensitive information and will not use or share this information with any other individual, internal or external to the State of Colorado unless it is within the boundaries of Colorado state law and follows all Colorado Open Records Act applicability.
- I understand that I may only access information needed to perform legitimate duties as an employee of the State of Colorado.
- I understand that I must protect the confidentiality, integrity, and availability of the state’s telematics information and data.
- I understand that confidentiality obligations under this agreement will continue after the termination of this agreement and after the termination of my employment or affiliation with the State of Colorado.
- Failure to perform within compliance with this agreement or outside the boundaries of any state or agency-specific rule could result in corrective or legal action on behalf of the state or impacted individuals.
Agency Signatures
User's Name (Print) [Text Field] Manager's name (Print) [Text Field]
User signature [Signature Field] Managers signature [Signature Field]
Date [Text Field] Date [Text Field]
Third Party Signatures
Authorized by Name (Print) [Text field]
Authorized by Signature [Text Field]
Date [Text field]
The agency representative, their manager, and an authorized representative from the third party must sign this form prior to receiving access to Geotab fleet management software.