Do you need an introduction to the car? Book via 8888@sdu.dk.
We try to meet you at the car. If that's not possible, we can offer a meeting on Teams instead, so please book well in advance.
Before driving - picking up the car, keys etc.
Here you can see how to pick up a key in the different cities.
It is important that the key is only collected at the start time of the booking, so that the cars remain available for other users.
Odense
In Odense, the cars are located at P8-West and P1-East. You can find the location on SDU Maps.
When you book a car via Mileage Book, the exact location of the car will appear in the car name.
The cities
The cars are parked in the car park, they do not yet have a dedicated space, contact 8888@sdu.dk if you need help finding a car.
There is a Quick Guide in the glove box in every car that you should read before you start your journey.
The Quick Guides will contain important information about the car, including:
- the code for using the fuel card
- roadside assistance information
- whether the car is an electric, petrol or diesel car
- how much the car can tow.
If the Quick Guide is missing from your car, please contact 6550 8888 before you start your journey.
The logbook is a combination of your booking information and GPS data. Therefore, it is important that you have filled in the purpose of the trip correctly in your booking and that the person listed as the user of the car in the booking is also the driver of the car.
While driving - charging, refuelling, bridges etc.
When you book a car, you are expected to know the basic functions. Therefore, there is no guide to the car's operation and individual functions.
Each car contain a charging tag that must be used when charging the car.
SDU has entered into a charging agreement with Clever. If you charge with a provider other than Clever, the cost is not covered by the car fleet.
The charging tag is personal to the individual car and may not be used for other cars.
You must return the car with at least 80% fuel.
Each car contains two fuel cards - one for each provider that SDU has an agreement with.
The cards must be used when refuelling the car. If they are not used, the cost is not covered by the car fleet.
You do not need to provide a receipt for refuelling.
The code to use when refuelling can be found in the car's Quick Guide.
The fuel cards are personalised for each car and may not be used for other cars.
Please note that there are both petrol and diesel cars in the car fleet
The cars are registered for automatic toll payment via Pay by Plate and can be used on the Storebælt Bridge and the Øresund Bridge.
Pay by Plate cannot be used for ferries.
Once you have contacted Roadside Assistance, please contact Technical Services 6550 8888 and report the accident.
If you are in doubt or have any problems, please contact Technical Services on 6550 8888 and state the car's registration number.
After driving - submission, clean-up etc.
Odense
You can hand in your car keys at Logistics during working hours Monday to Thursday 07:00-15:30 and Friday 07:00-14:30.
See Logistics' location on SDU Maps
Instructions for key box
How to unlock the box?
- Hold the employee cars in front of the handle.
- When the handle flashes green, turn the round handle to the right.
- The box is unlocked.
How to lock the box?
- Close the door.
- Hold the employee card on the handle.
- When the handle flashes green, the box can be locked by turning the handle to the left.
Outside working hours, you can return your keys in a key deposit at Logistics. The key deposit is located by the goods yard, to the right of the gate. The key deposit is clearly marked.
The cities
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Esbjerg: The keys are returned in the same key box where they were collected. The box is opened with the SDU employee card. It is placed on the wall outside the caretakers' office, room 81001.
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Kolding: The keys are returned to the same key box where they were collected. The box is opened with the SDU employee card. It is placed on the wall outside the caretakers' office, room 11.16.
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Sønderborg: The keys are returned the same place, they are collected. The box is opened with the SDU employee card.
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Slagelse: Key collection takes place as usual
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Electrical car
When returning the car, it must be plugged in to charge.
Note: You need to use the charging chip to start charging the car.
Users are also encouraged to return the car with at least 60% battery charge, out of consideration for the next user.
When returning the car, the Supercharger must not be used. Instead, the car must be left to charge at a regular charging station in the area where the car was collected. Supercharger spaces are only intended for shortterm parking during fast charging. The car must therefore not be left at a Supercharger station at the end of a journey.
Fuel cars
The cars must be returned with a full tank.
The logbook is a combination of your booking information and GPS data. Therefore, it is important that you have filled in the purpose of the trip correctly in your booking and that the person listed as the user of the car in the booking is also the driver of the car.
Service cars and mileage log
Mileage Log
The mileage log is automatically filled out via SDU’s fleet management and booking system (Mileage Book). The purpose is entered into Mileage Book (by the user, during booking).
The mileage log is automatically generated with the information from the booking and the data collected from the car.
All SDU’s service cars are equipped with GPS trackers, which record:
- Start and end times
- Driving route
- Number of kilometers driven
Additionally, the mileage log contains the following data: Driver’s name, entered purpose, vehicle license plate number.
What the information is used for
The collected data is primarily used for:
Electronic, legally required mileage logs that document usage
Operation and optimization of SDU’s shared car fleet
The data contributes, among other things, to ensuring timely maintenance as well as compliance with inspection and workshop visits, which supports both efficient operation and safety.
In relevant cases, the data can also be used to verify correct registration, so SDU can ensure that the documentation is accurate in connection with audits or similar. In special cases, and if there is concrete suspicion, the information may also be used to investigate potential misuse of the service vehicles. The verification can occur:
- In case of discrepancies in mileage logs
- Through random checks
Legal Basis
The processing is carried out as part of SDU’s management and administrative tasks, including the administration of service vehicles and documentation of driving.Access to information
Access to GPS data and driving information is limited to relevant management and operational functions. Additionally, SDU’s system provider may access the information to the extent necessary for operation and support, and this is done in accordance with a data processing agreement.
Data may be disclosed externally if required by law, for example, to the police in connection with the investigation of a criminal case and based on access requests following a specific legal assessment.