Sample Employee GPS Tracking Policy

As fuel prices continue to rise, more and more companies are turning to GPS tracking policies for their company vehicles. GPS tracking not only improves operational efficiency but also enhances safety and customer service. We at GPS Tracker Shop understand that implementing a GPS tracking policy can raise concerns from employees, which is why we’ve put together this guide to help you understand the benefits and address any questions or concerns from your employees.

Included in this article is a free sample GPS tracking policy, which you can use as a starting point to develop your own policy. We’ve also addressed some commonly asked questions that employees may have about GPS tracking policies, so you can be prepared to address any concerns they may have.

By implementing a GPS tracking policy for your company vehicles, you can improve productivity, fleet management, and customer service. That is a very good thing for your business! We hope that this guide will help you understand employee concerns as you set a GPS tracking policy for your company vehicles.

Free GPS Tracking Policy Template

Dear employee,

We are excited to announce that we will be implementing GPS tracking for our field teams and company-owned vehicles. This policy is designed to enhance our workforce management, fleet management, job scheduling, and job costing efforts. We understand that introducing GPS tracking may raise some concerns for employees, which is why we want to provide you with the following information.

Benefits Of GPS Tracking Policy 

• Improved Productivity: With GPS tracking, we can monitor employee time and location data to schedule jobs more efficiently, ensure timely arrivals and departures, and reduce delays. This means that you will spend less time traveling and more time serving our clients.
• Better Fleet Management: By tracking vehicles, we can monitor fuel consumption, track maintenance needs, and optimize routes. This will help us reduce costs and improve our environmental impact.
• Enhanced Customer Service: By tracking employees and vehicles, we can provide more accurate location data, and communicate expected arrival times to our clients. This ensures a more transparent and efficient customer experience.
• Greater Accountability: With GPS tracking, we can monitor employee behavior, such as driving habits and adherence to company policies. This means that employees are held accountable for their actions, promoting safe and responsible behavior.
• More Accurate Job Costing: By tracking job start and end times, we can more accurately allocate time and resources to specific projects, improving job costing accuracy and profitability.

What Will Not Be Collected From GPS Trackers

• Personal Data: We will not collect personal data such as employee location or data outside of work hours.
• Employee Behavior: We will not track employees’ personal phone usage, conversations, or other personal activities outside of work hours.
• Employee Consent: We will not track employees who have not given their explicit consent to be tracked. This is in line with penal code requirements.
• Dash Camera Footage: We will not install dash cameras to track audio or live video footage. However, if we consider the use of dual dash cams in the future, we may amend this GPS tracking policy .
• Private Locations: We will not collect location data for any private locations, such as an employee’s home or family member’s location.

We understand that privacy concerns are valid and that our employees’ privacy is important. As such, we will ensure that all tracking is done in a transparent, fair, and legal manner. That means all GPS tracking system data will only be used for business purposes. We will not use it for any other purposes, such as monitoring personal activities or tracking employees outside of work hours.

In addition, we will only collect and store the minimum amount of GPS data necessary for business purposes. We will not collect any data that is not related to your work activities, and we will not share your data with any third parties without your consent, except as required by law.

If you have any questions or concerns about our GPS tracking policy, please feel free to contact our HR department. We are committed to protecting your privacy and ensuring that our GPS tracking policy is implemented in a fair and transparent manner.

Thank you for your cooperation in implementing this policy, and we look forward to working with you to improve our operations and provide better customer service.

Sincerely,
-Company Name

Do GPS Devices Constitute An Invasion Of Employee Privacy?

Before you start tracking your employees, it is important to understand that some employees might feel that it is an invasion of privacy. This is the reason you need to explain that a GPS tracking system can provide benefits for both the employer and the employees. For example, GPS tracking apps can help track employees’ time and attendance with a GPS time clock, which can improve accuracy and reduce the time and cost associated with manual time tracking methods.

GPS tracking apps can also be used to track mobile employees and those who operate company-owned vehicles. This can help with job scheduling and tracking time spent on jobs, which can help improve operational efficiency and customer service.

Remember, it is important to implement an employee tracking system in a way that respects employee privacy. The GPS tracking policy should outline how location tracking data will be collected and used, and obtain employees’ written consent before implementing a GPS tracking system. This ensures any employee location tracking solutions are implemented in a fair and transparent manner.

Lastly, emphasize how GPS tracking can help improve employee safety, particularly for employees who work alone or in hazardous environments. Location tracking can help employers monitor employees’ safety and provide assistance if needed.

We do not encourage you to secretly track your employees without first acquiring consent, as that might be a violation of privacy laws.

Common Employee Questions On GPS Policy For Tracking Work Vehicles

What Data Will You Collect From GPS Tracking, And How Will It Be Used?

We will only collect location data and mileage tracking data from the GPS tracking devices installed in our company vehicles. This data will be used to track employee location and ensure that company vehicles are being used for authorized purposes. This data will also help us schedule jobs more efficiently, track maintenance needs, and optimize routes.

Will The GPS Vehicle Tracker Be Used To Track Employees Outside Of Work Hours?

No, GPS fleet trackers will only be used during working hours. We understand that personal privacy is important and we will not track employee location data or any other data outside of working hours.

Will Employees Have Access To The GPS Tracking Data?

No, employees will not have access to GPS vehicle tracking data. The data collected will be used solely for business purposes, and only authorized personnel will have access to it.

What Happens If An Employee Refuses To Have GPS Tracking Devices Installed In Their Vehicle?

All company vehicles must have GPS tracking devices installed for operational and safety purposes. Employees who refuse to have GPS tracking devices installed in their vehicles may face disciplinary action. That includes being terminated from employment.

Is Employee Consent Required For GPS Tracking?

Yes, employee consent is required for GPS tracking. We will provide information about our GPS tracking policy and obtain employees’ written consent before installing any GPS tracking devices. We will also ensure that all tracking is done in a transparent, fair, and legal manner in compliance with all tracking laws.