Free Employee GPS Tracking Policy
Struggling to keep track of your mobile employees and optimize operations? GPS tracking can be a game-changer, but only if you implement it correctly.
To support you in the transition, we will walk you through creating an employee GPS tracking policy that will make your business more efficient and compliant.
This guide will cover:
- The legality of GPS employee tracking
- Key reasons for implementing a policy
- Essential elements of a strong policy
- Best practices for successful implementation
We will also provide you with a free employee GPS tracking policy template as a first step toward successful implementation.
Let’s start by answering the burning question:
Is it legal to track an employee using GPS?
It is generally legal for employers to track employees using GPS, but only if they stay in line with relevant legal requirements and industry best practices.
Even though there is no federal law that regulates GPS tracking in the US, many states have enacted their own set of rules.
For example, states like California and Delaware have strict privacy laws. In these states, you must get clear consent from your employees before using GPS trackers.
Other states, like Texas, are more relaxed when it comes to tracking company-owned vehicles, but you still need permission to track an employee’s personal vehicle. To learn more about differences in state requirements, explore our resource on GPS tracking laws by state.
No matter where your business is located, it’s always a smart move to get written consent before you start tracking employees with GPS. Asking for explicit permission will show your employees that you respect their privacy. Employees’ consent to GPS tracking can safeguard your company from legal trouble.
If your workers are part of a union, their agreement might have rules about GPS tracking. Always check the contract and make sure your company policies don’t break any of the rules.
💡 PRO TIP: To avoid legal problems, you must understand the GPS tracking laws in your state and any union agreements that apply. Always get consent from your employees and be transparent about how you’re using their location data.
Reasons for implementing a GPS tracking policy
While GPS tracking brings numerous benefits to your business, a clear employee GPS tracking policy is the first step towards implementing it successfully and responsibly.
But why is it important for your business to have such a policy in place?
1. Protect employee privacy
A GPS tracking policy will help you set clear boundaries on what employee data is collected, how it’s used, and who will have access to it.
This way, you can prevent data misuse and reassure your employees that their privacy is respected.
2. Ensure legal compliance
With varying GPS tracking state laws and requirements, a policy will help your business adapt to the legal landscape and avoid potential lawsuits.
3. Build trust and transparency
A policy that openly communicates the purpose of GPS tracking, along with the procedures you have in place to implement tracking responsibly, can help you promote a culture of trust and understanding.
4. Set expectations
It is crucial to set clear expectations in your GPS tracking policy. Clearly explain how you will use GPS tracking, when, and what the consequences of misuse will be.
This will help you manage employee expectations and prevent misunderstandings and pushback.
5. Maximize benefits
By outlining the purpose and scope of employee location tracking, your policy will secure the most effective use of GPS tracking devices.
For example, if you’re tracking mileage for reimbursement but are also concerned about driver safety, you will most likely utilize the speed data that some trackers provide.
How to write your own GPS tracking policy
With these legal considerations and policy benefits in mind, let’s move on to the step-by-step guide that shows how to craft an efficient and employee-friendly GPS tracking policy.
Key elements of a GPS tracking policy
1. Purpose and importance
This cornerstone of your policy should clearly articulate why your company is implementing GPS tracking and the positive outcomes it aims to achieve. It's crucial to highlight the benefits that come to both the company and its employees, fostering understanding and buy-in.
Your policy should emphasize that GPS tracking is a tool that enhances productivity, safety, and accountability, and it is not a means of surveillance or micromanagement. Highlight how it aligns with your company’s values and commitment to both operational excellence and employee well-being.
For example, your policy may say: “Our company uses GPS tracking to improve customer service by providing accurate ETAs, ensuring the safety of individual workers, and optimizing routes for fuel efficiency."
2. Scope of tracking
Define the specific circumstances under which GPS tracking will be used. Clarify that tracking is limited to company business hours and company-owned vehicles or devices.
Address any exceptions, such as tracking personal devices with explicit consent for specific work-related purposes.
For instance, your policy could state:
"GPS tracking will be strictly limited to company-owned vehicles and devices, and only during employees’ scheduled work hours."
3. Types of data collected and stored
To build trust with your employees, be upfront about the specific tracking data that the system will collect, such as location, speed, time, or travel duration, as well as how the information will be used.
Your employee GPS tracking policy could include a section like this:
"We collect real-time location data, travel time, and, for company vehicles, speed and idling time. This helps us track work hours, monitor driving behavior for safety training, and improve fleet efficiency.”
4. Data access and confidentiality
Let your employees know that they don’t need to worry about the confidentiality of their data. Define who can access collected data and under which circumstances. This will make them feel respected and protected.
The policy could say: “Access to GPS data is restricted to supervisors and HR personnel on a need-to-know basis. All data is stored on secure servers with password protection and encryption."
5. Data retention and destruction
Your GPS tracking policy must clearly outline how long you will keep collected GPS data. This is crucial not only for transparency but also for complying with any applicable legal requirements for data retention in your jurisdiction.
Consider factors like the nature of your business, legal requirements, and the purpose of data collection.
Your policy should also outline the procedures for securely destroying GPS data once it is no longer needed. This may involve encryption, overwriting, or physical destruction of storage devices.
Your policy could include an explanation similar to this one:
"We retain GPS data for a maximum of 90 days to address potential disputes or compliance audits. After this period, data is securely erased from our systems."
When crafting a policy, ensure that your data retention and destruction practices align with any relevant privacy regulations or industry-specific guidelines.
6. Employee consent and acknowledgment
Before you implement any form of GPS tracking, it’s vital to get informed consent from your employees. Informed consent means that your employees fully comprehend the policy, how it affects their privacy, and how their data will be used.
Require employees to give their written consent to be tracked. You can acquire the signatures through a dedicated GPS tracking consent form or a section within the GPS tracking policy.
Your GPS tracking policy could say:
“All employees whose roles involve the use of company vehicles or mobile devices equipped with GPS tracking technology will receive a copy of this policy upon hiring or upon implementation of the policy. They will be required to sign a consent form confirming their understanding of the policy and granting their permission to be tracked during work hours..”
7. Consequences of policy violations
Clearly state the potential consequences for misusing GPS tracking devices or violating the policy. Misuse may include using GPS data to monitor employees outside of work hours or for any purpose not outlined in this policy, as well as attempts to change, delete, or share information without permission.
Consequences may include disciplinary action, from a verbal warning to and including termination. The disciplinary action will depend on the specific violation and any prior incidents.
For example, your policy may state:
"Unauthorized access or misuse of GPS data, or tampering with tracking devices, will result in disciplinary action, which may include termination."
8. Type of GPS tracking technology
Specify the kind of technology that will be used for tracking, whether it's the company’s GPS hardware installed in vehicles, GPS tracking apps, or a combination of both.
Explain how the technology functions and how it may affect employee devices or vehicles.
“Our GPS time and mileage tracking app will only be active when employees are clocked in for work. Tracking will automatically stop when employees clock out, ensuring their privacy outside of working hours. This app allows us to accurately track work hours, calculate mileage for reimbursement, and optimize routes for efficiency.”
💡 PRO TIP: Some additional considerations
Besides covering all crucial issues, a well-structured GPS tracking policy should be employee-friendly. Here are a few practical tips to make your policy clear and concise:
- Avoid complex sentences and technical jargon that employees may not understand.
- Break down information into bullet points to make the key points scannable and easier to digest.
- Give examples to show how GPS tracking might be used in different scenarios.
- If you must use technical terms, include a glossary at the end of the policy to define them.
Free GPS tracking policy template
Start writing your GPS tracking policy right away! Our free GPS tracking policy template addresses key elements and considerations, and it provides a solid foundation to build your company’s policy.
Download the policy, tailor it to your specific business needs, and you're ready to start tracking your employees - responsibly and effectively.
Best practices for implementing a GPS tracking policy
Having a well-crafted tracking policy is just the first step. Successful implementation requires careful planning and open communication to prevent employee pushback and ensure participation.
Here are some actionable tips to guide you:
1. Transparency and communication
Engage in open conversations. Consider holding a company-wide meeting or smaller team discussions to introduce the GPS tracking policy. Explain why you’re implementing it (for example, improving fleet management, enhancing employee safety, or streamlining time tracking). Encourage your employees to ask questions and talk about their concerns.
Address concerns proactively. Be prepared for the questions about privacy and data usage. Be transparent about how you’ll use GPS location and GPS time data, and make sure to highlight valid business purposes like verifying employee time or improving customer service.
Provide clear explanations. When discussing GPS tracking technology, use plain language and avoid jargon. Explain how the technology works in detail. Also, emphasize how GPS tracking benefits employees, such as ensuring accurate payment for their time and mileage or providing evidence in case of disputes.
2. Training and education
Conduct comprehensive training. Whether it's a time clock app on their mobile device or a device for tracking vehicles, walk your employees through the GPS tracking system. Show them how to clock in and clock out, see their data, and explain how using the tool will contribute to company goals.
Ensure understanding. Quiz employees on the policy’s key points, like when tracking employees is allowed (for instance, only during business hours and in company vehicles). If there is still any confusion about handling personal data and the limitations that apply, be sure to clarify them.
Designate a point of contact. Assign a go-to contact for any questions or concerns regarding GPS tracking. This will guarantee your employees have a clear channel of communication and will help you address issues promptly.
Use provider resources. Some GPS tracking service providers offer onboarding and support services for both administrative staff and employees. Use these resources to smoothly transition to the new technology and maximize the benefits.
Include employees in the selection process. Allowing your employees to test different options and provide feedback can increase their comfort level and sense of ownership.
Conduct pilot testing. Before full implementation, consider conducting a pilot test with a group of employees to gather feedback and identify any potential issues. This will also help you fine-tune training and onboarding processes.
3. Regular review and updates
Periodic review. Laws and technologies change fast these days. You should revisit your GPS tracking policy annually to ensure it complies with relevant regulations.
Seek employee feedback. Create a channel for workers to express concerns or suggest improvements to the policy. Regular feedback shows you value their input and are committed to responsible employee monitoring.
4. Choosing the right GPS tracking tool
A robust field service management software like Timeero can be an excellent choice to support the implementation of a GPS tracking policy at your workplace.
Timeero tracks time, location, and mileage only during working hours, so your workers do not need to worry about their privacy.
All your employees need to do is download the Timeero app to their phones and start tracking.
With Timeero, you can:
- Track distance traveled, driving speed, and timestamps for every location visited in real-time and retrospectively.
- Easily access important information about your employees’ whereabouts.
- Limit the ability employees have to clock in and out by using the geofencing feature.
- Simplify timekeeping and payroll.
- Ensure compliance with related labor laws.
- Improve employee safety in the field.
- Compensate your employees fairly and adequately for mileage.
- Create accurate reports and export them with ease.
By choosing a GPS tracking app like Timeero, you will make the implementation process incredibly easy and reap the full benefits of this powerful technology.
Wrapping up
Implementing a GPS tracking policy requires careful consideration of legal requirements, employee privacy, and company objectives.
By establishing a clear, transparent, and employee-friendly policy, you can leverage the benefits of GPS tracking while nurturing trust and respect within the workforce.
