Sample Employee GPS Tracking Policy: Free Template to Use in 2023

As the use of GPS and company phone tracking devices becomes more widespread, employers are increasingly considering using them to track the location of their employees. While there are many potential benefits to this practice, it is important to be aware of the legal implications before tracking employees without their consent.

This is why it’s important to have an employee GPS tracking policy in place to protect both you as a business owner and the workforce.

In this guide, we’ll dive deeper into what this policy looks like, if you should introduce one, and we’ll also provide a sample employee GPS tracking policy for you to use. 

Let’s get straight into it.

What is an employee location monitoring policy?

An employee location monitoring policy is a policy that requires employers to track the location of their employees. This can be done through GPS tracking, tracking employee check-ins and check-outs, or through other means. The purpose of this policy is to ensure the safety of employees, to improve productivity, and to reduce costs.

If you are considering implementing an employee location monitoring policy, there are a few things to keep in mind. 

• First, it is important to choose the right tracking method for your business. You will need to decide how you will track the location of your employees. There are a number of different options available, so you will need to choose the one that best meets the needs of your business. 

• Second, you will need to establish clear guidelines for when and how the location of your employees can be monitored. This will help to ensure that your employees understand the policy and do not feel that their privacy is being invaded. 

• Finally, you will need to make sure that you have the resources in place to effectively implement and enforce the policy.

Should you introduce an employee GPS tracking policy?

Employers are required to maintain certain information regarding their employees. This includes updating internal policies regarding the tracking of employees. Tracking employees involves collecting and storing necessary data on them. Tracking data helps employers monitor the performance of their employees and take necessary action against them. 

Tracking systems are often based on GPS technology for greater accuracy. This is because GPS keeps accurate records of an individual's whereabouts either through their mobile device or through a company or personal vehicle. In these cases, you would need to have a company vehicle GPS tracking policy in place that offers the employees a chance to sign a GPS tracking consent form.

There are a few things to consider before implementing a GPS tracking policy for your employees. First, you'll need to decide if you want to track all employees, or just certain ones. If you're only interested in tracking a few employees, you'll need to be very clear about why you're doing so.

Next, you'll need to think about how you'll track your employees. There are a few different ways to do this, but the most common is to use a tracking app on their phones. This way, you can see their location at all times, and you can even set up alerts so that you're notified if they deviate from their expected route.

Finally, you'll need to think about the privacy implications of tracking your employees. GPS tracking can be a great way to improve productivity and accountability, but it can also invade employees' privacy. Be sure to weigh the pros and cons carefully before implementing a GPS tracking policy.

Benefits of having a GPS tracking policy

An employee GPS tracking policy can offer a number of benefits for businesses, including:

• Increased security: By being able to track the location of employees, businesses can ensure that they are safe and accounted for, especially if they are working in remote or dangerous locations.

• Improved efficiency: GPS tracking can help businesses to monitor employee productivity and identify areas where time is being wasted. This information can then be used to make changes to improve efficiency.

• Enhanced customer service: GPS tracking can be used to monitor employee whereabouts and ensure that they are where they are supposed to be. This can help to improve customer service levels by ensuring that employees are where they need to be.

• Cost savings: GPS tracking can help businesses to save money by reducing fuel costs and improving employee productivity.

• Increased accountability: GPS tracking can help to hold employees accountable for their actions and whereabouts. This can help to improve overall accountability within the business.

What does a good company GPS tracking policy include? 9 key elements

Even though GPS tracking policies vary by company and state, you can still create a policy that fits your needs. For example, a California sample employee GPS tracking policy may include a specific clause that focuses on laws and regulations pertaining to that territory only.

If you want to create A good company GPS tracking policy, take a look at these 9 key elements that you can include. 

1. An employees' personal privacy & data protection clause

The policy should be clear and concise. It should have a data retention period clause that is not too long or too short. It should also state the data storage location, who can access the data, and who are not allowed to access the data. It should state what other information (location, contact information) the company will collect from employees and how they may use this data. It should also have a list of all the people who will receive notifications when an employee leaves or arrives at a designated location, as well as what kind of notifications they will receive - text message, email, etc. 

2. Type of tracking surveillance & particular devices/vehicles that are tracked

The policy should state what GPS tracking device will be used and how it will be installed on company property or in company vehicles if needed. It should state whether the company will have its own proprietary tracking device or if it will use an outside vendor.

3. Tracking scope & timing

The policy should include a timeframe of when the GPS location of employees will be tracked. This includes how long the employee will work for the company, during workhours, overtime etc. 

4. The right to terminate GPS tracking

The policy should be clear on the company's right to suspend or terminate GPS tracking in cases of discrimination with appropriate notice in accordance with federal and state law including but not limited to Title VII of the Civil Rights Act of 1964, as amended by EE OC v. Wal-Mart Stores, Inc.

5. A safety clause

The policy should include a clear statement that GPS tracking is not a substitute for protecting the physical safety of associates and requires active supervision by employees. 

6. Who may use GPS software

The policy should include a clear statement that GPS tracking devices may not be shared, loaned out, or lent between employees without authorization from management first. The policy should include a clear statement that consent for use of GPS tracking devices given by one employee does not extend to other employees, including supervisors and executives.

7. A consent clause

The policy should include a clear statement that GPS tracking devices may not be used to monitor the movements of other employees without written authorization from management first. 

8. What to do in case of unauthorized use

The policy should include a clear statement that employees are required to immediately report if they become aware of any unauthorized use or disclosure of GPS tracking information by other employees.

9. Policy violation clause

The policy should include a clear statement that the organization reserves the right to suspend, terminate, or take disciplinary action against an employee who is found to have violated the company's privacy policies or laws governing use of GPS devices on company property and/or without consent from another person for the benefit of this individual.

How to prepare a GPS tracking consent form for your employees in 5 steps

An employee tracking template or consent form is a document that you send to your employees before you start tracking their location via GPS. This document contains the purposes of the tracking, the benefits of it, and the risks associated with it.

You should consider your employees’ privacy and data protection when preparing a GPS tracking consent form. This means that you should have a clear statement about why you are doing this, what you are going to do with their data, and what they can expect from this process. 

Here are the five steps to prepare a GPS tracking consent form for your employees:

1. Consider your employees’ privacy and data protection

It is important to protect your employees privacy and data. Employees have a right to have some level of control over their personal information. It is important to be transparent about the use of data and ensure that there is a level of trust between the company and their employees.

2. Clearly state the purposes of GPS tracking

When preparing a consent form, make sure that you talk about the purpose of GPS tracking within your company. Whether you want to increase productivity or reduce the risk of liability, make sure that the purpose is clear and easy to understand.

3. Choose a tracking device (GPS tracker, smartphone, laptop, etc.)

The third step is to choose a tracking device (or more) and include this information on the consent form. You need to be clear of which devices (a cell phone, laptop, computer, tablet etc.) will be tracked and whether they are company owned or employee owned devices.

4. Create an agreement between you and your employee that they will not abuse the GPS tracker

You should always include a clause in your consent form that clearly states that neither you as the employer or the employee will abuse the GPS tracker or the data collected with it. All of this information should remain confidential and used for specific purposes mentioned in the company policy.

5. Establish a time frame for when you will stop using the tracker and delete any data

When preparing a consent form, make it clear that you will only track the location of employees during working hours, and even include how long you will keep the data for. 

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Key takeaways on the employee tracking template agreement

There are several key takeaways to consider when creating an employee GPS tracking policy and consent form:

• It's important to ensure that GPS tracking is only used for legitimate business purposes and not to invade the privacy of your employees. 

• A clear policy and consent form can help protect employee privacy by outlining the specific purposes for which GPS tracking will be used and obtain explicit consent from employees to use the tracking devices.

• Depending on your location, there may be laws and regulations governing the use of GPS tracking for employees.

• Clearly communicating the purpose and use of GPS tracking to your employees and obtaining their consent can help maintain trust and transparency within your organization.

• GPS tracking can be a useful tool for improving efficiency and safety in certain situations, such as tracking the location of company-owned vehicles or employees working in hazardous environments.

Overall, creating an employee GPS tracking policy and consent form is important for protecting employee privacy, ensuring compliance with laws and regulations, maintaining trust and transparency, and improving efficiency and safety within the organization.