Employee GPS Tracking Policy: How & Why To Create One

As the world becomes increasingly digital, businesses continue to turn to new and innovative technology to optimize and streamline their operations. One key area that has seen significant advancements in recent years is the field of GPS tracking for employees. 

With this powerful safety technology, companies can gain valuable insights into their fleets, optimize routes, and improve organizational efficiency. However, there can also be real concerns around employee privacy and ethics that must be weighed and considered accordingly — this is where establishing a clear employee GPS tracking policy can help.

In this article, we’ll explore everything that small business owners need to know about employee GPS tracking policies, including what they should entail, their benefits, potential drawbacks, and how to implement them responsibly.

What Is an Employee GPS Tracking Policy?

A GPS tracking policy is a clear set of guidelines and rules that govern the use of GPS tracking technology in the workplace. This policy outlines the purpose of GPS tracking employees, how data is collected and used, who can access the data, and what measures are in place to ensure employee privacy and security. The policy also typically covers issues related to employee consent, data retention, and how the business can use the data to improve operations. 

A GPS tracking policy is essential for business owners who use GPS tracking technology to manage their fleets or monitor employee activity, as it helps ensure the technology is used responsibly and ethically.

What To Include in an Employee GPS Tracking Policy

When considering implementing a GPS tracking policy for employees, it’s important to ensure their privacy and rights are protected and respected. To achieve this, the following factors should be taken into account.

The purpose of GPS tracking and how employee GPS tracking works should be clearly defined, and this definition should be communicated clearly to employees. Furthermore, the specific ways in which the data collected will be used should be outlined, which may include performance evaluation or investigating accidents.

Companies should notify employees in writing about the use of GPS tracking in their organization, including specific details about the devices or vehicles that will be tracked and the general nature of the tracking itself. Also, whether or not it’s legally required, obtaining written consent from employees before implementing GPS tracking is essential. This separate consent should clearly outline to employees how their data will be collected, stored, and used. 

The scope of the GPS tracking policy needs to be defined, including which employees, devices, or vehicles will be tracked and when tracking will occur. It’s important to specify the data types the business will collect, such as location, speed, and distance traveled. A retention period for the data collected should also be set. Additionally, it’s essential to specify how the data will be stored and secured, as well as limit access to authorized personnel only.

Employers should also ensure that employee privacy is properly protected. This can be achieved by limiting who has access to the data collected and how it will be used. Finally, the consequences for non-compliance with the GPS tracking policy should be clearly outlined, which may include disciplinary action or termination.

To ensure full compliance with all local, state, and federal laws and regulations, it’s advisable to seek legal counsel to assist in crafting an employee GPS tracking policy. Additionally, periodic reviews and updates should be undertaken to reflect current best practices and compliance with any new applicable laws.

Employee GPS Tracking Laws

GPS tracking policies for employees are informed by various laws and regulations depending on the state and industry. Here are some of the key employee GPS tracking laws and regulations that employers need to be aware of:

State-by-State Laws

Tracking vehicles can be a crucial part of managing business operations, but it’s important to stay within the boundaries of the law. Fortunately, there are consistent rules regarding vehicle tracking nationwide, even if the wording may differ slightly from state to state.

Let’s take a closer look at some specific state laws: 

• In Texas, it’s legal for employers to track company-owned vehicles during work hours, but companies will need their consent if the employee owns the vehicle. 
• New York allows GPS tracking of employees while using company-owned vehicles, but consent is required for employee-owned vehicles, and tracking is limited to business hours.
• California has a constitutional right to privacy, so if companies plan to track employees, make sure it’s not in violation of any union agreements and that there’s a documented tracking policy in place. 
• In Pennsylvania and Florida, companies can track company-owned vehicles without consent, but for employee-owned vehicles, consent is required.
• Illinois prohibits tracking devices on employee-owned vehicles, but companies can track company-issued vehicles. 
• In Washington State, monitoring fleet vehicles’ location, speed, and movements are well within an owner’s rights.

A general rule of thumb is that tracking company-owned property, like a company vehicle, is legal, but tracking people or their personal property without their express written consent isn’t. So make sure to follow the applicable laws and regulations in your state to ensure your business is operating legally and ethically at all times.

Industry-by-Industry Laws

There are specific laws in different industries regarding using GPS tracking for employees, and these laws can differ from one industry to another.

For instance, the Federal Motor Carrier Safety Administration (FMCSA) regulates the use of GPS tracking devices for commercial motor vehicles in the transportation and logistics industry. GPS devices must comply with federal and state regulations in this industry, and drivers must be aware of how businesses use such technology.

In healthcare, GPS tracking for employees who visit patients at their homes must comply with the Health Insurance Portability and Accountability Act (HIPAA) to ensure patient confidentiality.

Its use in the construction industry may be implemented for safety reasons, including using a GPS tracker for heavy equipment. Still, employees must be informed about its use and provide consent. Likewise, retail industry employers may use GPS tracking for inventory and security purposes, but they must also obtain consent from employees before implementing such a system.

Overall, while some industries have more strict regulations, such as transportation and logistics, due to privacy concerns, all industries must comply with regulations and inform employees about the use of GPS tracking.

What’s Legal and What’s Illegal?

Businesses are permitted to monitor their employees’ usage of company property, such as computers, mobile phones, and workplace emails, as long as they notify their staff members.

The Electronic Communications Privacy Act (ECPA) specifically regulates the electronic surveillance of employees. It prohibits employers from intercepting, disclosing, or intentionally using any electronic communication, such as emails or text messages, without the employee’s consent. Employers must inform employees if they are being monitored and obtain consent under ECPA guidelines.

But what about GPS tracking specifically? According to numerous laws and court rulings, GPS tracking is considered a legal method of employee monitoring. However, there are two important legal principles that businesses should abide by when it comes to using this technology:

1. Tracking should only be employed if there is a legitimate reason for doing so. For example, a business could utilize monitoring for time clock software to ensure that employees are in the correct location for work at the right time. Any monitoring must be justified and relevant to the work or activity being undertaken.

2. Tracking should only be conducted during business hours. While most employees would be comfortable with their bosses monitoring them during work hours, it’s much harder to justify surveillance outside of agreed-upon working hours.

When it comes to using GPS tracking, it’s crucial that both the employee and the company are held accountable. Employees should educate themselves on how it works, while companies should ensure that their policies and regulations are transparent and easy to understand. By following these principles, businesses can make use of this technology legally and ethically.

Tracking Employee Devices Versus Tracking Employee Vehicles: What’s the Difference and What Are the Laws?

Tracking employee devices and tracking employee vehicles are two different forms of surveillance companies may use to monitor their employees. While both types of tracking can provide benefits, such as improved productivity and efficiency, they also raise questions of privacy and legality.

The main difference between tracking employee devices and tracking employee vehicles is the scope of monitoring. Tracking employee devices typically involves tracking the location and usage of company-issued or personal devices, such as smartphones and laptops. This type of tracking can provide insights into how employees use their devices, such as time spent on certain apps or websites. It can also help companies locate lost or stolen devices or protect sensitive data.

Tracking employee vehicles, on the other hand, involves monitoring the location and usage of company-owned or leased vehicles. This type of tracking can help companies optimize their routes, monitor driver behavior, and improve fuel efficiency. It can also help recover stolen vehicles or track down missing or stranded employees.

Regarding the legality of tracking employee devices and vehicles, companies must be careful to comply with local and federal laws. 

Federal laws, such as the ECPA, govern the interception and monitoring of electronic communications, including email and GPS data. There are also state-specific laws, such as California’s Invasion of Privacy Act (CIPA), which requires employers to obtain consent from employees before monitoring their electronic communications or personal devices. 

Similarly, tracking employee vehicles is subject to various federal and state laws, such as the Driver’s Privacy Protection Act, which regulates the collection and use of personal information such as driver history and location data.

While tracking employee devices and vehicles can benefit companies, it’s essential to be aware of the legal implications and comply with any relevant laws and regulations. Therefore, companies should establish clear policies, obtain employee consent when implementing tracking programs, and work with legal experts to ensure they comply with applicable laws.

How To Implement an Employee GPS Tracking Policy

To successfully implement a GPS tracking policy, employers must take several steps. They should first clearly communicate the reasons for implementing it and how it will be used. This helps address any concerns or questions that employees may have. Employers should also involve employees in the decision-making process, considering soliciting input and feedback from them before implementation to ensure their concerns and needs are taken into account.

Employers should establish clear policies around the use of GPS tracking, including how the data will be collected, stored, and used. It’s important to make sure employees understand these policies and the consequences for violating them. In some cases, employers may also need to obtain employee consent before tracking their location. Businesses should ensure they follow all relevant laws and regulations when obtaining consent.

Having the right privacy safeguards in place is pivotal. Employers should protect employee privacy by only tracking location data necessary for business purposes and securely storing and handling the data. It’s crucial for employers to ensure employee privacy is maintained and respected throughout the implementation.

Employers should provide training to employees on the use of GPS tracking and how it will impact their work. This training can help ensure the transition goes smoothly and employees understand how it affects their daily work routine.

Employers should also regularly monitor and review its use to ensure it’s being used effectively and in accordance with company policies. They should also be open to employee feedback and make any necessary adjustments. By following these best practices, employers can successfully implement a GPS tracking policy while ensuring that employee privacy is protected and that their concerns are addressed.

What Are the Benefits of Implementing an Employee GPS Tracking Policy

Many industries, such as transportation and healthcare, have strict regulations regarding employee safety, privacy, and accountability regulations. By implementing a GPS tracking system, businesses can ensure they meet these regulatory requirements and avoid potential legal or financial penalties. In addition, maintaining compliance with applicable privacy laws and regulations can be another key benefit of implementing an employee GPS tracking policy. 

For example, the Federal Motor Carrier Safety Administration (FMCSA) requires that commercial motor vehicles have an electronic logging device (ELD) to track drivers’ service hours. GPS tracking systems can integrate with ELDs to provide accurate and automated tracking of driving hours, ensuring compliance with FMCSA regulations.

Additionally, businesses that handle sensitive information or work with confidential client data may have to comply with privacy regulations like HIPAA. GPS tracking systems can help businesses maintain compliance with these regulations by ensuring that employee location data is collected and stored securely and used only for authorized purposes.

However, it’s important to note that while an employee GPS tracking policy can have benefits for compliance, there are also potential drawbacks to consider. Some employees may feel that GPS tracking employees is invasive and violates their privacy, leading to decreased morale and job satisfaction. 

Businesses must ensure transparency in their tracking policies and obtain consent from employees before implementing a GPS tracking system. Failing to do so could result in legal issues and damage the company’s reputation.

What Are the Best Tools for Implementing an Employee GPS Tracking Policy

The best tools for implementing an employee GPS tracking policy depend on the organization’s specific needs. To determine which tools are best for your organization, consider the following factors.

What Are the Types of Tools Available?

There are several types of GPS tracking tools available, including portable GPS tracking devices, fleet management software, and employee GPS tracking apps.

Portable GPS trackers for company vehicles are small, battery-operated devices that can be attached to equipment or vehicles to track their location. These devices can provide real-time location data and can be useful for organizations that need to track equipment or vehicles that are frequently moved.

Fleet management software is a comprehensive tool that provides real-time tracking of vehicles and equipment, as well as other features such as route optimization, maintenance tracking, and driver performance monitoring. Fleet management software is useful for organizations with a large fleet of vehicles, such as transportation companies or delivery services.

Employee GPS tracking apps are software applications businesses can install on mobile devices such as smartphones or tablets. An employee GPS tracking app, like Workyard, can track the location of the device and can provide additional features such as time tracking, messaging, and task management. Utilizing a GPS tracker for employees is useful for organizations with a mobile workforce, such as delivery drivers or field service technicians.

Ultimately, the best tools for implementing an employee GPS tracking policy will depend on the specific needs and goals of the organization. Organizations must consider factors such as the size of their workforce, the type of equipment or vehicles being tracked, and the desired level of detail in location data before selecting a tool to deploy.

Why Are GPS Tracking Apps the Best Solution?

An employee GPS tracking app can be a practical solution for some organizations as they provide real-time location data for mobile employees without needing separate dedicated hardware. Apps like Workyard can be easily installed and used on personal or company-owned devices. Some of the key benefits of using an employee GPS tracking app include the following:

• Improved convenience for employees and employers alike as these apps are streamlined, accurate, responsive, and easy to use.
• Improved cost-effectiveness for organizations as they eliminate the need to purchase separate devices for each employee to monitor their location.
• Improved tracking accuracy as these apps provide precise location data on employees.
• Improved tracking flexibility as companies can track a broad range of employees simultaneously. 

An employee GPS tracking app also allows integration with other software solutions, such as time and attendance software, to offer a more comprehensive view of employee activity at large.

What Are the Key Features To Look For in an Employee GPS Tracking App?

When considering an employee GPS tracking app, it’s important to assess its key features. A good app should provide real-time tracking, allowing the organization to monitor employees’ location movements and respond promptly to any issues. Geofencing is another essential feature, as it enables the creation of virtual boundaries around job sites or customer locations and alerts the organization when employees enter or exit those areas.

Comprehensive reporting and analytics are crucial as they enable the organization to analyze historical location data, identify areas of improvement, and help them make informed decisions. Customization is also essential as it allows the app to be tailored to the organization’s specific needs, such as customizing the interface or integrating with other software solutions they use.

Privacy controls are another key feature that should be available to protect employee privacy, including the ability to turn off tracking outside of work hours or to limit the data collected and shared. Lastly, for employee adoption to stick, the app should be user-friendly and easy to navigate, with clear instructions and a simple interface. By carefully assessing these key features, organizations can select an employee GPS tracking app that meets their needs and helps them achieve their business goals.

Fortunately for businesses, solutions like Workyard can meet all these expectations and do so much more. 

How Workyard Can Help

Having a robust employee GPS tracking policy in place can provide numerous benefits to businesses, such as improved accuracy of client billing, increased crew efficiency, streamlined communication, and simplified profit and loss calculations. 

With Workyard’s workforce management software, companies can achieve all these benefits without needing expensive additional hardware. By downloading Workyard’s GPS time clock app, employees can start tracking and scheduling their work quickly and easily. However, it’s essential to have a policy in place to ensure GPS tracking is carried out legally and ethically. 

With Workyard, companies can have complete confidence in the accuracy of their payroll, increase their crew’s efficiency, and improve future bidding with historical data. So say goodbye to wrestling with paper and spreadsheets and hello to streamlined operations with Workyard’s construction workforce management software. Simply put, Workyard is the single best GPS solution available for field workers and their employers. Sign up for a free trial of Workyard today!