Sample GPS tracking policy for your company

A clear written policy is the most important part of rolling out GPS tracking. Below is a sample you can adapt. Change anything in [square brackets] to fit your company.

This is a general example, not legal advice. In Ontario, employers with 25 or more employees must have a written electronic monitoring policy under the Employment Standards Act, and there are rules about what it must include and when employees must receive a copy. Check the current requirements with the Ontario Ministry of Labour or your own adviser before you use it.

[Company name] GPS tracking policy

Date prepared: [date]. Date of last change: [date].

1. Why we use GPS tracking

[Company name] uses GPS tracking in company vehicles and equipment. We trust our team. GPS tracking is a tool for accountability and efficiency, and we use it to:

• Keep an accurate record for our customers of when we arrived and left
• Send the nearest vehicle to a new call without phoning everyone
• Help a team member who needs tools or materials from a nearby truck
• Keep vehicles and equipment maintained on schedule
• Prevent theft and recover stolen vehicles and equipment
• Give accounting accurate start and finish times

2. How it works

GPS devices installed in [company vehicles and equipment] record location, trips, stops, ignition on and off, and arrivals and departures at job sites and other locations. [If used: Drivers identify themselves with a driver ID fob.] The devices record whenever they are installed and the vehicle or equipment is in use, including outside working hours.

3. What we don't use it for

We don't sit and watch the map, and we are not going to time a bathroom break or a coffee stop. Reasonable breaks are part of the day. We look at the information when there is a reason to, such as a customer question, a dispatch decision, maintenance, payroll or a safety or theft concern.

4. Company vehicles are for company work

Company vehicles are for company business. If you need a vehicle for something personal, ask [your supervisor] first.

5. Timesheets and payroll

GPS records may be used by accounting to confirm start and finish times. If a timesheet and the GPS record don't match, we will talk to you about it before any decision is made. All payroll practices follow the Employment Standards Act.

6. Please don't tamper with the devices

Don't unplug, move or interfere with a GPS device. If one is disconnected by accident, for example during a repair, let [your supervisor] know.

7. Who can see the information

GPS information is available to [managers, dispatch and accounting] and is used only for the purposes in this policy. [Records are kept for: period.]

8. Questions

If you have questions about this policy, speak to [name or role].

Acknowledgement

I have received and read the [Company name] GPS tracking policy. Name: ________ Signature: ________ Date: ________