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Use GPS tracking responsibly

Prepare clear notice, consent and privacy controls before tracking a vehicle, equipment or mobile phone.

Before tracking a vehicle, equipment or mobile phone, tell every affected person what will be tracked and why. Track My Ride products must not be used to track someone who is unaware of the tracking. Secret or covert tracking is against the Track My Ride Terms and may be illegal.

This article provides a practical starting checklist, not legal advice. Australian requirements vary by state or territory, where people work or travel, what is being tracked and the relationship between the people involved. Read the current GPS tracking laws in Australia guidance and obtain advice from a qualified legal professional for your situation.

Before you start

Identify:

  • Who owns each vehicle, item of equipment or mobile phone.
  • Every person who may drive, carry or otherwise be tracked by it.
  • The business reason for collecting location and activity information.
  • Where those people work, live and travel, because more than one jurisdiction may apply.
  • Who in your organisation will be allowed to view, export or share the information.

Under the Track My Ride Terms and Conditions, you must own the vehicle or equipment or have written permission from its owner. You must also have written consent before tracking a vehicle or equipment operated by someone else. Do not install, activate or link tracking until these requirements and any applicable legal obligations have been addressed.

Steps

  1. Write down the legitimate purpose for tracking, such as worker safety, vehicle security, dispatch, maintenance or confirming work journeys. Do not collect information simply because the system can provide it.
  2. Decide exactly what will be collected. This may include location, routes, times, speed, vehicle events or mobile-phone location during selected hours.
  3. Give every affected person clear written notice before tracking begins. Explain:
    • What will be tracked and how.
    • When tracking starts and whether it is continuous, scheduled or event-based.
    • Why the information is needed and how it may be used.
    • Who can see, export or receive it.
    • How long your organisation keeps it.
    • Who the person can contact with a question or concern.
  4. Obtain and retain the permission or consent required for your situation. Do not assume that access to a vehicle, employment or possession of a phone is enough.
  5. For a tracked vehicle, display a clear notice in or on the vehicle so a driver can see that GPS tracking is in use. Track My Ride supplies a tracking notice sticker with its hardware trackers.
  6. For Mobile Location Sharing, explain the active hours and privacy controls before linking the phone. Use a work schedule where tracking should be limited to working periods, and show the person how to pause sharing or withdraw phone permissions.
  7. Limit account, sub-account and shared-map access to people who need the information for the stated purpose. Test privacy zones and permissions using the restricted user's login or sharing link.
  8. Protect downloaded reports and location exports. Store them only in approved locations, share them only with authorised recipients and remove them according to your organisation's retention process.
  9. Keep a record of the notice, permission or consent, consultation and any later changes. Review these records when a person's role, vehicle, phone, tracking purpose or operating location changes.
  10. Before activation, check the current Australian GPS tracking legislation guidance, Track My Ride Terms and Conditions and Track My Ride Privacy Policy.

What happens next

After the responsible-use checks are complete, follow the relevant setup guide to install a hardware tracker or configure Mobile Location Sharing. Tell affected people before changing the tracking purpose, schedule, information collected, access list or retention process. Review your arrangements regularly and whenever applicable laws or workplace circumstances change.

Troubleshooting

  • A person has not been told about tracking: Do not start or continue tracking them. Tell the account owner and follow your organisation's legal and privacy process before proceeding.
  • You do not own the vehicle or equipment: Obtain written permission from its owner before installation or use. If another person operates it, obtain the required written consent as well.
  • You are unsure which law applies: Check the current legislation guidance and speak with a qualified legal professional. Track My Ride Support cannot provide legal advice.
  • Someone withdraws consent or raises a privacy concern: Pause or disable the relevant tracking where appropriate, preserve the request and refer it promptly to the person responsible for privacy or legal compliance in your organisation.
  • Too many people can see location data: Review sub-account permissions, vehicle and person access, shared maps and privacy zones. Remove access that is not required, then test with the restricted account.
  • A phone reports outside expected work hours: Check the person's timezone, Location Sharing mode and schedule. The phone user can pause sharing or withdraw operating-system location permission.