Employee GPS Consent Form & Vehicle Use Policy Template

Legal to track doesn't mean protected if you get challenged on it. Every state that touches GPS tracking law expects the same basic paper trail: a policy that says what you track and why, and a signed acknowledgment from the employee who drives the vehicle. This free template gives you both, already written for your state.

A ready-to-use Vehicle Use Policy covering scope, data collected, and employee responsibilities
A state-specific notice & consent clause, matched to your state's tracking law
A signature block ready for your employee and your company to sign
Editable in the browser, download as a PDF in one click

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[Company Name]: Employee GPS Consent Form & Vehicle Use Policy

Effective date:  ·  Prepared for use in: select a state above

1. Purpose

[Company Name] ("the Company") uses GPS tracking on company-owned and company-leased vehicles and equipment to prevent and recover theft, support dispatch and routing, verify arrival and departure times, manage fuel and idle time, and protect employee safety.

2. Scope

This policy applies to all vehicles, trailers, and equipment the Company owns or leases. It does not apply to an employee's personal vehicle unless that employee separately agrees to it in writing.

3. What is collected

Tracking devices record GPS location, movement and ignition status, and time-on-site or route history while installed on a company vehicle or piece of equipment. Devices do not record audio or video and do not track an employee's personal phone.

4. State notice & consent

Select your state above to generate the notice and consent language that applies where you operate.

5. Employee responsibilities

  • Do not tamper with, disable, cover, or remove a tracking device.
  • Report a malfunctioning or missing device to your supervisor promptly.
  • Use company vehicles and equipment for business purposes as authorized by your supervisor.
  • Continue to follow all traffic laws and safe-driving practices; the device does not replace safe operation of the vehicle.

6. Data access

Location and activity data is available only to designated supervisors, dispatch, and company ownership. It is not sold or shared outside the Company and its GPS service provider.

7. Acknowledgment and consent

I have read and understand the policy above, including the state notice and consent language in Section 4. I understand that company-owned or company-leased vehicles and equipment I operate may be tracked using GPS technology for the business purposes described above, and I consent to that tracking.

Employee printed name
Employee signature  ·  Date
Vehicle(s) / equipment assigned (optional)
Supervisor signature  ·  Date
This template is general information, not legal advice. It is meant as a starting point for a written policy and employee acknowledgment, not a substitute for review by a licensed attorney in the states where you operate. For the reasoning behind each state's clause, see the full GPS Tracking Laws by State guide.

The Policy Is Paper. AlerTrax Is the Proof.

A signed policy tells your employees what to expect. AlerTrax is what actually protects the trucks, trailers, and equipment the policy describes: live location, automatic arrival and departure logging, and theft recovery built in.

  • 100% waterproof, ruggedized housing
  • Over one year battery life, no wiring required
  • Covert magnetic mount for any vehicle or equipment
  • Live fleet map with every asset on one screen
  • Automatic arrival and departure time logging
  • Geofence and after-hours movement alerts

Equip your entire fleet for a low monthly rate, with no long-term contracts and no hidden fees. (Prefer to own it outright? There is a $599 Lifetime option for permanent, subscription-free tracking.)

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