Employee monitoring notice
A ready-to-use template for employers, plus a summary of requirements. Updated: October 15, 2026
Where devices are fitted to vehicles operated by employees, the law almost always requires that those employees be told about the monitoring in advance — and in some cases that they consent to it. That duty falls on the employer, which is the customer of this service: as a data processor we cannot discharge it for you (see clause 10 of the Terms of Service).
Below is a notice you can hand to an employee and a short summary for the states we are asked about most. This is not legal advice: requirements change and depend on how the work is organized, so have the text reviewed by a lawyer before you use it.
Notice template
Fill in the fields in square brackets and give the employee two copies — one for them to keep, one signed for your personnel records.
NOTICE OF GPS VEHICLE MONITORING
Employer: [full legal name], the "Company".
Employee: [full name], [position].
Date: [date].
1. What is monitored. The Company uses a GPS monitoring system on vehicles and equipment it owns or lawfully operates. The system records the location of the vehicle, its speed, the start and end times of trips, stops and their duration, mileage, and readings from any sensors fitted (for example, ignition).
2. What is not monitored. The system does not track the location of the employee's personal phone, does not record audio or video and does not read personal messages. What is tracked is the vehicle, not the employee away from that vehicle.
3. When monitoring takes place. [Option A: during working hours only — from [time] to [time] on working days.] [Option B: continuously, because the vehicle remains in the Company's possession; data from non-working hours is not used to evaluate the employee.] The device stays fitted to the vehicle and transmits whenever it has power.
4. Why. Protecting Company property; verifying that work assignments and routes are carried out; recording working time and mileage; planning work and evidencing completed work to clients; the employee's own safety and the ability to assist in a breakdown or incident; investigating road accidents and disputes.
5. Who sees the data. Access is held by: [list the positions — for example, fleet manager, dispatcher, director]. The data is hosted with the service provider AnyTelematics, which processes it on the Company's instructions and may not use it for its own purposes.
6. How long it is kept. Trip data is retained for [period — for example, 12 months] and then deleted, except where it is needed for an investigation or required by law.
7. Consequences. Data from the system may be used in assessing performance of duties, including in disciplinary matters. Deliberately disabling, damaging or shielding the device is treated as a breach of duty.
8. Questions and access to your data. The employee may request information about the data held about them, its correction or its deletion, by contacting [position, contact]. Requests are handled in accordance with applicable law.
I have read this notice and received a copy:
Employee: _______________________ / [name] / Date: ____________
For the Company: ________________ / [name, position] / Date: ____________
US state requirements
The general rule: the notice must be in writing, given before monitoring starts, and describe what is actually tracked. Some states add their own conditions.
| State | What is required |
|---|---|
| New York | Written notice of electronic monitoring upon hiring, with acknowledgement of receipt, plus a notice posted conspicuously in a place accessible to employees (Civil Rights Law § 52-c). |
| Connecticut | Written notice to all employees before electronic monitoring begins, describing the types and means of monitoring, posted where employees can readily see it (Gen. Stat. § 31-48d). |
| Delaware | Either daily notice before monitoring begins, or a one-time written notice acknowledged by the employee (19 Del. C. § 705). |
| California | Tracking a vehicle without the owner's consent is prohibited; an exception covers employer-owned vehicles, but written employee consent is still worth obtaining (Penal Code § 637.7). |
| Other states | There may be no specific electronic monitoring statute, but written notice is still needed: without it, collecting an employee's location data is open to challenge as an invasion of privacy. |
Where employees work across several states, apply the strictest requirement — usually a signed written notice plus a posted notice at the workplace.
Employer checklist
- give the notice to every employee whose vehicle carries a device — before installation or before the system goes into use;
- collect the signatures and keep them with your personnel records;
- add the notice to your onboarding pack so new hires receive it too;
- post a notice at the workplace if your state requires it;
- limit data access to the positions listed in the notice;
- give notice again if the scope of monitoring changes — new sensors, for example.
On how we process the data on our side, see the data processing addendum or write to hello@anycodestudio.com