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Driver privacy notice for vehicle tracking

The written notice that satisfies workplace surveillance law: what is tracked, when, why, who sees it, and the driver's acknowledgement.

Updated 10 July 2026 · Editable document

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How to use it

Issue this in writing at least 14 days before tracking begins (required in NSW and the ACT, best practice everywhere), collect the signed acknowledgement, and keep a visible tracking notice in each vehicle. New starters receive it before their first day driving.

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IntelliTrac / Fleet templates

Driver privacy notice for vehicle tracking

Notice of vehicle tracking: [Organisation]

Date of notice: [date] · Tracking commences: [date, at least 14 days after this notice]

What this notice tells you

[Organisation] uses vehicle tracking in its fleet. This notice explains what is collected, when, why, and who can see it. It is provided to you in writing at least 14 days before tracking of vehicles you drive begins, as required in some states and as our standard everywhere.

What is tracked, and when

  • Vehicles with installed GPS devices capture location, speed, ignition and related vehicle data whenever the vehicle is in use. Tracking is continuous for the vehicle and runs [continuously / during work hours].
  • The driver app, where used, captures location, speed and heading only while a work trip or booking is active. It does not track you outside an active work trip, and you can see in the app when tracking is on.
  • Tracked vehicles carry a visible notice stating the vehicle is subject to tracking.

Why we track

  • Safety: knowing where vehicles are in an incident, and supporting driver safety programs.
  • Operations: bookings, dispatch, maintenance scheduling and fleet right-sizing.
  • Compliance: records required for tax (such as fringe benefits tax and fuel tax credits) and transport law (such as fatigue and Chain of Responsibility evidence).

What we do not do

  • We do not use tracking to covertly monitor staff.
  • We do not track personal phones outside an active work trip through the driver app.
  • We do not disclose tracking data outside [Organisation] except to our fleet system provider, as required by law, or as described here: [exceptions].

Who can see the data, and where it lives

Access is role-based and limited to [roles]. Every access and change is logged. Our fleet platform stores this data in Australia. Data is retained for [period] and then deleted or de-identified.

Your rights and questions

You may ask [role/contact] what is held about your driving and request corrections. Concerns are handled under [grievance procedure] and, for privacy matters, [privacy officer contact].

Acknowledgement

I acknowledge I have received and read this notice, and I understand the vehicles I drive for work are tracked as described.

Name: ................ Signature: ................ Date: ........

A starting point, not legal advice. Review against your own agreements and state rules.

Turn the template into a daily process.

A template sets out the process. The platform captures bookings, checks and trips as they happen.

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