Location-based time tracking policy template
Clear guidelines for GPS and geofencing in time tracking. Covers privacy protections, data usage, consent requirements and compliance — aligned with Australian workplace laws.
Location tracking policy
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Why a location tracking policy matters
GPS and geofencing are powerful tools for verifying that employees are where they need to be when they clock in. But location tracking raises legitimate privacy concerns that must be addressed.
A clear policy establishes when location tracking is used, how data is protected, and what employees can expect. It demonstrates that tracking is implemented fairly and transparently, with appropriate safeguards.
Without a documented policy, employers risk privacy complaints, employee mistrust and potential breaches of workplace surveillance laws.
Key elements of a location tracking policy
What your location tracking policy should include
GPS tracking
When and how GPS location is captured during clock-in.
Geofencing
Location boundaries for valid time entries.
Privacy protections
How employee location data is protected.
Data usage
How location data is used and who can access it.
When tracking applies
Which roles and situations require location verification.
Compliance
Alignment with privacy laws and employee rights.
What's included in this template
Comprehensive coverage of location tracking requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's approach to location-based tracking.
GPS tracking requirements
When GPS is captured and recorded.
Geofencing boundaries
How location boundaries are defined.
Privacy protections
How location data is secured and limited.
Data retention
How long location data is kept.
Employee consent
Requirements for informed consent.
Access to data
Who can view location information.
Off-duty tracking
Prohibition on tracking outside work hours.
Disputes and corrections
How location discrepancies are handled.
Who should use this template?
Essential for businesses with mobile or field-based workers
Legal disclaimer
This template is designed to reflect Australian workplace standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
Location tracking is subject to privacy laws and workplace surveillance legislation. You should seek independent legal or HR advice to support compliance with all relevant laws in your state or territory.
Regulatory sources
This template is aligned with Australian workplace record-keeping requirements.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.