The short answer
Staff usually worry about three things: being watched all the time, being tracked in their own time, and data being used against them. Address each one directly before you switch anything on — explain why you are tracking, show exactly what managers can see, limit it to working hours, and put it in writing.
Not legal advice. This guide explains UK law in general terms, as at the date shown. The ICO’s guidance on monitoring workers was under review following the Data (Use and Access) Act 2025 when this was written — check the ICO for the current position, and take advice for your own circumstances.
What employees are really worried about
- “You don’t trust us.” Tracking can feel like an accusation.
- “You’ll see where I go after work.” The biggest and most legitimate worry.
- “It’ll be used to nitpick.” Every long stop becomes a question.
- “It’ll drain my phone.” A practical concern, especially on personal phones.
How to introduce GPS tracking fairly
- Lead with the reason. Dispatch, customer updates, lone-worker safety — say which.
- Show the screen. Let staff see exactly what a manager sees on the map.
- Limit it to working time. Make clear that tracking stops at the end of a shift.
- Say what it won’t be used for. For example, not for monitoring breaks minute by minute.
- Write a short policy covering purpose, what is collected, who sees it and how long it’s kept.
- Invite questions and review the policy after a few months.
Answers to the questions staff will ask
- Can you track me when I’m not working? Your answer should be no — and your set-up should make that true.
- Who can see my location? Name the roles.
- How long do you keep it? Give a period, such as 30 days.
- Can I see my own data? Yes — staff have a legal right of access.
- What about my battery? Explain the update interval and its impact; see battery life.
Design choices that build trust
The easiest concerns to resolve are the ones the system itself answers. In TrackLink, only the person holding the phone can switch tracking on or off, a notification shows whenever it runs, and history is deleted after 30 days. That turns “trust us” into something staff can see for themselves.
Common questions
Should I get employees to sign a tracking policy?
Giving staff a written policy and keeping a record that they received it is good practice. A signature isn't the same as consent, which is usually not the right lawful basis at work.
What if an employee refuses tracking?
Listen to the reason first — often it is about private time or battery, both solvable. If tracking is lawful and necessary for the role, it may become a conduct matter, but that should be a last resort.