Choosing a fleet tracking system: what to look for

Fleet tracking is a system that records the location of vehicles and sends it to a platform. A tracker in the vehicle determines its position via GPS and transmits it over the mobile network through a built-in SIM card. In an app or web portal you see where vehicles are and which routes they have driven.

Businesses use fleet tracking for several reasons. The three most common are theft prevention, planning trips and service visits, and answering customer questions about arrival times. The purpose that matters most to you determines which type of tracker and which features you need.

So start with the purpose, not the device. A haulier that wants to protect vans and cargo has different requirements from an installation company that mainly wants to plan. Write the purpose down; you will also need it later for the privacy assessment.

Trackers differ mainly in their power supply and in how they are installed. That determines how reliably they work and how easily a thief can find them. The table at the end of this article summarises the differences.

A wired tracker is hidden inside the vehicle and connected directly to its battery. It works as long as the battery does and never needs charging. Because it is out of sight, it is hard to find and remove.

An OBD tracker plugs into the diagnostic port under the dashboard. Fitting it takes little time, and some models also read vehicle data through the OBD port. The downside: the tracker is visible and can be unplugged in seconds.

A battery tracker has its own battery and no wiring. It suits objects without their own power supply, such as trailers, containers or equipment. To save power, such a tracker usually reports its position less often, and the battery must be charged or replaced periodically.

A tracker sends data over the mobile network and therefore needs a SIM card. You almost always pay a recurring fee for this on top of the purchase price. For the GPS tracker Carro Automotive installs, that is €50 per year for the built-in 4G SIM card, with no monthly charges. Other platforms charge per month, per vehicle or per user.

Look for app features that match your purpose. Common features are live location, a trip history with route, distance and duration, geofencing (an alert when a vehicle leaves a defined zone) and push notifications on movement or alarms. For a fleet it also matters that you can manage multiple vehicles in a single overview.

Ask the provider these questions in advance:

• What does the subscription cost per vehicle per year, and what does it include?
• How often is the position updated, and how accurate is it?
• Does the tracker also work abroad?
• Can several users log in with their own permissions?
• Can you export data, and what happens to the data if you stop?
• Is there a privacy switch or another way to shield private trips?

A trip log (rittenregistratie) is a complete record of every trip made with a car. For each trip it includes, among other things, the date, start and end address, odometer readings and whether the trip was business or private. Drivers of a company car in the Netherlands use such a log to show that they drive no more than 500 private kilometres a year, so that no taxable benefit (bijtelling) applies. In addition, a ‘Verklaring geen privégebruik auto’ (declaration of no private use) is required; separate arrangements apply to vans.

A trip history in a tracking app is not automatically a trip log for tax purposes. The Dutch Tax Administration sets requirements for its content, and the driver must be able to mark trips as business or private. Whether a system meets those requirements depends on the platform and on how it is used.

If you need a trip log for tax purposes, ask the platform provider explicitly whether the system is designed for it and what data it records. Check the answer with your tax adviser before relying on the system.

For theft prevention, the installation matters at least as much as the tracker itself. Thieves look specifically for visible trackers and check the OBD port. A tracker that is hidden and connected to the battery is much harder to find and disable.

With a professional installation, the wiring is concealed and the original system remains intact. Nothing is visible on the vehicle. For a fleet it helps if every vehicle is fitted and documented in the same way, so you know later where each tracker is.

An extra layer of security is an immobiliser: a relay that blocks the starter motor via the app, so the vehicle cannot be started. This option is not available on every vehicle; hybrid cars, for example, are excluded.

For a larger fleet, schedule the installations in blocks, so not all vehicles are off the road at once. Align the schedule with quieter days or with times when vehicles are in anyway, such as for servicing.

As soon as location data can be linked to an employee, the GDPR applies. You then need a lawful basis, usually legitimate interest, and you must inform employees in advance about what you record and why. If your company has a works council, it has a right of consent over any system that can be used to monitor employees.

So take privacy into account when choosing a platform. A privacy switch, configurable retention periods and restricted access rights make it easier to comply. The full explanation is in the article ‘GPS tracking of company vehicles and the GDPR: what is allowed?’ in this knowledge base.

Carro Automotive installs wired GPS trackers in company cars and vans at its workshop at Stavorenweg 4 in Gouda. The tracker is hidden and connected to the battery. In the dedicated app for iOS and Android you see live locations, trips and alerts, for multiple vehicles in one overview.

A tracker costs from €149 including installation; the 4G SIM card costs €50 per year. The tracker and installation carry a 2-year warranty. Most installations are completed within 1 to 3 hours, and after handover you receive an overview per vehicle of what has been fitted. Volume pricing is available on request for larger numbers.