Securing GPS, Telematics, and Fleet Technology

Service vans carry more technology than ever. GPS trackers, telematics units, dash cameras, and fuel card systems all report back to online portals. That fleet technology helps dispatch and cuts costs, but it also creates accounts and data worth protecting.

What your fleet systems know

A telematics portal shows where every truck is right now. It also stores location history, which reveals where technicians live and which customers they visit. Some systems record driving behavior, engine data, and in-cab video.

That information is sensitive for several reasons. For example, a thief could learn which trucks carry expensive equipment and where they park overnight. Likewise, a former employee could track coworkers if their login still works.

Driver data also raises privacy questions. Location and video rules vary by state, so confirm your policies with legal counsel.

Start by listing every fleet system you use today. Include trackers, cameras, fuel cards, toll accounts, and maintenance apps. Then note who manages each one and which employees can log in.

Secure the portals and accounts

Most fleet risk sits in the web portal, not the device in the truck. So start with account security. Give each user a personal login instead of one shared dispatch account.

Then turn on multifactor authentication wherever the vendor supports it. If a vendor does not support it, ask when they will. Also check whether the portal can use your Microsoft 365 sign-in, which lets you manage access in one place.

Next, review roles. Dispatchers need live locations, but they may not need video or driver scoring. Meanwhile, only a few managers should be able to add users or change settings.

A fleet technology security checklist

Walk through this list with the person who manages your vehicles:

• Every portal user has a named account and multifactor authentication.
• Former employees and old vendors are removed from every fleet portal.
• Location history retention is set to a period your policy supports.
• Dash camera video access is limited to managers who need it.
• Fuel cards have spending limits and alerts for unusual purchases.
• Integrations with dispatch software use their own limited API keys.
• Vendor contracts explain who owns the data and how it is protected.

Protect the hardware in the truck

Telematics units plug into the vehicle’s diagnostic port or connect directly to wiring. Because they talk to the vehicle, they deserve some attention. Buy from established vendors that release firmware updates regularly and publish clear security contacts.

Ask vendors how they handle vulnerabilities and whether updates install automatically. In addition, keep an inventory of which unit sits in which vehicle. When you sell a truck, remove the tracker or deactivate it in the portal.

Dash cameras often store video on memory cards too, and some also upload clips to the cloud. So make sure a stolen card from an unlocked cab does not expose weeks of footage.

Connect fleet technology to dispatch carefully

Many contractors link telematics with field service software. Then dispatch can send the closest technician and update arrival times automatically. These integrations are useful, but each one adds a connection to protect.

Use separate credentials or API keys for each integration, with the least access possible. Also document every connection, including who set it up. That way, you can shut one off quickly if a vendor has a security problem.

Set clear policies for drivers

Technicians accept tracking more easily when they understand it. Explain what you collect, why you collect it, and who can see it. Put the policy in writing and have each driver acknowledge it.

Also decide how you will handle personal use of company vehicles, since that affects what location data you keep. Finally, review the policy whenever you add new fleet technology such as driver-facing cameras.

Clear rules also protect the company. When a customer disputes an arrival time, accurate records and a fair policy make the conversation easier.

How WEBIT helps

WEBIT helps contractors review fleet portals, clean up user access, and connect sign-ins to Microsoft 365 where vendors allow it. We baseline every client to the CIS Controls, which includes keeping an inventory of devices and accounts.

Through our vCIO and vCISO advisory services, we can also help you evaluate new vendors before you sign. Explore our strategic IT services or see our work with HVAC, plumbing, and electrical contractors.

Key takeaways

• Fleet portals hold location, video, and driver data worth protecting.
• Use named accounts, multifactor authentication, and limited roles.
• Remove former staff and old integrations from every portal.
• Keep an inventory of trackers and deactivate them when trucks are sold.
• Explain tracking policies to drivers and confirm state rules with counsel.