November 15, 2025
Geolocation-based time control
We explain how geolocation-based time tracking works, its legal, technical and privacy implications.
Geolocation-based time tracking is an advanced alternative for companies with mobile or off-site employees. It allows them to record not only clock-in and clock-out times, but also the employee’s location at the moment of the punch.
What is geolocated time tracking?
It is a system where, when clocking in or out, the employee’s position (for example via GPS or authorised networks) is captured along with the timestamp and the employee’s identity. This makes it possible to verify not only that the punch was made, but also from where.
How does geolocated clocking work?
When an employee marks their entry or exit, the application automatically registers the time, their identity (via user, PIN, QR or other method) and their location. This information is stored on a secure server, encrypted and timestamped to guarantee its integrity.
Privacy warning
Location is recorded only at the moment of clocking in or out. There is no continuous tracking, which helps protect employee privacy and complies with proportionality principles.
Legal aspects and regulatory compliance
For this system to be legal, it must respect labour regulations as well as data protection laws. It is essential that companies inform employees in advance, limit data collection to what is strictly necessary and justify why geolocation is required.
Key obligations for companies
When implementing geolocation in time tracking, companies should:
- Inform staff in writing about how and why their location will be used.
- Collect only essential data: time, location and user.
- Guarantee data security and confidentiality through encryption and access control.
- Store records for an appropriate period (e.g., several years) and allow employee access.
- Justify that the use of location data is proportional to the work-related purpose.
Minimum technical requirements
For the system to be acceptable from both a legal and technical standpoint, it is recommended that it:
- Records time and location with an immutable timestamp.
- Properly validates the employee’s identity before allowing the punch.
- Encrypts data both in transit and at rest.
- Disables GPS when not clocking to avoid unnecessary tracking.
- Maintains an audit log accessible only to authorised personnel.
Geolocation systems used
Some of the most commonly used methods include:
- Mobile GPS: highly accurate, ideal for employees on the move. Horalia’s application, one of the industry’s leading tools, uses this effective geolocation method.
- IP address: useful for offices or environments with a fixed network, without requiring GPS coordinates.
- Wi-Fi: allows validating that an employee is connected to an authorised network at a specific location.
- Geofencing (zones or perimeters): defines virtual areas where employees may only punch if inside with their device.
- Bluetooth beacons: short-range devices for indoor areas (offices, warehouses) without needing active GPS.
Privacy and data protection
As location is considered sensitive information, applying appropriate privacy measures is essential. Geolocation should only activate for punching, not throughout the entire workday, and employees must have their rights guaranteed.
Best practices to protect privacy
Recommended measures include:
- Activating geolocation only at the moment of clock-in or clock-out.
- Conducting a Privacy Impact Assessment if required.
- Encrypting location data to prevent unauthorised access.
- Deleting or anonymising old data when no longer necessary.
- Offering alternative punching methods for employees who prefer not to share their location.
Potential risks
Incorrect use—such as continuous tracking, keeping excessive data or failing to protect location information—may lead to sanctions from labour authorities or data protection regulators.
Common mistakes when implementing geolocation
Some mistakes companies often make include:
- Keeping GPS active throughout the entire workday instead of just during punching.
- Failing to correctly inform employees about how their location data will be used.
- Storing precise coordinates longer than necessary.
- Using apps without traceability or reliable timestamps.
- Allowing punches from unauthorised locations without control.
Possible sanctions
Misusing geolocation can result in penalties from both labour and data protection authorities. Ensuring full legal compliance is essential to avoid risks.
How to correctly implement a geolocation system
To do it properly, follow this plan:
- Choose a tool like Horalia that guarantees timestamping, encryption and auditing.
- Define authorised zones when using geofencing (sites, branches, clients…).
- Configure the app so that geolocation activates only during punching.
- Explain the company’s time-tracking policy to the team, clarifying how and when location is used.
- Train employees and perform regular audits to ensure everything works correctly and respects privacy.
Conclusion
Geolocation-based time tracking can be a powerful solution for companies with mobile workers. When implemented transparently, with proper privacy measures and technically secure systems, it offers a legal and reliable way to record working hours. The key is balance: use location only when necessary, protect employee data and avoid any form of continuous monitoring.
Practical summary
A reliable geolocated time-tracking system must record time and location only at the moment of punching, validate identity, encrypt data, allow auditing, inform employees and respect their privacy.
Horalia provides a secure, precise and fully privacy-respectful geolocation time-tracking system tailored for mobile teams.
