When companies consider fleet management software, and telematics, employee's privacy concerns are almost inevitable.

The idea of tracking drivers and their behaviour can stir up fears of a ‘Big Brother’ work environment, especially when personal movements or behaviour data might be recorded. To prevent such concerns from derailing your fleet management goals, it’s essential to address them proactively and transparently.

Why employee buy-in is essential for fleet telematics success

Taking the time to develop policies that respect employees' privacy and support the software’s intended use is crucial. A well-defined fleet telematics privacy policy can ease concerns while ensuring compliance with data protection laws.

Below are guiding principles, strategies for communication, and practical policies that can help you address employee concerns effectively.

1. Establish guiding principles for privacy

For successful integration of fleet management software, your organisation should develop privacy guidelines based on legitimacy, transparency, and early stakeholder engagement.

By following these principles, your organisation demonstrates a commitment to respecting and managing privacy concerns effectively.

2. Communicate the software's purpose

Clearly explaining why the software is being implemented can shift employee perceptions. Highlight its benefits for both the company and employees:

Here's an example of how you could present this information in a Telematics Privacy Policy document

3. Address privacy and personal use concerns

Employees often worry about being tracked outside of work hours, especially if they use company vehicles for personal reasons.

4. Develop a privacy policy and procedures document

A clear privacy policy builds trust and ensures transparency. This document should outline:

Download Our Free Fleet Telematics Privacy Policy Template!

Ensure compliance and employee trust with our ready-to-use privacy policy template. Download it here.

5. Emphasise driver benefits

Helping employees understand how they benefit from the system makes adoption easier. Fleet telematics can:

6. Provide training and follow-through

Educate employees on how the software works and the privacy measures in place. During training, reiterate the company’s commitment to respecting privacy boundaries. Address any remaining concerns and ensure ongoing compliance with privacy policies. Consistency builds trust and credibility over time.

FAQ: Fleet telematics and privacy

  1. Can fleet tracking software monitor employees after work hours?
    This depends on your policy, but if you opt not to track outside work hours, telematics will be disabled, meaning no crash detection or incident alerts after those hours.
  2. How can we ensure compliance with data protection laws?
    By implementing a clear fleet telematics privacy policy and limiting access to data, companies can comply with legal standards.

Conclusion

Implementing fleet management software with telematics isn’t just a technical decision—it reflects company values. By addressing employee privacy concerns transparently and proactively, your organisation demonstrates its commitment to fairness and compliance. Employees will appreciate this approach, leading to smoother implementation and a more trusting workplace culture.

With thoughtful planning and open communication, you can balance employee privacy with fleet management goals.

Start building your own Telematics Privacy Policy template with our ready-made framework. Download here.

Australian businesses have been benefitting from the Fringe Benefits Tax (FBT exemptions on Plug-In Hybrid Electric Vehicles (PHEVs), helping reduce their carbon footprint while making significant savings on tax.

But from April 1, 2025, PHEVs will no longer qualify for the exemption.

This change will significantly impact fleets with PHEVs. Here's what you need to know about EV FBT and the implications for your fleet.

What Happens to Existing PHEV Leases?

If you already have a PHEV lease, here's what to expect:

However, new PHEV leases after this date won't be eligible for EV FBT exemptions.

Key Considerations for Fleet Managers

1. Review existing fleet agreements and leasing options

If employees salary package PHEVs, businesses must review agreements with salary packaging providers to ensure:

2. Consider fully electric or hydrogen fuel cell vehicles

With Battery Electric Vehicles (BEVs) and Hydrogen Fuel Cell Vehicles (FCEVs) still FBT-exempt, now is a great time to assess whether transitioning to zero-emission vehicles is a better long-term strategy for EV FBT savings.

Could BEVs offer a better long-term savings? A TCO (Total Cost of Ownership) analysis, which should now include FBT, can help answer this.

3. Explore other EV incentives and rebates

Although PHEV FBT exemptions are ending, businesses should explore other available government incentives for electric vehicles. Stay updated on:

4. Optimise charging and utilisation of PHEV vehicles

One of the biggest risks with PHEVs is drivers relying too much on petrol instead of electric charging, leading to higher fuel costs.

How to prevent this:

Want more insights on how to manage PHEVs effectively? Watch our recorded webinar on this topic.

5. Automate FBT reporting for compliance and savings

FBT reporting can be time-consuming - but automation can reduce tax liability and improve accuracy.

Smartrak helps fleets automate ATO-compliant FBT reporting using telematics, or pool booking data. Our customers have saved thousands in tax while significantly reducing admin time.

The end of FBT exemptions for PHEVs isn’t a reason to panic—but it is a reason to act now.

By reassessing fleet strategies, optimising vehicle utilisation, and exploring alternative tax-saving opportunities, you can navigate this transition with minimal disruption.

Need expert guidance? Smartrak is here to help you future-proof your fleet and maximise your EV FBT savings. Get in touch today.

Electric vehicles are quickly becoming a crucial part of fleet management as organisations and governments place a stronger emphasis on emissions reductions. However, ensuring that your EVs are always charged and ready to go can be a challenge.

This is where Priority Charging comes in. A new feature of Smartrak's EV Enablement solution, Priority Charging minimises disruptions due to insufficient charging, and maximises productivity by ensuring vehicles are charged based on their upcoming needs.

How does Priority Charging work?

Priority Charging integrates real-time battery data from Smartrak's EV-compatible telematics devices (OBD-II, and Nextrak), with its vehicle booking platform, PoolCar, to identify which vehicles are scheduled for upcoming use and determine its charging needs. By prioritising the charging of those vehicles, Priority Charging ensures that the EV you need next, is sufficiently charged and ready for its scheduled trip.

This real-time battery data is accessible from anywhere, even when the vehicle isn't plugged into a charger. Smartrak's EV-compatible telematics give you live, and remote visibility of your EVs battery and range status whether they're in the carpark or on the road.

This feature also sends proactive alerts to Fleet Managers when a vehicle won't have sufficient charge for an upcoming trip, allowing time to either charge the vehicle or reassign to a vehicle that's ready. If a reallocation is necessary, the Driver will be promptly notified, keeping operations running smoothly and a seamless experience for your end-users.

How will this benefit me?

Priority Charging addresses a critical challenge for Fleet Managers - ensuring vehicles are ready to go when needed and reducing overall fleet downtime. Here's how it adds value to your fleet operations:

  1. Monitor live, remote battery data - no need to be plugged into a charger!
    • Get live battery data and alerts, equipping fleet managers with the tools to monitor charge status and plan efficiently. No more guesswork—just actionable insights at your fingertips.
  2. Optimise charging infrastructure and minimise spending
    • By alerting Fleet Managers of charging needs, Priority Charging maximises your existing charging infrastructure, allowing more vehicles to be charged with fewer stations and reducing the need for costly upgrades.
  3. Reduce EV downtime
    • By prioritising vehicles that need charging for upcoming trips, Priority Charging ensures operations keep running smoothly by addressing potential issues before they affect your fleet.
  4. Streamline operations of your mixed fleet
    • Whether managing just EVs or a mix of traditional vehicle, Priority Charging simplifies operations by giving full visibility of entire fleet into one integrated platform. This visibility reduces manual oversight and makes your operations more efficient.

Incorporating Priority Charging into your fleet management system gives you the confidence to transition to scale your electric fleet operations, while optimising performance, reducing costs, and providing a seamless experience for both managers and drivers.

As your EV fleet grows, Smartrak’s Priority Charging becomes increasingly critical. This feature is part of Smartrak’s EV Enablement solution, a comprehensive suite of management tools designed to support every aspect of electric fleet operations.

From live battery data, and trip planning, to emissions reporting, charging insights, and fleet utilisation, this solution suite provides everything you need to optimise your EV fleet in one integrated platform.

Learn more about Priority Charging and how Smartrak’s EV Enablement solution can elevate your fleet operations here.

As governments shift gears in their climate strategies, fleet operators across Australia and New Zealand are navigating a changing landscape of EV incentives, emissions standards, and infrastructure commitments. Understanding where the two countries align - and where they diverge - can help inform smarter, more future-proof fleet investment decisions.

Australia: Using tax incentives to accelerate EV adoption

Australia is building momentum with policies that make electric vehicles more accessible and attractive for businesses and employees alike. Key initiatives include:

These changes are particularly impactful for fleet operators using novated leases, a sector already exceeding 1 million vehicles, and growing by 4% annually. This policy mix is proving to be a compelling driver of EV adoption.

New Zealand: Scaling back subsidies, but expanding infrastructure

In contract, New Zealand's recent policy shift has seen the removal of the Clean Car Discount, which previously provided cash incentives for EV buyers, and penalties for high-emission vehicles. Industry groups have expressed concern, citing early signs of backsliding.

Despite these changes, NZ's government has committed $95 million over four years toward expanding the public EV charging network, with a long-term goal of reaching 10,000 chargers by 2030.

The Clean Car Standard: A shared policy foundation

One common ground between the two countries is the Clean Car Standard, a regulation that targets vehicle importers by:

While NZ introduced it earlier, its strict standards prompted pushback from the auto industry. The new government now plans to align with Australia’s version of the policy, treating the two nations as a shared car market.

What this means for fleet managers

The evolving policies across Australia and New Zealand underscore the importance of agility in fleet strategy. Here’s what to watch:

Looking ahead

For fleet decision-makers, policy isn’t just political - it’s operational. The right insights into evolving EV incentives, emissions standards, and infrastructure investments can unlock funding, reduce compliance risk, and improve sustainability reporting.

As regulations and incentives evolve, staying informed will be key to navigating the transition to low-emission transport.

There has always been a well-founded assumption that there are Total Cost of Ownership (TCO) savings to be gained with electric vehicles (EVs), compared to ICE (Internal Combustion Engine) vehicles. However, the lingering question remains: do these savings outweigh the initial purchase cost of an EV, which is generally higher than that of an equivalent ICE vehicle?

What is Total Cost of Ownership for EVs?

Total Cost of Ownership refers to all the costs associated with owning and operating a vehicle over its lifetime, including:

For fleet managers, understanding EV TCO is essential for budgeting, long-term planning, and justifying the switch to electric.

Real-World EV TCO Data

Thanks to the growing adoption of EVs worldwide, we now have more reliable data than ever. A 2021 study by the Nickel Institute examined EVs from manufacturers such as Tesla, BMW, Hyundai, Nissan, and Toyota, across regions including the US, Europe, and Asia.

Despite regional differences in purchase prices due to subsidies, taxes and incentives, the research showed that:

"Overwhelmingly the TCO is favourable for small and mid-sized electric vehicles throughout the world . . . it is clear that for most potential buyers throughout the world the economics of ownership favours that of EVs over ICE vehicles.”

Interestingly, the research didn’t paint as rosy a picture for luxury EV buyers where depreciation and the resulting residual value didn’t hold up compared to the ICE equivalent.

EV Depreciation and Maintenance Costs

A common concern is the depreciation rate of EVs, especially since they usually cost more upfront. According to research by Vincentric, this is a valid consideration - but one largely offset by lower maintenance costs.

In fact, 25 out of 27 EVs studied had significantly lower maintenance expenses than their ICE equivalents. Why? EVs have fewer moving parts and don’t require oil changes, exhaust repairs, or transmission servicing.

However, maintenance costs aren’t non-existent. An article in Automotive Fleet (Feb 2023) highlighted that EVs have:

If your organisation runs in-house service workshops, you’ll also need to factor in specialised tooling and training for EV maintenance - something that may only impact larger or more self-sufficient fleets.

Long-Term Use Insights: EVs in the Real World

Real-world fleet experience is invaluable when assessing EV lifetime cost. One company, which has operated a Tesla rental fleet since 2018, reports:

One often-overlooked benefit? Reduced downtime. Preventative maintenance for EVs is typically required less often, giving you more operational hours over the vehicle’s lifespan.

And while some worry about battery replacement costs, the data is reassuring:

Additional Costs: Charging Infrastructure

One element often excluded from TCO calculations is the cost of EV charging infrastructure—yet it can be a significant investment. Whether you’re installing Level 2 chargers in a depot or planning for scalable charging across multiple locations, these costs should be evaluated alongside vehicle acquisition.

Smartrak offers tools and expert guidance to help fleets optimise EV charging infrastructure - see more here.

The Bottom Line: Are EVs Cheaper to Own than ICE Vehicles?

For most fleets, especially those operating small-to-mid-sized EVs, the answer is yes. One US study estimates that EV maintenance costs are 40% lower than for ICE vehicles. When combined with fuel savings and reduced downtime, EVs can deliver significant long-term savings.

Even with the introduction of Road User Charges (RUCs) and other emerging costs, the TCO advantage of EVs remains compelling - particularly for organisations focused on sustainability and cost efficiency.

Calculate Your Fleet's EV TCO

NSW Government have developed a great resource where you can determine the total cost of ownership for any of your vehicles with its own calculator. For more detailed insights and assistance with your EV fleet, explore our resources and connect with one of our experts today.

Electricity supply companies are facing enormous costs in infrastructure upgrades (bigger transformers, more cables, new substations) to meet the growing power demand of EVs. This is not so much a problem with domestic EVs as they are predominantly charged overnight at home, to take advantage of cheaper off-peak rates. Whereas the expectation for many business EV drivers is that they can plug in when they get to work in the morning. Which is a period that’s typically already witnessing peak demand as people plug in laptops, turn on computers and fire up the air conditioning.

The challenge of peak period charging

Exacerbating this situation is the common tendency to strive for a completely full battery. Which in many cases is simply a confidence measure that doesn’t recognise the reality of actual driving distances.

The twin pressures of charging EVs at peak periods and installing power-hungry super-fast chargers to power up as quickly as possible can exceed the power supply to a work site necessitating upgrades in the network supply to the site and the electricity infrastructure within the site.

Smart charging for business fleets

The answer is to deploy smart charging infrastructure which takes the pressure off the electricity network and reduces the requirement for expensive upgrades to on-site infrastructure. The results of this approach are substancial. For instance, a charging infrastructure provider we spoke to gave the example of a customer wanting to add 50 chargers to their existing capacity of 13 chargers. Analysis showed that only six additional chargers could be added before requiring significant infrastructure upgrades. However, with a smart charger solution, the site could accommodate an additional 60 chargers without extensive upgrades.

This was an outstanding outcome, but how was it achieved?

EV Charging Infrastructure Webinar - Hosted by Smartrak with experts from Jump Charging, We.EV and Open Loop.

Smart charging and power modulation

A smart charger on its own will provide valuable insights into how a charger is being used, but linking this data to fleet utilisation information transforms it into a comprehensive smart charging solution. This solution monitors EV charger power draw and matches it against power supply, modulating power to ensure all EVs receive sufficient power without compromising the supply.

How smart charging works

Smart charging solutions utilise telematics and historical usage data to automatically adjust power delivery. Factors considered include:

Does 'power modulation' compromise charging?

No, the solution is designed to reflect the specific requirements of the fleet. If you require a quick charge in the morning for some vehicles, and have longer charging timeframes for others, say two hours, this will be accommodated within the solution design.

Designing the right solution also comes down to selecting the right chargers. For example, in the scenario described above, any vehicles with a 2-hour window for charging could use cheaper AC chargers which would provide 40km of range per hour, instead of expensive DC super-fast chargers. It’s also worth noting that installing DC super-fast chargers doesn’t always guarantee a rapid fill-up to 100% battery.

Something called the ‘charge curve’ comes into play, where a vehicle hungrily accepts the full power load coming through from the charger and then slows down as its battery starts to heat up. Ever wondered why the last 20% of a battery takes the longest to fill?

Making an appropriate investment

When planning your EV charging infrastructure, focus on making an appropriate investment. Lining up a row of DC super-fast chargers may not be necessary. You should factor in your EV adoption goals. If the two or three EVs you’re bringing on board this year are just the start of a larger deployment, include that thinking in any infrastructure work. Laying cables can be the most expensive part of your EV charging solution; better to put in extra and close them off till needed.

Smartrak has developed a comprehensive solution aimed to address charging infrastructure challenges and avoid overspending on costly smart chargers. This EV enablement solution leverages live battery data out of your EVs to prompt actionable recommendations for efficient charging management. This solution helps you optimise vehicle usage by making each of your EVs battery, range, and charge status visible at all times, indicating the time it takes for your EV to reach 100% charge, and alerting you when a vehicle won't be sufficiently charged for an upcoming booking, enabling prompt reallocation. With these kinds of insights, you can ensure your fleet operates smoothly, minimises downtime and maximises efficiency.

Talk to the experts

Consulting with charging solution providers can bring valuable analysis to your charging requirements, helping you make informed decisions and avoid costly rethinks.

These insights have been drawn from a webinar Smartrak hosted with three of New Zealand's personal and business charging infrastructure experts; We.EV, Jump Charging and Open Loop.

Watch the full conversation On Demand here.

NZ’s Clean Car Discount (CCD) ended in December this year, leaving sister legislation, the Clean Car Standard (CCS) to carry on with the task of reducing the country’s vehicle emissions. The CCS sets emissions standards for internal combustion engine (ICE) vehicles with vehicle importers either gaining credits for vehicles that meet or exceed the CCS standards and fines for vehicles that fall below them.

Australia hasn’t had a CCD in place and there don’t appear to be any plans to do so, but a CCS is almost certainly on the way. The detail of any CCS is still to be decided, but it is anticipated that Australia’s version will use a similar structure to New Zealand’s standards, and that’s where alarm bells are ringing.

New Zealand’s CCS is designed to raise the bar for emissions reduction each year by setting progressively higher expectations for importers. However, the NZ Government and leading figures within the auto industry have concerns about the pace of that change. On its current trajectory, NZ’s CCS standards will exceed some European and Japanese standards. This means higher standards for New Zealand importers than the markets they source cars from. As the New Zealand Automobile Association policy chief, Simon Douglas, put it:

“The industry does not oppose the clean-car standard, because we very quickly realised that if we didn’t have one in place, we would become a bit of a dumping ground for all the manufacturers of dirty cars. Where we ended up, however, was that the rate of introduction and the charges that were levied were impossible to meet.”

The feeling that unrealistic expectations are being set is also reflected in a review of Clean Car Standards in the United States, where President Joe Biden is expected to announce revised fuel standards after objections from carmakers and unions.

It’s against this backdrop that the Australian Government considers the imposition of CCS, which will be a cornerstone of efforts to cut emissions from new vehicles by 61% over five years. Energy Minister, Chris Bowen, has said: “careful collaboration with industry” will govern CCS formulation, but that hasn’t silenced concerns being raised by the Australian Automobile Association, the Motor Trades Association, and the Federal Chamber of Automotive Industries.

Will the Clean Car Standard be a hit in the pocket for Aussie fleets?

The Leader of the Opposition, Peter Dutton has suggested the cost of a large SUV could rise by $25,000 under Labour’s plan. That’s a big number for fleets to consider, and there aren’t any learnings to be gained from the NZ experience because the now defunct CCD would have muddied the water.

A positive spin on adopting the CCS would highlight the increased attractiveness of the Australian market to clean car manufacturers, hopefully expanding the range of vehicles available and generating some healthy competition among importers. Although the perception that it’s just another business cost will be hard to dispel.

Forewarned is forearmed

On the face of it, Australia’s delayed adoption of CCS is a bonus. Legislators and industry leaders will be benefitting from witnessing the NZ experience and the real-world outcomes of any new legislation. The healthy commentary currently circulating about the pros and cons of the CCS should enable a durable system that positions the Australian market for successful emissions reduction alongside avoiding the pitfalls of becoming a dumping ground for unwanted polluting vehicles.

Further reading - Toyota to the rescue!

It’s a side-bar topic to the main focus of this article, but it’s worth considering the issues being raised in NZ about CCS structure, particularly where importers of ICE vehicles are expected to demonstrate ongoing emissions reductions. Under current categorisation, Suzuki, which has no EVs or PHEV’s but specialises in small, very efficient ICE vehicles is unfairly penalised. Suzuki has already made significant gains in fuel efficiencies, to the benefit of the environment, and hasn’t got the leeway to make further big improvements. On the other hand, larger ICE vehicles that produce more emissions do have room to improve.

In these circumstances, it’s suggested by some in the industry that a vehicle’s current emissions should be considered on an individual basis, rather than applying a blanket expectation of emissions reductions across all ICE vehicles.

Toyota NZ CEO, Neeraj Lala, is one of the people voicing his concern about the fairness of the system, suggesting that Toyota would be willing to help Suzuki by using the ample credits it’s managed to accumulate under the scheme (NZ$28m). Lala said:

"When you’ve got a brand like Suzuki that is operating at the right end of the emissions profile, having a cookie-cutter approach that everybody’s got to reduce by 40 per cent is unsustainable . . . Toyota having $28m in credits and having another company potentially having to close its doors is not a good outcome – It’s about how you keep the whole ecosystem healthy.”

Sage words, indeed, from Lala.

For many fleets, Plug-in Electric Vehicles, or PHEVs, are an appropriate entry-level strategy for reducing fleet emissions and fuel use. But only if they are used as intended.

Unfortunately, PHEV operational management that doesn’t include charging policies to encourage battery use over fuel use can lead to a laisse-faire approach from drivers. In this situation, drivers increasingly rely on the convenience of petrol or diesel as the main mode of propulsion rather than using them as a back-up for a predominantly electric mode of transport.

That situation needs to change if fleets are to gain the returns on PHEV investment that can be realised if PHEVs are used properly.

“Which all sounds great,” many readers will be thinking, “but high intentions don’t always match operational reality.”

It has to be acknowledged that ensuring PHEVs are being driven as much as possible on their batteries isn’t easy. There are policies around charging that need to be adopted to make predominantly battery driving possible and to change the habits of drivers.

The problem with PHEVs

It has to be stated that PHEV technology doesn’t make it easy for busy fleets to prioritise battery driving. Whereas almost all EVs can rapid-charge, most plug-in hybrid electric cars cannot. This means charge times are too long for most fleet PHEVs to charge during the working day – anything from 3.5 to 7 hours. This problem is further compounded by PHEVs having smaller batteries than an EV, so you’re taking longer to charge and getting less range for your efforts.

This explains why a survey of 648 Mitsubishi PHEV owners in NZ found that 95% charge primarily at home (overnight).

The solution for PHEVs

One way of effectively maintaining sufficient charge in a PHEV would entail a 1:1 charger/PHEV ratio at home base, so managers could mandate that all parked PHEVs are also plugged in. But this seems an extravagant and inefficient solution, especially when there are technologies that will communicate the real-time battery levels of fleet EVs and PHEVs to managers.

By deploying appropriate tech alongside buying in PHEVs, managers and drivers will be able to see at a glance the battery levels of vehicles and plug them in, if necessary. This simple and expedient strategy would ensure PHEVs are being topped-up during the day without impacting on operational agility. Of course, there will be occasions where a vehicle doesn’t return to base during the day and inevitably shifts over to the fossil fuel powertrain, but this would be the exception, rather that the default mode of operation.

Another option would be to support home-charging for vehicles that employees keep overnight. This could be included in your Vehicle Use Policy (VUP), alongside keeping the vehicle clean and checking lights. Some power companies even offer reduced or free charging during off-peak time periods.

If charging company vehicles at home is something you are considering, you need to be aware of an employer’s obligations. An industry leader in charging solutions that we spoke to, We.EV, uses a comprehensive checklist for home charging that ensures the integrity and safety of the system, although what’s required may put some fleets off the idea of home charging.

Is a change in attitude required?

One of Smartrak’s clients has an employee who is so taken by PHEVs that he regularly drives for a month without ever using fossil fuel. Instead, he plans each day to include battery top-ups at the sites he visits, or to coincide with rest stops. This employee is obviously taking exceptional care to reduce fuel use, but he is an example of planning ahead rather than relying on just-in-time fossil fuel fill-ups. To make the most of PHEVs, habits need to change. Ensuring a PHEV has sufficient charge should be second nature, just like topping up your phone.

Is it all worth it?

Yes, fully utilising a PHEV’s capabilities is proven to deliver significant fuel savings. Real-world data drawn from 620,000 PHEVs by the European Environment Agency showed that driving a PHEV in battery mode for 75% of the time brought fuel efficiency up to an impressive 152 mpg. Whereas spending just 25% of driving time in battery mode brought fuel efficiency down to just 51 mpg.

You also should consider why you decided to include PHEVs in the fleet in the first place. If lowering fleet emissions is one of your goals you’re going to fail with PHEVs predominantly driven in fossil fuel mode. Research indicates that PHEVs typically produce 3.5 times more emissions than previously thought, mainly because they are spending too much time driving out of battery mode.

If you want to find out more about the solutions that help you to better manage fleet PHEVs, speak to a Smartrak specialist in lowering emissions today.

Australia contact Rob Horton:
e: rob.horton@smartrak.com
ph: +61 438 958 213

New Zealand contact Karan Bhatia:
e: karan.bhatia@smartrak.com
ph: +61 21 872 741