A black box is a device installed in a vehicle or machine that automatically records data on location, speed, driving behavior, and usage, and that transmits this data wirelessly to an online platform. The device is permanently installed and operates without driver intervention.
In fleet management, the black box is the foundation of every track-and-trace system: without that device, there is no data to use for planning, reporting, or making savings. The term comes from aviation, but a black box in a company vehicle or machine serves a different purpose—not to reconstruct an accident, but to manage a fleet on a daily basis.
How does a black box work?
A black box combines three functions in a single device: it determines the location of the vehicle, it reads data from the vehicle itself, and it transmits all of this information. Specifically, this happens in four steps:
- Determining position. A GNSS receiver (GPS, Galileo, GLONASS) calculates the exact location, speed, and direction of travel.
- Read vehicle data. Via the CAN bus, the device retrieves data directly from the onboard computer: mileage, fuel consumption, operating hours, and error codes. Without a CAN bus connection, data logging is limited to motion and position.
- Recording driving behavior. A built-in accelerometer detects hard braking, rapid acceleration, and sharp steering—the foundation for driving behavior monitoring.
- Forward. The data is sent via the mobile network to the platform, where you can find it in the live tracking and dashboards. .
That last point has changed in recent years. Older black boxes transmitted data via 2G (GPRS). Since operators are shutting down those networks, today’s devices operate on 4G or LTE-M. If you still have units from before that transition in your vehicle fleet, read what the 2G shutdown means for your devices. what the 2G shutdown means for your devices.
What if there's no food?
Trailers, containers, generators, and small equipment often do not have a vehicle electrical system. For these, there are battery-powered, standalone trackers that serve the same purpose but take readings less frequently to conserve the battery life.
What data does a black box record?
Exactly what a black box records depends on the device and how it is connected. These are the most common data streams and what they are used for in practice:
| Given | What it's used for |
|---|---|
| Location and Directions | Scheduling, dispatch, proof of presence at a job site or at a customer's location |
| Speed and Handling | Safety, insurance records, driver coaching |
| Mileage and operating hours | Maintenance planning based on actual usage rather than a fixed schedule |
| Fuel or Energy Consumption | Consumption Monitoring and Anomaly Detection |
| Contact On/Off and Idle | Distinction between working time, driving time, and idling time |
| Director | Driver Identification via tag or badge; required when multiple people use the same vehicle |
| Alarms | Unauthorized movement, sabotage, or report of theft |
What information are you allowed to collect as an employer?
A black box records data about vehicles, but as soon as you know who was in it, it becomes personal data about your employees. There are rules governing that. In practice, three principles determine what is and isn't allowed:
- Purpose limitation. You must specify in advance what you will use the data for. Using data you collected for route planning to simply impose sanctions on someone is a different purpose—and that rarely holds up in court.
- Transparency. Employees must know that their activities are being recorded, exactly what is being tracked, and for how long. In practice, you set this out in the employment regulations or a policy, and discuss it with the consultative bodies. *** Have this reviewed by a lawyer before publication ***
- Proportionality. Record only what you need to achieve your goal and nothing more. Continuous monitoring outside of working hours is not included in this.
These three principles explain why black box data is sometimes accepted and sometimes not accepted as evidence. We wrote a separate article about it: Can you use a company car as a digital time clock? *** Check URL ***. In short: it it is possible, through driver identification, but only if you communicate and use it for that purpose from the very beginning.
Black box, GPS tracker, or telematics unit?
In conversations, these words pop up interchangeably. They refer to the same type of device, but emphasize different aspects:
- Black box — the term customers use spontaneously, with an emphasis on the fact that the device is built in out of sight.
- GPS tracker — emphasizes location tracking; is also used for simple devices that only transmit their position.
- Telematics unit — the technical term indicating that the device also records vehicle data and behavior, not just location.
- Track & trace unit — the term as used in the application: track and trace. See also track & trace.
Frequently Asked Questions About the Black Box
Can a driver turn off a black box?
No. The device is permanently installed in a concealed location and operates without any action on the part of the driver. If the power supply is interrupted, the black box continues to operate for a while on an internal battery and transmits a tampering alert.
Will a black box continue to work without cell service?
Yes. In a dead zone, the device stores the data locally and sends it as soon as the connection is restored. So you won't lose any trips; only the live view will be slightly delayed.
Will my manufacturer's warranty be voided by the installation?
No, provided it is installed properly. Our installation partners use connections that leave the vehicle’s wiring intact. If there are any doubts about a specific brand or lease agreement, we’ll review it beforehand.
What happens to the black box when the vehicle is sold?
The device is removed and can usually be reused in another vehicle . This way, your investment keeps pace with your fleet rather than with the vehicle itself.
How long is the data retained?
That's up to you, within the retention period specified in your privacy policy. *** Enter the FLEET.connect retention period — check with the service desk ***
What are the benefits of a black box for your fleet?
Tell us how many vehicles or machines you have and where you're losing time or money today. Together, we'll figure out what's possible—with no obligation.
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