5 Essentials for an Effective Dash Cam Policy

Companies need clear, fair, and legally sound dash cam policies. An effective policy improves safety, accountability, and recognition, while protecting driver privacy and complying with laws. Here are five essentials for creating one for your company.

1.  Clearly state the purpose

Explain why dash cams are used:

• To determine what happened in a crash,
• To coach drivers,
• To recognize good driving, and
• To monitor compliance with traffic laws.

2.  Protect driver privacy

Include written privacy protections and explain how footage will be used.

Key points:

• Driver-facing cameras: Record drivers in-cab only to check for legal compliance (e.g., seat belts, phone use, fatigue/distraction). Be transparent about what’s
• recorded and when.
• Recording limits: Record inside the vehicle only during on-duty time.
• Video use: Use clips for coaching or legal defense. Get a driver’s consent for any other use.
• Access control: Limit the personnel who can view footage.
• Retention: Keep footage only as long as needed and in accordance with the company data retention policy.
• Secure storage: Use encrypted systems to prevent breaches.
• Audio recording: Avoid activating audio recording unless necessary, where legally allowed, and with proper consent.
• Live remote viewing: Allow only in emergencies.

3.  Ensure legal compliance

Dash cams are allowed in work vehicles, but policies must follow state and federal laws.

Considerations:

• Recording laws: Some states (e.g., California) limit how much footage can be stored—usually only a few seconds before/after an event.
• Facility restrictions: Some places ban recording. Drivers must follow these rules or contact safety if unsure.
• Biometric data: If using facial recognition, eye-tracking, fingerprints, or other biometric data, follow laws like Illinois’ Biometric Information Privacy Act (BIPA) which requires:
• Get written consent;
• Explain what’s collected, how it’s used, and retention timelines; and
• Store data securely and delete it as required.
• Audio recording: Not recommended due to privacy concerns, limited usefulness, and legal risks. Many states require prior consent of all parties. A violation of audio recording laws can result in up to a felony conviction, depending on the state.
• Camera placement: Must not block the driver’s view whether interstate or intrastate. Federal rules for windshield-mounted cameras with respect to the area swept by the wipers:
• No more than 8.5" below the top edge, or
• No more than 7" above the bottom edge. Check state-specific rules for intrastate carriers.

4.  Train and communicate

Educate drivers on:

• How the system works,
• What triggers recordings, and
• How footage is used.

Communicate changes to the policy to all parties and document training on policy revisions.

5.  Review and update regularly

Dash cam technology and laws change. Review the policy at least yearly and get feedback from drivers, back-office users, and legal experts.

Conclusion

A strong dash cam policy balances safety, accountability, driver rights, and recognition. Transparency and legal compliance help build trust while improving fleet performance.