Policy Statement

The Health and Safety Executive has recognised that driving for work is one of the most dangerous things many workers will do. It is estimated that up to a third of all road traffic incidents involve someone who is ‘driving for work’ at the time. This may account for around 12 fatalities and 150 serious injuries every week. Each year in Great Britain there are over 35,000 injury collisions that involve someone who was driving for work at the time.

Blagden Specialty Chemicals Limited is committed to managing their road risk and delivering its legal and moral obligations regarding employees driving for work to ensure they get home safe and well at the end of each day. Driving for work refers to any work carried out on behalf of the Company that involves an employee driving a vehicle and covers all journeys other than to and from the employee’s normal place of work.

Many vehicles used for work journeys are supplied by the Company, but there are also vehicles used for work that are owned, leased, or hired by individual members of staff. These are called “grey fleet” vehicles and drivers. The Company owes the same duty of care under health and safety law to grey fleet drivers as they do to employees who drive company owned, leased, or hired vehicles.

Blagden Specialty Chemicals Limited requires any employees who drive for work to comply with safe driving guidance and always follow the Highway Code. There is no requirement or expectation that an employee, regardless of their position, will break any road traffic law while driving on work journeys. There is no business activity that justifies placing an employee or others at risk of a road collision.

All employees who drive for work on behalf of the Company have a legal duty, under the Health and Safety at Work Act 1974, to comply with this driving for work policy while doing so.

Non Compliance

You will be responsible and accountable for your own actions when driving for the purposes of work. Should the Company receive information that an employee may have breached this policy, an internal investigation will be carried out which may lead to disciplinary action being taken, including the possibility of termination of employment.

Policy Monitoring

This policy was last reviewed on 01/09/2025 by Giles Turton, Chief Operating Officer.

We reserve the right to amend policy requirements relating to employees who drive company cars and other vehicles which are used for work purposes.

This policy will be formally reviewed and updated by on at least an annual basis, or sooner if deemed appropriate, or by reasonable request.

Driving Licence Checks

The Road Traffic Act 1988 states that as well as it being an offence for a driver to drive without a valid licence, it is also an offence for a person or organisation to permit a driver to drive without a valid licence. All employees who are engaged in work-related driving must:

• be holders of a full current driving licence, valid in the UK, for the category of vehicle which they are driving (including automatic or manual).
• notify their line manager immediately if their licence has expired, been suspended, revoked, or cancelled, or has had any limitation placed upon it.
• notify the Company immediately of any driving endorsements or prosecutions, including any that are accrued while driving a private vehicle, as this could affect any relevant insurance policies in place.
• notify the DVLA immediately of any changes to their name or address.
• allow their licence to be checked on a regular basis.

The Company will carry out checks of driving licences for all employers who are required to drive on company business. You are required to provide details to facilitate the checking of your driving licence against the DVLA database.

It is a condition of your employment contract that you hold a current full valid driving licence. The Company has the right to terminate your employment in the event you are disqualified from driving.

Fitness To Drive

A person’s fitness to drive can be affected by a medical condition, by temporary illness and by the environment in which they work, drive and live.  You must ensure you are fit to drive before embarking on any work journey.

Eyesight

Drivers are required to meet the minimum eyesight standards which involve being able to read an unfamiliar number plate from a distance of 20 metres (about 5 car lengths). You are responsible for ensuring your vision is not impaired and you wear suitable optical aids, where necessary, to meet the minimum standards.

Medical Conditions

Employees should only drive when fit to do so. You should report to your line manager any new condition, or a change in health and wellbeing which may affect your ability to drive safely. You should familiarise yourself with Notifiable Conditions which must be reported to the DVLA.

Impairment

Driving under the influence of drink or drugs is against the law. It is extremely dangerous and can seriously impair judgement and reactions leading to an increased risk of incidents and vehicle collisions.

It is against Company policy to consume alcohol or non-prescription drugs on our premises. No employee should attempt to drive whilst impaired, whether inside or outside of working hours, including where you may still be under the influence during the working hours. Driving while impaired can lead to a criminal record, an unlimited fine, imprisonment, and an automatic driving ban. It will also be treated as gross misconduct and dealt with through the normal disciplinary process which could include termination of employment.

Employees should be mindful of prescription medicines that can cause drowsiness and affect the ability drive. If you are prescribed any medication, you should ensure that you are aware of any restrictions on driving and inform your manager if you think your driving may be affected.

Fatigue

It is estimated that 20% of road collisions are a result of driver fatigue. Lack of sleep, or poor sleep can impair performance to the same extent as being over the legal alcohol limit. You should take adequate rest breaks during a journey – it is recommended to take a 15-minute rest for every two hours of driving.

Whilst it is not an offence to drive tired, if tiredness is suspected to be the cause of a crash, the police can investigate all aspects relating to the driver of the vehicle. In a fatal incident, the driver could be charged with death by dangerous driving or death by careless driving, with a maximum penalty of 14 years in prison.

Wellbeing

All kinds of personal stresses can affect your ability to concentrate and drive safely. If a personal situation is affecting your ability to concentrate whilst driving, please talk to your line manager or someone in a position of trust.

Driver Competence

In addition to holding a valid licence, it is the employee’s responsibility to ensure they are familiar with the vehicle controls and feel competent to drive the specific vehicle before undertaking a long journey. This is particularly important when driving a new or replacement car for the first time.

The company reserves the right to require drivers to undertake additional or refresher training where it considers it necessary.

Vehicle Roadworthiness

A roadworthy vehicle is one that is safe to drive with all its safety-critical and other important elements in good condition and working order.

You should conduct a walk around check of your vehicle to ensure there are no safety defects. A helpful aide is to remember the acronym POWDER: – Petrol (fuel) – Oil – Water – Damage – Electrics – Rubber. When checking tyres, ensure they are the correct pressure, do not have any cuts, bulges or other damage such as nails or screws, and that they have sufficient tread depth. The legal minimum tread depth for cars is 1.6mm across 75% (three quarters) of the width of the tyre. Tyres should be replaced BEFORE they are at the legal limit.

Check the windscreen for any damage and report any chips – the Company will advise how the damage can be repaired. For any damage larger than 10mm and directly in front of the driver, the windscreen will usually need to be replaced.

Any defects or damage should be reported immediately. If safety-critical defects are found then the vehicle must not be used until those faults or defects have been rectified. Driving a vehicle with major defects is a serious offence and can result in harsh penalties.

If you are responsible for any damage to the vehicle through carelessness, recklessness, or negligence, we may require you to pay up to the total cost of repairs or replacements.

Safe Loads

Insecure loads pose a significant risk to other road users and incidents involving insecure loads can easily result in loss of life or life-changing injuries. The Driver & Vehicle Standards Agency (DVSA) and the police have powers to issue fines to any driver in charge of a vehicle that is overloaded or if the load is insecure.

The load on a vehicle is anything being carried on and in the vehicle including tools, equipment, machinery, raw materials, samples and baggage. All can be classified as being part of the load being carried and must be safely and securely fixed to or in the vehicle.

It is only permitted to carry non-hazardous chemicals in the vehicle up to a maximum of 10kg, with the accompanying SDS.

Vehicle Cleanliness

You must take good care of the vehicle in your possession – it is your responsibility to maintain the vehicle in a high standard of cleanliness both internally and externally.

When returning a vehicle to the Company, it must be fully cleaned and returned together with all keys and documents to the Company’s registered office.

Vehicle Security

When driving a company vehicle, you are responsible for its keys and security. Vehicle keys should never be left unattended in public. At home, keys should be kept out of sight and away from the front door to prevent remote vehicle theft.

Vehicles must always be locked when not in use and any security device fitted to or supplied with the vehicle must be activated.

Engine Idling

We are committed to protecting air quality by reducing the environmental impact of their operations in relation to engine idling by employees in company vehicles or in private vehicles being used on company business. Vehicle exhaust emissions from idling vehicles contributes significantly to air pollution which impacts on health, economic growth, and quality of life.

We recommend you:

• turn the engine off when stationary for more than 1 minute and only restart when you are ready to drive away
• not use the engine to pre-heat the vehicle unless necessary due to safety considerations or weather conditions

Private Use Of Company Vehicles

Company cars may be used for private journeys. It is not permitted to race, rally or off-road a company vehicle or use it for driving lessons.

Our fleet motor insurance policy covers our vehicles in the UK only. If you need to drive abroad for work purposes, you must obtain prior consent in order for us to notify our insurers. Company cars are not authorised to be driven abroad for private journeys.

Employees’ spouses/partners may be authorised to drive a Company car, subject to our prior consent and upon approval of necessary DVLA checks. All additional drivers are subject to the terms of this policy. Failure to adhere to any part of it is likely to result in permissions being withdrawn. The company will not authorise children, other dependents, relations, or friends of employees to drive company vehicles. All drivers of company cars must be at least 21 years old.

Many of our company cars are supplied with a maximum mileage allowance. You must ensure you are familiar with the allowances for your vehicle and notify the Company if you are likely to exceed these limits. We politely remind you that company cars are supplied primarily for work related purposes and private mileage may be restricted if deemed excessive.

Towing

The Company is highly unlikely to require any employee to tow a trailer or equipment. In such exceptional circumstances that might arise where an employee is asked to tow, they should ensure that their driving licence allows them to do so legally.

Drivers should be competent at correctly hitching to a tow-bar, carrying out pre-checks including tyres, electrical and brake connections and manoeuvring safely.

Employees towing a trailer or equipment should familiarise themselves with the relevant changes in speed limits and permitted motorway lanes, along with the permitted weight limits. They should also remember to allow additional time for slowing down and manoeuvring.

Journey Planning

Driving at night is a higher risk activity, due to reduced visibility and the increased likelihood of drowsiness. Driving between the hours of 24:00 – 05:00 should be avoided, wherever possible. You should be alert to increased natural levels of fatigue at other times of the day, including the mid-afternoon and ensure they’re safe to drive.

Journeys should be planned using the fastest and highest quality roads, such as motorways and dual carriageways where possible. Breaks and break locations should be planned in advance. Long journeys should be planned around multiple customer visits to maximise the journey efficiency and prevent lengthy travel to a single destination. Overnight accommodation should be discussed with a manager and planned where it is too far to drive home at the end of a day.

Safe Driving

It is important that you are aware of the requirements to The Highway Code and any updates to it. You must be considerate to other road users and understand your responsibilities for the safety of yourself and other road users.

You are required to apply safe driving behaviours and techniques to help reduce the risk of collisions and incidents. When driving, you should remain a safe distance from the vehicle in front, stay alert and ready to anticipate changes to road and weather conditions.

On no account should you become involved in incidents of road rage or intimidation of other road users.

Safe Speeds

One of the most significant risks drivers face, and create, is driving at inappropriate speeds on work-related journeys. This includes both exceeding the speed limit and driving within the limit but still too fast for the road and weather conditions.

Every year, over 200 people are killed in crashes involving someone exceeding the speed limit and over 100 people die in crashes involving someone travelling within the speed limit but too fast for the conditions. Speed limits are a limit, not a target.

You should know the speed limits for the road you are travelling on and understand the importance of staying within speed limits. You must notify the Company of impending prosecutions and penalties associated with unsafe driving, including speeding, whether these resulted from at-work or personal driving.

You should never drive faster than the road conditions safely allow and should always obey speed limits. You are expected to drive safely, responsibly and legally at all times.

The minimum penalty for speeding is a £100 fine and 3 penalty points added to a driving licence.

Seatbelts

It has been a legal requirement for drivers and passengers to wear seat belts since 1983. The minimum penalty if caught not wearing a seatbelt is a fine of £100, rising to £500 if the case goes to court.

Seat belts are the best protection against injury or death in a crash. Wearing a seat belt reduces the chance of serious injury or death by 40% to 60%. People thrown from a vehicle are 4 times more likely to be killed than those who were wearing a seat belt and remain inside the vehicle. Seat belts should be worn by both drivers and passengers while traveling in any vehicle. You are responsible for enforcing seat belt use of all occupants in your vehicle.

Where medically exempt from wearing a seat belt, a Certificate of Exemption from Compulsory Seat Belt Wearing should be obtained from a doctor. A copy must be presented to the Company and a copy kept in the vehicle being driven to present to the police if stopped.

Driver Distraction

The use of a handheld mobile device in any vehicle whilst driving is illegal and drivers face prosecution if caught doing so. Police can issue a fixed penalty notice (£200 fine and 6 penalty points) or summons the driver to court where they are likely to receive a more stringent penalty on conviction. Please note that any such penalty could affect your employment.

The use of hands-free mobile devices in all vehicles being driven for work is permitted, although, whilst legal, hands-free use is not risk-free. Using a hands-free device when driving creates an avoidable distraction that could affect your ability to concentrate and impair your reaction times.

You are permitted to use mobile phone devices with hands-free access, as long as you do not hold the device at any time during usage. Hands-free access means using:

• a dashboard holder or windscreen mount
• a Bluetooth connection to the vehicle (earphones are not permitted)
• voice activation

A hands-free device fitted to the windscreen must not block the driver’s view of the road and traffic ahead. You must always stay in full control of the vehicle. The police can stop drivers if they think they are not in control because they are distracted, and they can be prosecuted.

Note: It is illegal to stop on the hard shoulder of a motorway to make or take a call.

Driving in Adverse Weather

Weather can be unpredictable and can change quickly. When it does, the risk of a serious collision occurring substantially increases. Driving in adverse weather conditions can be extremely dangerous and can affect a drivers’ awareness and concentration as well as their ability to drive safely.

Before commencing any journey, you should always consider the weather conditions and potential for changes and deterioration in weather. Adjust your driving style to the weather and road conditions at the time. Fuel levels should be checked at the start of a journey and ensure you have access to a fully charged mobile electronic device to provide updates if the journey needs to be postponed or altered due to weather conditions.

If poor weather is expected, the necessity for the journey should be considered. If you still need to drive you should ensure you carry appropriate clothing and provisions in case of travel delays.

You should be familiar with the breakdown policy covering your car and keep contact details and emergency numbers stored in the vehicle.

Passengers

You are responsible for the safety and conduct of everyone in your vehicle. The number of legally permitted passengers is not to be exceeded in that vehicle and seat belts must be used, unless medical exemption certificates apply.

You are not permitted to pick up hitchhikers in a company vehicle, and employees using their own vehicles for work are not permitted to pick up hitchhikers while driving on company business.

Smoking

Under the 2006 Health Act, smoking is banned in the workplace, which includes vehicles being used for work. Smoking by either driver or passengers is not permitted in any vehicle while traveling on official company business.

This includes the use of e-cigarettes and vapes, which is treated the same as smoking and is strictly forbidden in company vehicles.

Fines And Penalties

Anyone who incurs fines and enforcements notices for traffic offences, eg. speeding, parking, driving in bus lanes or non-payment of toll-road charges, will be responsible for payment of all fines in full, including administration charges and any subsequent penalties imposed.

Breakdowns, Punctures And Glass Repair

Your company vehicle is supplied with breakdown cover, either from the vehicle manufacturer or under the Blagden fleet breakdown policy, which is currently with the RAC.

You must ensure you are familiar with the breakdown policy for the car and carry the correct contact details in the vehicle at all times.

If your car suffers a puncture, call your breakdown cover. If you are on a motorway, you must not attempt to change the wheel or tyre yourself.

Glass repair is covered by our insurance providers. If your vehicle suffers a cracked or broken windshield or window, contact your line manager.

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, call your line manager immediately to report it.

Collisions

After any accident or collision YOU MUST STOP. Failure to stop at the scene of an accident is a criminal offence. If you are involved in a collision that results in injury to a third party, you are required by law to contact the emergency services immediately by telephoning 999. If nobody has been injured and your vehicle is not causing an obstruction, you are not required to call the emergency services.

If it is possible to move your vehicle to a safe location at the side of the road you should do so and switch off the engine. Move all uninjured passengers to the side of the road. If you are on a motorway, ensure everyone remains behind the safety barrier. Do not attempt to move injured passengers unless they are in danger – wait instead for the paramedics to arrive. If a motorcyclist is involved, do not attempt to remove their crash helmet.

Do not admit any liability for the collision or enter into any discussion other than to exchange the details required to report the accident to your insurance company and your employer.

If possible, and without putting yourself in danger, take photos of the accident and any damage to the vehicles involved. You should also take photos of any road or landscape features that may have contributed to the collision.

You will need to complete a full report of the incident including a diagram of the vehicles showing how the accident occurred, why it occurred and what damage resulted.

Clear any debris to the side of the road so it doesn’t present any danger to other road users but DO NOT try to recover any debris if you are on a motorway. If your vehicle is drivable, you may continue your journey.

Incident Reporting

All work-related road incidents and near misses (including damage-only ones and ones involving privately owned vehicles when used for work) should be reported as soon as it is safe to do so.

Incidents involving a company vehicle must be reported to your line manager or the COO immediately where possible or, at the latest, within 24 hours.

Please note that if you use your own car for work, the organisation’s legal duty of care to ensure the safety of the driver, the vehicle and journey remain the same. Grey fleet drivers should make themselves aware of all the company policies relevant to driving for work and ensure they always comply with them.

If you are a Grey fleet driver, you must ensure:

• You are fit to drive.
• You hold a valid driving licence for the vehicle being driven, and provide permission for the company to check this licence directly with DVLA.
• The vehicle is appropriate for the journey and use, taxed, MOT’d and serviced in line with manufacturer recommendations.
• You hold appropriate and valid insurance cover for business use.
• You can produce documentary proof of the above, on request.
• The vehicle is regularly checked to ensure its roadworthiness and a walk around safety check is conducted prior to starting any long work journey.
• You notify your line manager if you are unable to use a vehicle which meets the minimum safety standards required.
• You notify your line manager of any Notice of Intended Prosecutions and collisions you are involved in whilst driving, especially whilst on a journey for work purposes.
• You co-operate with company rules and policies when using your own vehicle for work.

Senior Leadership, from the head of the company down, will provide a safe working environment through the provision of well-maintained vehicles that are fit for purpose. They will lead by personal example when driving themselves and not tolerate poor driving practice among colleagues.

Managers should ensure work duties and practices are not planned that pressurise employees into driving in an unsafe or illegal manner and will challenge any unsafe attitudes and behaviours, encouraging each other to drive safely. They will co-operate with the monitoring, reporting and investigation procedures following a reported incident of non-compliance with this policy.

Employees should make themselves aware of and comply with all company policy and procedures relating to driving for work purposes. They should raise concerns to their line manager around anything that may affect their ability to drive safely and co-operate with any investigation procedures regarding reported incidents that may involve them.

If there is anything in this policy document that you do not fully understand, or would like clarification on, please contact your line manager or the COO.