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.

The Logistics Organisation (hereafter referred to as TLO) is committed to managing their road risk and delivering its legal and moral obligations regarding drivers driving for work to ensure they get home safe and well at the end of each day. Driving for work refers to any delivery services carried out on behalf of TLO that involves a driver driving a vehicle and covers all on-road activities during the provion of services other than to and from the drivers delivery station.

TLO requires any drivers who provide services to TLO to comply with safe driving guidance and always follow the Highway Code. There is no requirement or expectation that driver will break any road traffic law while providing their services. There is no business activity that justifies placing a driver or others at risk of a road collision.

All drivers who drive on behalf of TLO 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

Drivers who drive as part of their service provision, will be responsible and accountable for their own actions when driving for the purposes of delivering their services.  Should TLO receive information that a driver may have breached this policy, the matter will be investigated which may lead to the contract for services being withdrawn.

Policy Monitoring

This policy was last reviewed on 17the June 2024 by TLO.

TLO reserves the right to amend policy requirements relating to drivers who drive and vehicles which are being 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 drivers who are engaged in providing their services to TLO 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 TLO management immediately if their licence has expired, been suspended, revoked, or cancelled, or has had any limitation placed upon it.
• notify TLO 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.

Notwithstanding the above, TLO will carry out checks of driving licences for all drivers who drive on behalf of TLO and ALL drivers are required to provide details to facilitate the checking of their driving licence against the DVLA database.

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. Health impairments – including stress, sleep disturbance, migraine, flu, severe colds, hay fever – can lead to unsafe driving. Sometimes, the treatment for these conditions can also impair driving. Drivers must ensure they are fit to drive before embarking on any work journey.

Eyesight

Drivers providing their service to TLO 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). Failure will result in the driver no longer being able to provide their services to TLO until they can demonstrate they meet the required minimum standard.

Medical Conditions

Drivers should only drive when fit to do so. They should report to TLO management any new condition, or a change in their health and wellbeing which may affect their ability to drive safely. Drivers should make themselves familiar 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.

No Driver should attempt to drive whilst impaired or consume alcohol or any unlawful drugs in the workplace during the period they are providing their driving services or during a period prior to doing so where they may still be under the influence of alcohol and drugs effects which may carry over to the period when they are providing their services.

In accordance with  additional guidance provided, Drivers should also be mindful that many prescription medicines can cause drowsiness and affect the ability drive. If you are prescribed any drugs or medication, you should make your doctor aware that your work entails driving and ensure that you are aware of any restrictions on driving that are advised when taking the drugs or medication. Read any notes accompanying such medicines carefully and advise a member of TLO management, if you think your driving may be affected.

The driver of a vehicle found to be over the drink-drive limit, and/or driving while impaired by drugs, can receive a criminal record, an unlimited fine, imprisonment, and an automatic driving ban. Driving while impaired by drink or drugs will be treated as a serious breach of your contract for services and which could include withdrawal of your services.

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 extend as being over the legal alcohol limit. Drivers should only drive when fit and healthy to do so which includes having had adequate sleep. Drivers are expected to take adequate rest breaks during delivery services – typically 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. Financial worries, health issues, relationship problems and family situations can all understandably have a hugely distracting effect. If a personal situation is affecting your ability to concentrate while driving, please talk to a member of TLO management.

Driver Competence

In addition to holding a valid licence, Drivers must also be deemed competent to drive and given the necessary skills to drive in a safe and secure manner considering the potential range of vehicle types they may drive and services they may provide. This is specifically important for activities involving use of commercial vehicles on behalf of TLO. The company may occasionally require drivers to undertake additional safety training and/or refresher training.

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.

Drivers should conduct a daily walk around check of their 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, vans and other LCVs 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. Many chips can be repaired however, for damage larger than 10mm directly in front of the driver, the law usually requires the windscreen to be replaced.

Any defects and/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. Non-safety-critical defects should be rectified at the earliest possible opportunity.

It is important that drivers are aware that TLO clients take the matter of roadworthiness very seriously and may exercise their right to conduct random vehicle checks on any vehicle entering or operating on their premises. Drivers who’s vehicle is deemed to be non-roadworthy will not be permitted to provide services until the matter has been rectified.

Driving a vehicle with major defects is a serious offence and can result in harsh penalties. The penalties a driver may receive for driving a defective vehicle will range depending on the type and severity of the offence. Any such penalties are the responsibility of the driver. If the vehicle’s condition causes the driver to have a collision, they could face additional charges and penalties.

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 not just restricted to goods being carried. The load is anything being carried on and in the vehicle including tools, equipment, machinery, load restraint equipment, signage, any raw materials and baggage. All can be classified as being part of the load being carried and must be safely and securely fixed to and/or in the vehicle.

Drivers who provide their services will be encouraged to attend and comply with any training provided around safe and secure loads. They will check and ensure that ‘their load’ is within load limits and securely fastened before going out on the road, and should do so again during their delivery route when any part of the route (parcels and/or packages) has been moved or delivered. They should report any incident and near miss to the TLO management, that involves the safety and security of their route/load.

Vehicle Cleanliness

It is the responsibility of the driver of the vehicle to maintain their vehicle in a high standard of cleanliness both internally and externally. The dashboard must be kept free of loose items including paperwork, food, litter and/or tools and equipment. The rear of the vehicle must be kept free of debris and maintained in a clean, organised, and presentable state. Parcels should not be stored on the front passenger seat or in the footwell.

Vehicle Security

When driving a either a leased or privately owned vehicle to provide the delivery services, the Driver is held responsible for its keys and security. The vehicle should not be left unlocked between deliveries or with the keys left in the ignition.

Vehicle keys should never be left unattended in public and, even when at your home address, keys should be kept out of sight and out of reach. Keys should be kept away from the front door to prevent remote vehicle theft where possible.

Vehicles must always be locked when not in use and any security device fitted to or supplied with the vehicle must be activated. Vehicles should be parked in a place that is well lit and where possible, the use of security patrolled car parks, or those covered by CCTV are preferred.

Personal belongings should not be left in the vehicle or in plain sight at any time.

Engine Idling

TLO is 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.

The driver of any vehicle being used on behalf of TLO is encouraged to:

• Turn the engine off when a vehicle is stationary for more than 1 minute and only restart when they are ready to drive away.
• Not use the engine to pre-heat the vehicle unless necessary due to safety considerations or weather conditions.
• Always turn off the engine when on a break, loading or unloading.

Engines may remain switched on to perform a pre-use daily walk around check, for the safety of the vehicle occupants, or when unforeseen emergency circumstances arise.

Private Use Of Company Vehicles

TLO does not provide any company-owned vehicles.

Towing

In the unlikely event of Drivers being asked to tow a trailer or equipment, they should ensure that their driving licence allows them to do so legally.

Drivers should be competent at correctly hitching the trailer, checking the trailer before use including tyres, electrical and brake connections, ensuring loads are safe and secure, and manoeuvring/reversing the trailer. Drivers without this competence should seek additional training from their manager before towing on behalf of the organisation.

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

Journey Planning

Drivers should remain vigilant whilst driving and delivering their route and be mindful of other road users, i.e. other vehicles, cyclists,  pedestrian etc. and particularly when parking or reversing.

Drivers are encouraged to take regular short breaks and not to drive continuously for more than 5.5 hours without at least a 30-minute break. Breaks and break locations should be planned in advance and driver’s are reminded to ensure they do take a break.

Safe Driving

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

Drivers should know the speed limits for the type of vehicle they are driving and road they are travelling on and understand the importance of staying within speed limits. Van drivers should remember that the applicable speed limit for a van is often lower than that of a car.

Drivers should never drive faster than road conditions safely allow and should always obey speed limits. Drivers are expected to always drive safely, responsibly, and legally. The liability for any notification of penalty charges or fines rests with the Driver with the minimum penalty for speeding being a £100 fine and 3 penalty points added to a driving licence. Drivers who receive in excess of 6 penalty points will be subject to review and could have their services withdrawn.

Safe Speeds

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

Employees who drive for work should know the speed limits for the type of vehicle they are driving and road they are travelling on and understand the importance of staying within speed limits. Van drivers should remember that the applicable speed limit for a van is often lower than that of a car.

No employee driving for work should never drive faster than road conditions safely allow and should always obey speed limits. Employees driving for work are expected to always drive safely, responsibly, and legally. 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 for work in any vehicle, whether company-operated or privately-owned. The driver of the vehicle is responsible for enforcing seat belt use by all occupants.

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 a member of TLO management 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 ability to provide services to TLO.

Drivers are encouraged to minimise the use of any mobile devices when driving; however, the use of fitted hands-free mobile devices is acceptable, but, while legal, hands-free use is not risk-free. It has been proven that using a hands-free device when driving creates an avoidable distraction that affects a driver’s ability to concentrate and impairs their reaction times.

Drivers are permitted to use mobile phone devices with hands-free access, as long as they do not hold them 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. Drivers must always stay in full control of their 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, Drivers should always consider the weather conditions and potential for changes and deterioration in weather. They should adjust their driving style to the weather and road conditions at the time. Fuel levels should be checked at the start of a journey to ensure there is sufficient to complete the journey, and Drivers should have access to a fully charged mobile electronic device to provide updates to TLO management if they need to postpone journeys or change routes when the police and travel organisations advise against road travel due to weather conditions.

If poor weather is expected, the necessity for the journey should be considered. Drivers who still need to drive should ensure they have appropriate clothing to stay warm and dry, plus food and water in case of travel delays.

Drivers should also have with them an up-to-date list of breakdown and emergency contact numbers.

Passengers

For safety and insurance reasons, under no circumstances should Drivers have unauthorised passengers in any vehicle being used during the course of the provision of their services (i.e. whilst on route and delivering parcels etc.).

Where passengers are permitted, i.e. during 2-person deliveries or the use of a ‘Helper’, the driver of the vehicle is responsible for the safety and conduct of everyone in their vehicle.

The carriage of children, dogs or any other animal in a vehicle being used for delivery services is not permitted.

Smoking

Under the 2006 Health Act, smoking is banned in any vehicles being used for work. Smoking by either driver (and/or authorised passengers) is not permitted in any vehicle while providing delivery services on behalf of TLO.  This policy includes the use of e-cigarettes and vapes.

Drivers who smoke in their vehicles whilst delivering their services are breaking the law and can be fined.

Fines And Penalties

Any Driver who is caught and prosecuted by the police for unsafe and dangerous behaviour while driving a vehicle, will be responsible for any fines, administration charges and subsequent penalties imposed. Speeding, Toll charges and parking fines are the sole responsibility of the driver and not TLO. Licence endorsements may affect the insurance of the driver concerned and could mean they are unable to continue driving on behalf of TLO.

Breakdowns, Punctures And Glass Repair

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, please notify TLO at the earliest opportunity and when safe to do so, for further instructions.

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 persons 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 persons 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.

Advisory Action to be Taken

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 the insurance company and TLO. Ensure you accurately record the details of any persons involved  and of any potential witnesses to the accident. If the police are in attendance record the details of the police officers in attendance.

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 you feel 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 now continue your journey.

Incident Reporting

ANY accidents or incidents that occur during the provision of your delivery services, including near misses should be reported as soon as it is safe to do so. Prompt and accurate reporting and recording of work-related road incidents, and near misses help to keep Drivers safe and reduce the likelihood of similar incidents occurring again.

Incidents that occur during your service provision must be reported to TLO management immediately where possible or, at the latest, within 24 hours.

An incident is an event that resulted in personal injury to a Driver or another person, or resulted damage to a customer’s or other member of the public private property. This could include a motoring offence, a crash or collision involving a vehicle being driven for work, or a vehicle breakdown. A near miss is a dangerous occurrence that had the potential to result in personal injury to a staff member or another person, or to result in property damage.

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.

Grey fleet drivers must ensure:

• They are fit to drive.
• They hold a valid driving licence for the vehicle being driven, and provide permission for the employer 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.
• They hold appropriate and valid insurance cover for business use.
• They 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.
• They will notify their Manager if they are unable to use a vehicle which meets the minimum safety standards required.
• They will notify their Manager of any Notice of Intended Prosecutions and collisions they are involved in whilst driving, especially whilst on a journey for work purposes.
• They co-operate with company rules and policies when using their own vehicle for work.

If there is anything in this policy document that you do not fully understand, or would like clarification on, please contact a member of TLO management or the policy owner.