Driving For Work Policy

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.

South Staffs Water 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 South Staffs Water that involves a colleague driving a vehicle and covers all journeys other than to and from the employee’s normal place of work, i.e. Driving for work excludes ordinary commuting, but includes  journeys from home to a location that is not the normal workplace.

Many vehicles used for work journeys are supplied by the employer, 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. South Staffs Water 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.

South Staffs Water 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 South Staffs Water 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

Colleagues who drive for work will be responsible and accountable for their own actions when driving for the purposes of work. Should South Staffs Water receive information that a colleague may have breached this policy, a formal process to investigate what happened will be followed.

Serious incidents may result in the driver being suspended whilst the investigation takes place.  The investigation will be manager-led and will follow a Just Culture process, where disciplinary action is reserved for the most serious offences, such as driving 10mph over the speed limit, a conviction for dangerous driving or any court-imposed disqualification from driving.

This ensures the breach is investigated fairly and the magnitude of the breach is taken into consideration where disciplinary action is recommended to be taken, including the possibility of termination of employment.

Policy Monitoring

Elena Karpathakis, Managing Director, has overall accountability for the implementation of this policy, and the H&S Manager shall provide input to ensure its consistency, alignment and compliance with the Group Standard ‘Managing Occupational Road Risk’ as well as changes and updates in legal requirements and best practice shared via the SSPlc Fleet Committee. This Driving for Work Policy was last reviewed on 01/06/2026.

South Staffs Water reserves the right to amend policy requirements relating to colleagues who drive and vehicles which are being used for work purposes.

This policy forms part of our H&S management system and shall be formally reviewed at least annually (or sooner where
law/guidance changes) by the policy owner, with assurance provided by the H&S Manager.

Driver Handbook

South Staffs Water work in conjunction SSPlc Fleet Committee and Fleet Services to maintain a Driver’s Handbook for all SS Plc colleagues.

All colleagues who drive are expected to read the handbook, copies of which are available on the H&S  Management System; Group Intranet, iHASCO and on company-issued smartphones.

Risk Assessment

Driving activities are included within a general risk assessment which follows the safe driver / safe vehicle / safe journey structure.  As a result of the risk assessment we have determined that the following arrangements are required to control risks to our staff and other road users:

• The Driver
• The Vehicle
• The Journey

These are laid out on the following pages.

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 their employer 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.

South Staffs Water will carry out checks of driving licences for all employers who are required to drive on company business. Employees 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. Employees must ensure they are fit to drive before embarking on any work journey.

Eyesight

Employees driving for work 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 employee being stopped from driving on company business until they can demonstrate they meet the required minimum standard.

Medical Conditions

Employees must only drive when fit to do so. All employees must report to their manager any new condition, or a change in their health and wellbeing which may affect their ability to drive safely. This includes prescribed medications which may affect driving.

Some medical conditions require drivers to notify the DVLA, and in some cases, individuals must stop driving immediately.  Notifying the DVLA is a legal duty for drivers. Employees therefore must make themselves familiar with Notifiable Conditions which must be reported to the DVLA and in turn, their line manager.

You can check if a condition is notifiable at www.gov.uk/health-conditions-and-driving/find-condition-a-to-z

Impairment

Employees must 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 job 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 your manager if you think your driving may be affected.

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 employee should attempt to drive whilst impaired or consume alcohol or any unlawful drugs in the workplace during work time or during a period prior to work where they may still be under the influence of alcohol and drugs effects which may carry over to the working hours.

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 gross misconduct and dealt with through the normal disciplinary process which could include termination of employment.

Fatigue

Fatigue is not just a state of mind. It is a physiological ‘need’ state, similar to hunger or thirst. People who are fatigued experience a biological need for sleep that changes their brains. Fatigue reduces blood glucose levels, which affects the brain’s ability to perform certain mental and physical tasks.

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. Employees shall only drive when fit and healthy to do so which includes having had adequate sleep. Employees are expected to take adequate rest breaks during a journey – 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

Driving for work can be physically demanding and emotionally taxing, and the resulting psychological toll can greatly increase the risk of being involved in a collision.

All kinds of personal stresses can affect your ability to concentrate and drive safely. Financial worries, health issues, relationship problems and family situations such as a new baby can all understandably have a hugely distracting effect. If a personal situation is affecting your ability to concentrate while driving, please talk to your manager. There are also Mental Health First Aiders and an Employee Assistance Programme available to all colleagues.

Managers are encouraged to be empathetic to colleagues and be aware of signs of stress. Where they notice such signs,
managers will initiate conversations and refer appropriately. Planning of work and other activities such as phone calls and
notifications shall be considered, so as to reduce the pressures placed on colleagues who drive for work.

Driver Competence

In addition to holding a valid licence, employees 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 activities they may conduct. This is especially important for activities involving use of commercial vehicles, towing and individuals who drive long distances on company business.

Through the onboarding process, driver will receive a suitable driver induction for the vehicle type and the tasks they will be performing. This includes vehicle familiarisation, daily/weekly checks, defect reporting process, journey planning and reporting accidents, damage and changes in driving capability.

The company may occasionally require drivers to undertake additional training or refresher training.

Towing must only be undertake by colleagues who have been authorised to tow for South Staffs Water.

Vehicle Telematics

To support safe and responsible driving, the company may use vehicle telematics systems and vehicle tracking to monitor speed, braking, acceleration, location, and journey times. These systems help identify risky driving behaviours, improve route planning, and ensure compliance with legal and company requirements. Data collected will be used for safety improvement, driver training, and incident investigation where necessary. All telematics data will be managed in line with data protection regulations and company privacy policies.

Non-company drivers

South Staffs Water allow employees to name additional non-company drivers for Company Cars, such as a spouse or family member. To be insured, these additional drivers must also undergo a driving licence check via the same process for all employees who drive for work. Non-company drivers will be liable for the same excess as our company drivers.

All additional non-company drivers will be expected to comply with this policy in the same manner as employees, i.e. phone use, idling, fatigue and fitness to drive etc all apply.

Commercial vehicles can only be driven by the business employee for business purposes and not for private use.

Sub-contractors/Agency, subject to licence checks and induction, are authorised to drive commercial fleet vehicles.

Vehicle Roadworthiness

To strengthen assurance, South Staffs Water requires that all vehicles used for work purposes are maintained in accordance with manufacturer schedules and inspected at a frequency that reflects their level of use. Any safety‑critical defect renders the vehicle immediately unroadworthy, and the vehicle must not be driven until the defect has been rectified. This approach aligns with DVSA expectations on maintaining roadworthiness of commercial and light vehicles.

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. Commercial vehicles must be checked every day that they are used, and the check must be recorded. Company car drivers must also check their vehicle daily and the company expects at least 1 documented check per month.

Grey fleet drivers must check their vehicles at least monthly (weekly is recommended).

Drivers must conduct a 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 must be replaced before they are at the legal limit.

Windscreens must be inspected for damage. While many small chips can be repaired, damage larger than 10 mm in the driver’s direct field of view will usually require windscreen replacement.

Any defect or damage must be reported immediately. If a safety‑critical defect is found, the vehicle must not be used until repaired.  Non‑safety‑critical defects should still be rectified at the earliest possible opportunity. All defects must be reported to the Fleet Team, either directly or through a line manager.

Driving a vehicle with major defects is a serious offence and can result in significant penalties for the driver. Where a vehicle’s condition contributes to a collision, the driver may face additional charges. Drivers are therefore responsible for ensuring that the vehicle they operate is safe, compliant, and fit for use at all times.

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, 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 and/or in the vehicle.

All loads must be secured in full accordance with the DVSA Securing Loads Code of Practice, which sets out the minimum legal standard for preventing load movement. This includes ensuring loads are inherently stable, appropriately contained, and secured using suitable restraining equipment capable of withstanding normal driving forces.

Managers, with the support of drivers, shall verify that all restraining devices (straps, nets, bars, internal frames) are appropriate for the weight and characteristics of the load, are in good condition, and are replaced immediately if damaged. This supports DVSA’s expectations on equipment suitability and condition.

Employees required to drive for work purposes will attend and comply with any training provided around safe and secure loads.

Load security must be supported by a simple load risk assessment, considering factors such as load weight, height, centre of gravity, friction, packaging integrity, and whether part‑loads or top‑loads may shift during the journey. This reflects  DVSA’s 2024 update emphasising the role of load risk assessment in safe transportation.

Employees will risk assess ‘their load’ is within load limits and securely fastened before commencing a journey, and then again during a journey when any part of the load has been moved or removed. They shall report any incident and near miss to their manager, that involves the safety and security of their load.

If a load becomes unstable or shifts during transport, the vehicle must not re‑enter the public highway. Drivers should pull over safely, report the issue immediately, and await a safe recovery or re‑securing plan. HSE guidance requires that vehicles with shifted loads are quarantined until the load can be made safe.

Vehicle Cleanliness

It is the responsibility of the driver of the vehicle to maintain the vehicle being driven for work 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.
Dashboard Trays are prohibited because they reduce the field of view to drivers, and have been cited as a cause of fatal accidents involving other road users.

Vehicle Security

When driving a company-supplied vehicle for work purposes, employees are held responsible for its keys and security.  Vehicle keys must never be left unattended in public and, when at home, keys should be kept out of sight and out of reach.  Keys must also 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.

Company vehicles procured since 2020 are fitted with an “SOS” button. This button can be pressed once and will contact the
emergency services directly in case of any emergency/accident. The button can typically be located by the interior light or centre console.

Engine Idling

South Staffs Water 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 company business will:

• 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 walk around check, for the safety of the vehicle occupants, or when unforeseen emergency circumstances arise.

Highway Code Rule 123 requires drivers not to leave engines running unnecessarily on public roads; local authorities may issue fixed penalties where drivers refuse to switch off when asked. The driver would be accountable for paying these fines in this instance.

Private Use Of Company Vehicles

Company cars may be used for private journeys. Commercial vehicles must not be used for private journeys. No company-supplied vehicle may be raced, rallied, or otherwise used in a non-business- related, off-road environment.

As noted previously, South Staffs Water allow employees to name ‘additional drivers’ for Company Cars, such as a spouse. To be insured, these additional drivers must also undergo a driving licence check.

Towing

Drivers must have the correct licence for the vehicle–trailer combination (including BE where applicable) and follow Highway Code towing rules (e.g. lower speed limits and motorway lane restrictions). Managers must verify licence categories as part of the authorisation to tow procedure.

Drivers must be trained and assessed as competent to tow, couple/uncouple, reverse, and secure loads safely. Training outcomes must be recorded before authorisation.

Employees towing a trailer or equipment must 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 must also remember to allow additional time for slowing down and manoeuvring their vehicle when towing.

South Staffs Water colleagues may only tow when the vehicle, driver, trailer and load are suitable and legal for the planned journey. Managers must ensure towing is risk assessed, planned and supervised, with drivers trained and authorised before they tow on company business.

Managers are required to maintain or contribute to the Register of Towable Assets, as appropriate.

The following minimum requirements apply:

• All trailers must display a legible manufacturer plate (MAM/MTPLM and VIN). Unmarked trailers must not be used until plated/verified. Vehicle and trailer MAM/Gross Train Weight limits must never be exceeded.
• Trailers over 750 kg must have working brakes; all braked trailers must use a breakaway cable; unbraked trailers require a secondary coupling.
• Company vehicles registered after 1 Aug 1998 must use type‑approved towbars and the correct 7‑ or 13‑pin electrics.
• Towing mirrors must be used if the trailer is wider than the tow vehicle’s rear profile.
• Coupling, safety chain/breakaway cable, lights and electrics must be checked before every journey. Trailers must be serviced in accordance with manufacturer guidance and legislative requirements. Where a defect is discovered the trailer must not be used until the defect is resolved.
• Loads must be within weight limits, evenly distributed with adequate nose weight, and secured so nothing can move or fall during the journey, loading or unloading. When towing, the trailer and any carried equipment form part of the overall load and must meet DVSA load‑security requirements. Weight distribution, nose weight, lashing points, and restraint equipment must be checked before every journey.
• Maximum speeds when towing are 30 mph (built‑up areas), 50 mph (single carriageways), 60 mph (dual carriageways and motorways). Vehicles towing must not use the right‑hand lane of a three‑lane motorway except where signed.

Vehicle safety

The procurement of our vehicles gives significant consideration to the vehicle safety features. Our current minimum safety standards for commercial and company cars are:

• Driver and passenger air bags
• Automatic post-collision braking systems
• Traction control
• Brake assist system
• Reversing cameras
• Front and rear sensors
• SOS emergency services buttons

Our commercial vehicles are also fitted with telematics and trackers.

O-Licence

An “O‑licence” (Operator’s Licence) is a legal licence required for organisations operating certain commercial vehicles over 3.5 tonnes, and it sets mandatory standards for maintenance, inspections, driver hours, and the lawful operation of those vehicles.

Where colleagues operate vehicles that fall within the scope of O‑Licence regulations, they must comply with all associated legal obligations. This includes planned vehicle inspections, daily walk‑around checks, accurate defect reporting, adherence to maintenance schedules, and compliance with the relevant GB Domestic Drivers’ Hours Rules, including the use of tachographs where required.

These duties are described in detail within the South Staffordshire Plc Driver Handbook, which also sets out operating‑centre requirements, tachograph use, qualified Transport Manager responsibilities, and the controls needed to ensure continued compliance with the Goods Vehicles (Licensing of Operators) Act. All drivers must follow these requirements in full to maintain legal, safe, and compliant use of SSPlc vehicles.

Journey Planning

While many journeys are essential to maintain water services, employees should still consider whether travel can be avoided or reduced through remote communication or combining tasks into a single trip. Colleagues are required to give priority to avoiding travel, using public transport and car-sharing.

Where road journeys are required, routes should be planned to prioritize safety and efficiency, using well-maintained roads where possible and allowing extra time for adverse conditions such as darkness, rain, or narrow rural lanes.

Continuous driving should not exceed two hours without at least a 15-minute break, and breaks should be planned in advance. For long-distance travel at the start or end of the day, or where travel would create an excessively long working day, employees should discuss with their manager whether overnight accommodation is appropriate to reduce fatigue risk. Other factors including adverse weather forecasts may also contribute to considering staying overnight.

In accordance with Group Finance requirements, Fuel Cards users must only purchase standard / economy fuels, and not premium fuels.

Safe Driving

Employees driving for work must take personal responsibility for their own safety and that of other road users. This includes staying up to date with The Highway Code and applying safe, courteous driving practices at all times.

Drivers must maintain a safe following distance, adjust speed to suit road, traffic, and weather conditions, and remain alert to potential hazards, including those that change during the journey such as light levels and the weather.

Aggressive driving, road rage, or intimidation of other road users is strictly prohibited.

Employees must avoid distractions, plan for adequate rest breaks, and report any concerns about vehicle safety or dangerous road conditions promptly.

Consistent application of defensive driving techniques is essential to reduce collision risk and protect both staff and the public.

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 are killed in crashes involving someone travelling within the speed limit but too fast for the conditions. Speed limits are a limit, not a target.

Employees who drive for work must 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 for a car.  Drivers should notify their manger immediately of impending prosecutions and penalties associated with unsafe driving, including speeding, whether these resulted from at-work or personal driving.  The minimum penalty for speeding on the highway is a £100 fine and 3 penalty points added to a driving licence.

All colleagues must comply with posted speed limits and any site specific or temporary restrictions. Speed limits are legal
requirements designed to protect drivers, pedestrians, and other road users. Telematics data is routinely monitored to identify unsafe speed related behaviours so that timely coaching and support can be provided.

No employee driving for work should ever drive faster than road conditions safely allow and should always obey speed limits.

Adherence to speed limits also applies to other areas such as, but not limited to, our sites and depots, customer sites and construction sites.

Where speeding is identified, drivers may be required to attend a coaching session, undertake a review of route planning, or engage in further safe driving conversations with their manager.

Persistent or excessive speeding, or a failure to engage with corrective actions, may be managed under the organisation’s
disciplinary procedures where appropriate. This ensures a consistent approach with other forms of driver non compliance and reflects the increased risk associated with speed related incidents.

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 the Manager and a copy kept in the vehicle being driven to present to the police if stopped.

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, employees who are required to drive for work 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 employees should have access to a fully charged mobile electronic device to provide updates to their managers 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. Employees 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.

Employees driving for work 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 are employees permitted to allow unauthorised passengers in any vehicle being used for work purposes. Employees 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.

The driver of the vehicle is responsible for the safety and conduct of everyone in their vehicle. If the carrying of passengers is permitted by management, 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.

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

Smoking

Under the 2006 Health Act, smoking is banned in the workplace, and any 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 vehicles allocated to a single person. This policy includes the use of e-cigarettes and vapes. Employees and their passengers who smoke in work vehicles are breaking the law and can be fined.

Fines And Penalties

Any employee who is caught and prosecuted by the police for unsafe and dangerous behaviour while driving a vehicle for work, will be responsible for any fines, administration charges and subsequent penalties imposed.  Parking fines are the responsibility of the driver and not the employer.

Licence endorsements may affect the insurance of the driver concerned and mean they are unable to continue driving on behalf of South Staffs Water.

In the event of a speeding fine and/or conviction while driving for work, a formal process to investigate what happened will be followed.  Serious incidents may result in the driver being suspended whilst the investigation takes place. The  investigation will be manager-led and will follow a Just Culture process, where disciplinary action is reserved for the most  serious offences, such driving 10mph over the speed limit, a conviction for dangerous driving or any court-imposed disqualification from driving.

Breakdowns, Punctures And Glass Repair

If your company-supplied vehicle breaks down or suffers a puncture, call Fleet Services on 01922 618037.  If you are on a
motorway, you must not attempt to change the wheel or tyre yourself.

If your company-supplied vehicle suffers a broken windshield or window, call Fleet Services who will arrange a repair or
replacement.

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, call your manager and Fleet Services on 01922 618037 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 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.

Once all vehicles and passengers are safe, exchange details with any other parties including name, address and insurance details.  If there are any witnesses, collect their names and addresses too.  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 now continue your journey.

Incident Reporting

All work-related road incidents and near misses (including damage-only ones and ones involving privately owned vehicles when they are used for work) 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 employees safe and reduce the likelihood of similar incidents occurring again.

Incidents involving a company-supplied vehicle must be reported to the Manager or the organisation’s appointed accident
management agent immediately where possible or, at the latest, within 24 hours.

An incident is an event that resulted in personal injury to an employee or another person, or resulted in property or vehicle damage, or a dangerous occurrence. 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.

Driver distractions - mobile phone use

It is illegal to hold and use a phone, sat nav, tablet, or any device that can send or receive data, while driving, and employees face prosecution if caught doing so.

This means you must not use a device in your hand for any reason, whether online or offline. For example, you must not text, make calls, take photos or videos, or browse the web.

• The law still applies to you if you’re:
• stopped at traffic lights
• queuing in traffic
• driving a car that turns off the engine when you stop moving
• holding and using a device that’s offline or in flight mode

There are some exceptions where you can legally use a device held in your hand. These are:

• you need to call 999 or 112 in an emergency and it’s unsafe or impractical to stop
• you’re safely parked (motorway hard shoulder is not classed as safe)
• you’re making a contactless payment in a vehicle that is not moving, for example at a drive-through restaurant
• you’re using the device to park your vehicle remotely

However, while legal, hands-free use is not risk-free; using a hands-free device when driving creates an avoidable distraction that affects a driver’s ability to concentrate and impairs their reaction times.

Therefore, South Staffs Water have determined that the use of hands-free mobile devices in all vehicles being driven for work is permitted for urgent and short duration audio calls only, and that drivers must not touch mobile phones or tablets whilst driving, even if secured in cradles.

For navigation apps specifically, this means drivers must set destination and preferences before starting their journey and must not interact with prompts such as to confirm traffic or rate routes whilst driving.

Video calls, including participation in meetings/webinars and viewing shared screens, are strictly prohibited while driving. These activities create significant distraction and compromise safety.

Drivers are permitted to use mobile phone devices with hands-free access, as long as they do not touch them at any time during usage. Other devices without hands-free technology, such as tablets and laptops must not be used whilst driving. Hands-free access means using:

• a dashboard holder or windscreen mount
• a Bluetooth connection to the vehicle (dual 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.

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 an employee’s employment.

Other driver distractions

Safe driving and riding needs concentration. Avoid distractions when driving or riding such as

• loud music (this may mask other sounds)
• trying to read maps
• arguing with your passengers or other road users
• eating and drinking
• smoking

There is a danger of driver distraction being caused by in-vehicle systems such as satellite navigation systems, congestion warning systems, PCs, multi-media, etc. You must exercise proper control of your vehicle at all times. Do not rely on driver assistance systems such as motorway assist, lane departure warnings, or remote control parking. They are available to assist but you should not reduce your concentration levels. Do not be distracted by maps or screen-based information (such as navigation or vehicle management systems) while driving or riding. If necessary find a safe place to stop.

Please note that if you use your own car for work you are a “grey fleet” driver.  The organisation’s legal duty of care to ensure the safety of the driver, the vehicle and journey remain the same.  All sections of this policy apply to grey fleet drivers unless explicitly stated otherwise.

Grey Fleet drivers must make themselves aware of all the company policies relevant to driving for work and ensure they always comply with them.

Policy requirements that are the same as company drivers:

• Driving licence requirements and checks (page 3)
• Fitness to drive, eyesight, medical conditions, impairment (pages 3-4)
• Fatigue and wellbeing (page 4)
• All of “The Journey” section (pages 8-10)
• Mobile phone policy (page 11)
• All other company rules and policies when using own vehicle for work

The key differences for grey fleet drivers are summarised here:

• Vehicle checks – at least monthly, weekly recommended (see page 5 “vehicle roadworthiness”)
• Insurance – you must hold appropriate and valid insurance cover that includes ‘business use’
• Maintenance – your vehicle must have a valid MOT where required by law
• Tax – you are responsible for ensuring your vehicle is taxed
• Able to produce documentary proof of the above, on request.
• Must notify their Manager if they are unable to use a vehicle which meets the minimum safety standards required.
• Must 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.

What does not apply:

• Fleet services contact numbers
• Telematics monitoring

Executive Team and Senior Managers, from the head of the organisation 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 and Supervisors shall 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.

Office-based employees will inform their manager of any information or concern regarding the health, wellbeing and safety of an employee who is required to drive for work and maintain complete and full records for employees and vehicles being used for work journeys.  Office-based employees must be aware of the company policy on mobile phone use while driving and not make outgoing non-urgent / long phone calls to drivers.

Employees who drive for work must make themselves aware of and comply with all company policy and procedures relating to driving for work.  They must raise concerns to their manager around anything that may affect their ability to drive safely and cooperate 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 in the first instance. Where your query is unresolved you and / or your line manager must approach your local H&S champion or Forum. Where a query or concern remains please contact the H&S Team.