Policy Compassionate Care Team Ltd promotes safe and effective driving of the Pool Car. All staff should ensure that they drive with their safety and that of other road users in mind.
Staff are encouraged to ensure that the Pool Car is maintained. Staff should always think ahead and be prepared for the unexpected whilst driving. Staff should take particular care during adverse driving conditions.
The Pool Car is owned by Compassionate Care Team Ltd.
This policy does not form part of an employee's contract of employment and may be amended at any time.
Procedure Use of the Pool Car Compassionate Care Team Ltd will authorise staff to drive the Pool Car when it is required for the performance of their duties.
Where a member of staff is authorised to use the Pool Car, this is to be used for business purposes only. The member of staff will be required to produce their full driving licence at the request of Compassionate Care Team Ltd as evidence of their eligibility to drive. A failure to produce such documentation when requested or use of the Pool Car without authorisation may result in disciplinary action under the Discipline Policy and Procedure.
The Registered Manager is responsible for ensuring the Pool Car remains roadworthy. This includes periodic checks of oil, water, tyre pressures and visual inspections for damage. This will be undertaken in line with any lease and/or insurance requirements. Any equipment that is required such as First Aid Kits, Emergency Warning Triangles etc. will be checked in line with Compassionate Care Team Ltd specifications.
Staff are required to notify Compassionate Care Team Ltd immediately if they incur any form of points penalty or licence endorsement which affects their eligibility to hold a driving licence.
Expectations whilst Driving the Company Pool Car Members of staff are expected to comply with the following: • You should ensure that you drive in a safe manner at all times • You must not undertake any road manoeuvres that may place others at risk • You should plan your journey ahead and provide adequate journey time and should at no point break any speeding limits or other traffic laws • You will be liable for any road traffic fines including any speeding fines • You should take due care and attention of other road users • You must not drive the Pool Car where you are physically or mentally unfit to drive and you should inform Compassionate Care Team Ltd immediately where this occurs • You must never allow an unauthorised person to drive the vehicle • You must submit clear mileage records detailing your use of the Pool Car • You must not carry passengers including children unless there is prior approval from Compassionate Care Team Ltd • You must notify Compassionate Care Team Ltd if there are any changes which impact your ability to drive the Pool car. This includes any convictions, cautions, endorsements (penalty points) • You should ensure that you park responsibly and that any parking fines or penalty endorsements are your responsibility when driving the Pool car • You must notify Compassionate Care Team Ltd immediately if there are any issues with the vehicle • You must not smoke in the vehicle, this includes e-cigarettes or vaporizers • You must remove any rubbish or personal items from the car before returning the vehicle
Failure to follow any of these requirements may result in disciplinary action, the most serious of which will be considered gross misconduct.
Arranging use of the Pool Car Staff must ensure that they have obtained written consent from their line manager prior to booking use of the Pool Car.
To book use of the Pool Car the member of staff must complete a form which can be obtained from their line manager.
Both the individual and their line manager must sign the form and this will then be sent to the relevant department in order to update the insurance.
The member of staff should agree a return date for the Pool Car with their line manager. The vehicle should not be returned later than agreed without prior written approval from their line manager. Failure to return the Pool Car by the agreed return date may result in disciplinary action being taken.
Safety Factors Members of staff must ensure they comply with the following: • You must check the safety of the Pool Car before commencement on any journey • You must not drive whilst under the influence of alcohol or drugs, nor whilst subject to after effects of alcohol or drug use • If you are required to take any form of medication, you must notify the Company in writing and should refrain from driving until you have been confirmed as fit to drive by your doctor • You should not drive whilst overtired and you should take regular breaks when feeling tired or drowsy. If the rest break means you will be late for an appointment, you should contact the client and explain the reason for the delay • Always drive safely and within the restrictions of the particular road conditions, including speed limits • During adverse weather, you should ensure that the vehicle is checked for use. You should plan your journey carefully and make sure that your route is known to others. You should always be prepared by taking warm clothing with you and check for likely weather conditions prior to setting out on your journey • You should not be distracted whilst driving. Eating or drinking whilst driving is not permitted • You should ensure that you park the vehicle in a well-lit area to ensure your safety is not endangered. You should also consider using the vehicle’s internal locking mechanism whilst driving in areas where your safety may be compromised • You should ensure that your eyesight is checked regularly for deterioration. It is your responsibility to ensure that this takes place and corrective measures are taken where necessary • You should not use a mobile phone whilst driving unless there is a Bluetooth headset or voice command or a dashboard holder. The law applies even if you are stopped at traffic lights or queuing in traffic. Ideally, the phone should be switched to 'Do Not Disturb' while driving
Compassionate Care Team Ltd will consider taking disciplinary action against any member of staff who fails to comply with these requirements. In the most serious cases (for example driving whilst intoxicated) this may result in summary dismissal for gross misconduct.
Mobile Phones and Driving • Staff should not use a mobile phone whilst driving unless there is a Bluetooth headset or voice command or a dashboard holder. The law applies even if stopped at traffic lights or queuing in traffic. Ideally, the phone should be switched to 'Do Not Disturb' while driving • If they do not have a hands-free mobile telephone, they should switch their mobile off and should not make or receive any calls whilst driving or in control of the vehicle • Where they have a hands-free telephone, they should avoid making any telephone calls unless absolutely necessary. They should also not take any calls where the conditions would place them or other road users at any risk • If a hands-free call is received and the driving conditions are potentially difficult or hazardous the call should be terminated politely with an undertaking to return the call when they have been able to park safely • Wherever possible, avoid being distracted by the use of hands-free equipment whilst driving, concentrate on the driving and ensure a safe journey • Under no circumstances must the member of staff send a text message or email whilst driving. It is not possible to concentrate and drive safely whilst performing these functions and is a criminal offence • If the member of staff has any questions as to the safe use of mobile phones, please contact their manager. The mobile phone which has been supplied is only to be used in accordance with this policy • Failure to comply with this policy will be deemed a disciplinary matter and could result in summary dismissal as it is a driving offence but, more importantly, endangers your safety and that of other road users
In-vehicle Electronic Equipment • In-vehicle electronic equipment can be used as long as staff can drive safely when doing so • Staff should not play electronic radios, CDs, MP3 players or other equipment at a volume that could endanger health or distract them from concentrating on the road • If staff need to use satellite navigational aids, these should be used in a safe way and should not distract them from essential safety factors • Compassionate Care Team Ltd may place vehicle tracking devices on the Pool Car in accordance with any Vehicle Tracking and CCTV Policy currently in place or that may be introduced. Please note that Compassionate Care Team Ltd reserves the right to review the logs to ensure the member of staff is not abusing the use of the Pool Car and are providing an accurate log of visits made. This information may be used in any subsequent disciplinary action Procedure in the Event of an Accident
In the unfortunate situation of an accident, the member of staff should ensure the following conditions are adhered to: • Note details of the accident together with the full details of any other vehicles or persons involved in the accident • The member of staff should not, under any circumstances, make any admission of liability • As soon as possible after the accident staff must report such details to Compassionate Care Team Ltd. An accident report form must be completed and returned to Compassionate Care Team Ltd within 48 hours of the accident wherever possible
• Any repairs to the Pool Car must have insurer approval • If the accident has been due to any failure or neglect on your part, then disciplinary action may be taken once the full facts of the incident have been obtained
Permitted use of Vehicle • The Pool Car may not be used outside of the United Kingdom without the express written consent of Compassionate Care Team Ltd • The Pool Car may only be driven by duly authorised employees of Compassionate Care Team Ltd • If a member of staff is driving Pool Car, they must possess a valid, full driving licence permitting the driving of the particular type of vehicle • The driver must have held a full driving licence for the length of time specified by Compassionate Care Team Ltd insurers before using the vehicle • A member of staff will be responsible for the payment of any fines imposed as a result of their usage of the Pool Car • The Pool Car may only be used on legitimate business of Compassionate Care Team Ltd