GREY FLEET MANAGEMENT
Grey Fleet Management
Does your employee want to use their personal car for business use? You've come to the right place!​
Grey Fleet Management and Safety Compliance with Drive Alive
Drive Alive offer professional Grey Fleet Management and Safety Compliance services that provide thorough checks of your employees personal car records to see if they are in line with UK road safety laws, duty of care obligations, and corporate compliance requirements.
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We perform these checks for anyone who needs a second opinion, or believe the checks are inconsistent. Our goal at Drive Alive is to give you confidence that your company is safe, compliant, and protected.
FEATURED PARTNERS FOR GREY FLEET SAFETY COMPLIANCE
Personal Car for Business Use
If your employee asks to use their personal car for business use, it's important as their employer to ask these three questions:
Why are Employees Using Their Own Cars for Business Travel and Are There Risks?
Employees may use their own car to alleviate the time pressure and added costs of public transport or carpooling.
Additionally, employees may be personally liable for any damages whilst driving for work, along with casual wear and tear of their vehicle. Grey Fleet insurance will make these issues cheaper for them, and more helpful to your business long term.
Are You Confident You’re Meeting Your Legal Duty of Care for Driving Employees?
As an employer and business constituent, you have a duty of care to your employees whilst they are employed by you. Policies are created to benefit both the company and the employee. You need to check their MOT, Tax, Insurance policies and licence regularly to reduce the risk of legal and financial consequences to the company.
How Do You Check Their Vehicles are Insured, Taxed, and Roadworthy?
In order to carefully track employees vehicles, you will need to hold records of up-to-date details on mileage use, MOT, Tax and Insurance documents. You will have to check their licences regularly and vehicle inspections to check that their vehicle aligns with UK road safety law. If left undealt with, your company may be liable for negligence or corporate fraud.
It may seem alarming, but we make it simple!
We will check everything for you! From MOT, to Tax, to Insurance, Mileage and Licence details. We have you covered.
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Our Road Safety Compliance Software will have all of the details you need dealt with. We take this problem and provide an easy, quick and comprehensive solution, allowing you to see exactly what needs to be dealt with and how urgent it is. Our goal is to take care of the things that require lots of time and effort, allowing you to keep running successful businesses.
Legal Requirements for Grey Fleets
In order to legally use a grey fleet vehicle, the employee and employer must make sure that the vehicle is insured specifically for business use, roadworthy and safe for driving, taxed and MOT’d accordingly with the regulations of the UK law.
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Companies and employers have a duty of care to the employee to ensure that the driver is licenced, a safe and competent driver, and that the vehicle is safe to use for business purposes. Employers must also have their grey fleet user recorded for safety regulations of the driver. Failure to do so will result in risks to insurance, potential damage to the vehicle or injury to the drivers and surrounding road users.
Safety and maintenance are of paramount concern when operating a vehicle fleet, especially so if the fleet consists of a variety of vehicle types and makes.
Managing a Grey Fleet can have different time and cost implications to operating a Company Owned Fleet, where a great deal of the collation of vehicle data is carried out by that Fleet provider.
Effective Grey Fleet Management can have its benefits over managing company owned vehicles however, it can pose problems which don’t exist when dealing only with business vehicles.
Regardless of vehicle ownership, if the vehicle is being used for business, it is essential that the ‘Employer’ has an efficient data storage platform that is accessible by the relevant Fleet Managers. This platform should be capable of storing the following information and should be able to accept regular updates and prompting mechanisms to ensure accuracy.
Company Owned Vehicles
Employee Owned Vehicle, used for business purposes
BUSINESS INSURANCE
Business use cover is required for anyone who drives for business trips no matter the frequency.
SERVICE INTERVALS
Regular service intervals are required to ensure opptimum safety of the driver and other road users, whilst prolonging the lifespan of the vehicle.
VALID MOT
A valid MOT is required on the third anniversary of the vehicle registration, or the anniversary of its last MOT, if it's over 3 years old.
SAFETY CHECKS
Regular vehicle safety checks should be carried out by the driver, to ensure maximum safety of all road users prior to use.
VEHICLE TAX
Vehicle Tax is required for all vehicles registered and used in the UK. Drivers MUST tax their vehicle, even if they are exempt from paying any fees.
DRIVING LICENCE CHECK
A Driving Licence Check report reveals licence validity, category entitlement and any driving convictions or bans.
Grey Fleet Management: How We Can Help You Stay Safe
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Precise Emissions Tracking
With our professional software system, we can provide precise emissions tracking where businesses can gain a clear picture of the environmental impact of every mile driven by every grey fleet vehicles. Our DART software not only supports sustainability goals but also strengthens ESG reporting and demonstrates a tangible commitment to greener operations.
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Tailored Carbon Analysis
By accounting for upstream emissions and applying real-world uplift factors, the platform ensures that carbon calculations are comprehensive and aligned with industry standards. Our software will help your business make data-driven decisions about grey fleet strategy and environmental responsibility, specifically in accordance with carbon emission reliability.
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Automated Insurance Validation, MOT and Tax
We hope to help you stay compliant with vehicle regulations which can be time-consuming and prone to error when managed manually. We have partnered with Verifleet to automatically identify the validation of MOT status, road tax, and insurance, ensuring that every grey fleet used for business is legally compliant at all times. This will eliminate time and keep everything up to date.
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Engineered Risk profiling
Our risk profiling makes it possible to identify potential issues before they become serious problems. By analysing the vehicle condition, driver behaviour, and compliance data, our software flags high-risk vehicles and highlights critical safety concerns. This proactive approach enables businesses to reduce accident risks, protect employees, and lower insurance costs, while also fostering a culture of safety for employees and roads.
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Seamless DVLA driving license checks
We validate driver credentials; a critical aspect of compliance and safety, which can often be resource-intensive. Our software simplifies this process through seamless integration with DVLA records, automating the validation of driving licenses. This will make sure that only qualified drivers are behind the wheel, reduces administrative overhead, and provides a transparent audit trail for compliance purposes.
Verifleet
We work with Verifleet to bring professional safety compliance to your employees!
We have partnered with Verifleet to bring quick, transparent and effective findings on all your grey fleet records. Their software allows us to perform a comprehensive record of each driver's unique mileage, emissions, insurance, tax, MOT and risk profiling in minutes!
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Together, we hope to bring safety to your company, your employees and the roads they drive on, wherever they may be!
Fleet Management Information
How to Manage a Grey Fleet?
Grey fleet management involves checking the insurance policy for rights to use the vehicle for work purposes, checking the vehicle is MOT’d and taxed accordingly, checking vehicle safety for road use, recording approvals, monitoring the mileage on the vehicle, and ensuring drivers have valid driving licences before allowing them on the road. These policies and procedures should be clear and documented for all employees using their own vehicles for work. If they are left undocumented, the company may be subjected to negligence charges, or corporate fraud if it is left undocumented on purpose to benefit the company.
A grey fleet can be managed by a fleet manager, HR professional, or any responsible person appointed by the company. They are responsible for keeping hold of all grey fleet records, checking driver and vehicle compliance with UK law and safety regulations, and making sure all vehicles and drivers meet legal and company standards.