Page 9 - Fleet

HSS reserves the right to install tracking and camera equipment into company cars, in order to mitigate
against the potential cost of theft and incidents. As from June 2021, all new company cars will be fitted
with a dashcam system. However, it does acknowledge the need for privacy around the colleague’s
personal use of the car. Therefore would not access this equipment without the colleagues consent.
Apps
Colleagues must download and activate any phone apps that are supplied by the vehicle manufacturer for
that model. These apps often enhance the driving experience and more importantly, offer some additional
security. All colleagues must ensure they fully activate the GPS functionality of the app so the last parked
location of the car is shown in the app. This information can only be viewed by the colleague and cannot be
viewed by HSS, without the colleague’s permission.

9. Toll usage

Colleagues must ensure that toll tags are only utilised when travelling on behalf of the company and must
remain mindful of the following:

• Toll roads must only be used if there are significant delays on non-toll roads
• Under no circumstances should colleagues utilise the company toll tag for personal journeys or
weekend usage
• When utilising toll roads or congestion zones with NPR – colleagues must assume their nominated
vehicle is not registered, unless specific confirmation from the Fleet Department has been issued

Regular audits of toll usage are undertaken to identify any colleagues in breach of the above guidance.

10. Incidents and breakdowns

Breakdowns

In the event of a vehicle breaking down, a colleague should contact the nominated breakdown service.
They should then await recovery in a safe location, if on a motorway then behind crash barriers. Colleagues
should not attempt to repair vehicles themselves.

Incidents

All colleagues must carry a copy of the Vehicle Incident Log in their vehicle at all times.

All incidents/accidents must be reported immediately to our Incident management support service on 0800
917 2712. If it is not possible to report accidents immediately, this must be done on the same day of the
incident. All colleagues should read the guidance contained in the Vehicle incident Log and complete the
required information in full.

All damage must be reported immediately via the appropriate channels. If un-reported damage is
discovered later, colleagues will be liable for the cost of repair.

Management reserve the right to undertake formal disciplinary action up to and including dismissal against
any driver who is driving may be considered as negligent.

11. Return of company vehicles

Notice and location of return

When a line manager is informed of a colleague’s resignation, they should contact the fleet department to
notify of return of the vehicle as soon as is reasonably practicable.

The colleague’s line manager is responsible for conducting a vehicle inspection and hand-over for the
vehicle. This may sometimes occur prior to the colleague’s last working day in the business.

Vehicle Return Condition

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