Last reviewed on 15 July 2019
Here at the Co-op we want to make sure that all of our colleagues are as safe as possible when driving on business. So, it’s important that you read this Policy before you drive on business – whether you’re in your own car or a vehicle owned or leased by the Co-op.
Driving licence checks
Before you drive for business, you must complete a FP30 Fair Processing Declaration Form. Completing this form means that you give us permission, through our supplier AA Drivetech (formerly IDS) to contact the DVLA to confirm your driving licence details. Once filled in, you can email your form to email@example.com. The mandate is valid for three years, so AA Drivetech will contact you when you need to renew it.
If you have an Essential User car that your partner also drives, they’ll need to fill in a FP30 form too so we can check their licence details.
Just so you know, you don’t have to complete the mandate, but this will mean that you can’t drive for Co-op business or receive an Essential User vehicle.
You must tell us immediately if anything changes in your licence details, such as penalty points or health conditions that may affect your ability to drive – there’s more information below on health and medical conditions. You should contact firstname.lastname@example.org to let us know of any changes. You may need to do an online risk assessment process or On-Road training, depending on the changes made. If you don’t let us know, then we’ll investigate this in line with the Disciplinary Policy for Insurance colleagues.
Health and medical conditions
You must tell the DVLA about any health or medical condition that could affect your ability to drive safely. You should also speak to your manager and contact the driver risk helpline. There’s more information on which medical conditions you have to tell the DVLA about at https://www.gov.uk/driving-medical-conditions
Drugs and alcohol
If you’re taking any medication that could affect your ability to drive safely, you must tell your manager. There’s more information in the Drugs and Alcohol Policy.
If you drive a Co-op vehicle, you’ll be automatically covered by our insurance. If you’re using your own car, or another vehicle that’s not owned or leased by the Co-op, then you must make sure that your insurance covers you to drive for business.
Once AA Drivetech have checked your driving licence, they’ll assess your driving risk and may ask you to complete some training, which could be online or in person.
We may review your mileage expenses claims to see the distances you drive and review your accident record, to understand your driving risk and invite you to further training if needed. One option is an in-car training session with our On-Road training partner. Just to be clear, this isn’t a test and we won’t give any information about it to the DVLA.
You must complete all training within three months of being contacted. If you don’t, then we may review your ability to drive on business or to receive an Essential User car.
Personal safety and vehicle security
Make sure you protect your car by parking in well-lit areas so it can be seen from the road. Always take valuable items with you and don’t leave sat nav mountings on show.
If someone other than a uniformed police officer tries to stop you while you’re driving, pull over at the first safe place, lock your doors and call 999.
If you’re going to be driving through remote areas, you might want to tell a colleague what time you expect to arrive and the route you’ll be taking in case anything should happen.
Using mobile phones
The Co-op doesn’t expect you to make or receive calls while you’re driving, but you can chose to do this when it’s safe and legal to do so. You should only do this through a legally-compliant hands-free or Bluetooth device.
Things to think about
Vehicle maintenance and checking
You should make sure that your vehicle is fully legal and in a road-worthy condition at all times and arrange to have it serviced in line with the manufacturer’s handbook.
If you need further support
If you have any questions about this policy, or driving for business, you should speak to your manager or contact Group Transport on 0844 600 9090 or email@example.com