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Use of Company Vehicles Policy

Purpose

The use of company vehicles is a privilege at A M Water Services Ltd, and this policy ensures all vehicles are operated safely and economically while supporting our water infrastructure and grab services across Northamptonshire.

Scope

This policy applies to all employees, directors, contractors, and any authorized drivers operating A M Water Services Ltd vehicles, including grab lorries, vans, and company cars.

This policy ensures compliance with the Road Traffic Act 1988, the Health and Safety at Work Act 1974, the Goods Vehicles (Licensing of Operators) Act 1995, the Road Vehicles (Construction and Use) Regulations 1986 and the drivers' hours rules.

The Goods Vehicles (Licensing of Operators) Act 1995 is the basis of the AMWS Operator's Licence and of the maintenance and inspection regime that goes with it. The Construction and Use Regulations govern load security on grab and tipper work.

Policy Statement

All drivers must hold a full, current driving licence appropriate for their vehicle type, with grab lorry operators needing Category C licences and Driver CPC certification. New convictions must be reported immediately, and we conduct periodic licence checks through the DVLA system. Only pre-approved drivers may operate company vehicles, and all must be mentally and physically able to drive. Driving under the influence of alcohol, illegal substances, or impairing prescriptions is strictly prohibited. Any medical conditions affecting driving ability must be reported to the office immediately.

Company vehicles are provided strictly for business use and commuting to work. Any personal use requires specific Director approval for each occasion. Vehicles must be maintained in safe mechanical condition with daily or weekly inspections completed as required, and any defects resolved before use. Drivers must conform to all traffic laws, signals, and markings while making proper allowance for adverse weather and traffic conditions. Courteous driving is mandatory, respecting other road users and pedestrians at all times. All occupants must wear seatbelts and use available safety restraints.

Smoking is prohibited in all company vehicles as required by law. Vehicles must always be parked safely and legally. Any accidents, incidents, or damages must be reported immediately to the office, who will notify insurers using the accident report form found in the van pack. When operating grab lorries during water main installations or repairs, drivers must assess ground conditions, check overhead hazards, maintain exclusion zones, and use banksmen where necessary for safe manoeuvring.

Implementation and Monitoring

We implement this policy through driver assessments, vehicle-specific training, and regular monitoring. Fuel cards track usage, and telematics monitor driving behaviours where fitted. Accident rates and near misses are analysed monthly to identify improvements.

Responsibilities

Directors provide resources for fleet maintenance and ensure legal compliance. Directors conduct licence checks, arrange training, and address violations fairly. All drivers are financially responsible for parking fines and traffic violations incurred while operating company vehicles - these will be automatically paid by the company and deducted from the driver's next payment. Drivers are also responsible for insurance excess amounts on at-fault accidents at the rate agreed with our current insurers, deducted from payment following claim settlement.

Review

This policy will be reviewed annually by the Directors to ensure it remains effective and continues to promote safe vehicle operation while supporting our operational needs.

Signed:

Aaron Mason Director A M Water Services Ltd 1st July 2026

Where this policy is implemented

This block is portal navigation, not part of the policy. The policy wording and the Word controlled copy below are unchanged. It links the policy to the procedures that deliver it and the records that evidence it.

Local controlled copy

Word version of this controlled document (for offline / paper records):

Download POL_HSQE_25 (.docx)

The page above and the Word copy are the same policy. The Word copy carries the AMWS letterhead and the Director’s signature and is the signed original, so where the two ever differ on the approval date or the issue, the Word copy governs and the page is corrected to it.

Supporting standard

Road traffic safety arrangements draw on ISO 39001 road traffic safety management. Referenced undated so a new edition does not force a re-issue — the editions actually held are listed in APP_02 Section 3.

Document control

Document Reference POL_HSQE_25
Revision 4
Issue Date 1st July 2026
Next Review 1st July 2027
Status Uncontrolled when printed