There isn’t any specific regulation in relation to grey fleets because it is very straight forward. If a driver is driving a vehicle for business purposes whether company-owned or driver owned, the responsibility for the employer is exactly the same. The employer has a responsibility to ensure that vehicles are roadworthy and that drivers are fit to drive. So it is important for businesses to resist pleading ignorance by saying ‘It’s nothing to do with us. They were driving their own car” and instead take responsibility for their duty of care to grey fleet drivers (drivers using their own car for business purposes).

With COVID-19 driving a higher use of personal cars for business trips (as opposed to public transport), the risks to businesses are increasing if they continue to ignore the issues. Unfortunately, many business leaders are still in the dark when it comes to grey fleet. Many don’t know the size of their grey fleet and don’t consider it their responsibility. More worryingly a large minority of grey fleet drivers never have their driving licence checked, don’t have cover for business trips on their car insurance and rarely check the condition of their car ahead of a journey.

So, knowing the issues, which of these obligations would spark your business into action? How would you prioritise your moral, legal and financial obligation to your grey fleet drivers?


  • Employers have a moral duty to ensure their staff get home safe and well and to not be put at risk by the way the business operates simply because they are driving their own car.
  • Employees and prospective employees want to see a higher value put on staff health and wellbeing and with rate current and potential employers on this basis.
  • The best businesses don’t question the need for their business to be legally compliant, they know that this is ‘the right thing to do’.


  • Employers have a legal duty to properly manage employees who are driving for work.
  • The organisation must not do anything that puts drivers at risk and their work-related driving activities must not endanger other road users.
  • Directors must put appropriate policies and procedures in place and all employees must follow those policies and procedures at all times


  • Good management can help reduce operating costs and improve business efficiency. Employers that manage drivers and vehicles well are often able to reduce:
  • Maintenance costs
  • Fleet insurance and excess costs
  • Third party claims costs
  • Fuel use and emissions
  • Business mileage claims
  • Replacement staff and vehicle costs
  • Hidden management and admin costs

ODO is an intuitive and easy-to-use application that enables your business to stay compliant and deliver on your duty of care to grey fleet drivers.

Grey fleet compliance features include:

  • Keeping a record of your drivers
  • Keeping a record of their vehicles
  • Automated driver licence checking
  • MOT and Servicing tracking and prompts
  • Insurance checks (for business use)
  • Store up-to-date maintenance record for the vehicle ensuring the vehicle is roadworthy
  • Automated escalation of warnings of noncompliance to drivers

Our intuitive driver App enables regular vehicle inspections to make sure

  • Vehicle is fit for purpose
  • Driver is fit to drive
  • Plug-in telemetry device assists in accurate recording of business miles and driver behaviour

Sort your moral, legal and financial duties with ODO.

Categories: ODO Blog /

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