This software helps us to operate our fleet efficiently and improves delivery of services.
We also have a duty of care to ensure the health, safety and wellbeing of our employees while at work. VMS and the use of things like in-cab alert buttons and precise location information helps to reduce risk, especially in higher risk lone-working situations.
Purpose
The purpose of this policy is to raise awareness among our employees that all our core fleet vehicles are installed with VMS software.
It outlines its purpose and the data that we'll be gather to support service delivery across the authority.
Scope
This policy applies to all our employees who drive our vehicles. It also applies to elected members, contractors, agency workers, volunteers and those on apprenticeships and student or work experience placements, working on our behalf. It should be applied with the employee code of conduct, transport code of practice, lone working policy and the management of occupational road risk policy.
Key principles
Information recorded within VMS
The system gathers data on the usage of a vehicle. This includes:
- vehicle fleet / vehicle registration number(s)
- time and locations of vehicle actions at all times
- vehicle speeds and direction of travel
- acceleration and braking events
- engine idling
- vehicle usage, including authorised, unauthorised and out of hours use
- vehicle sensors showing function activation / activities
- emergency alert button status and frequency of activation
- driver details and contact telephone number
- manager details and contact telephone number
- emergency contact telephone numbers
Accessing recorded VMS information
The data is generated through the vehicle's sensors which are linked to the VMS console. This information can only be accessed via 2 channels:
- live interactive use of the VMS console, functionality for both drivers and authorised users of VMS
- VMS generated reports based on data collected by the secure VMS console
The data collected within VMS must not be supplied to anyone outside the council without the driver’s knowledge and without their prior agreement, unless that disclosure:
- is already covered by our policy
- has to be made available as a result of legal action required for regulatory compliance with external organisations such as DVSA, DVLA, traffic commissioners and the police
The use of VMS is recorded with all activities logged. Any suspected inappropriate access or use of VMS may result an individual’s access being suspended and disciplinary action being taken.
Use of information recorded within VMS
The use of VMS brings a number of benefits to us and our employees.
The data recorded in VMS will be used to:
- ensure the health and safety of drivers and their passengers
- identify drivers where an emergency contact is needed
- help plan work and make the best use of our vehicles (planning routes and schedules, reducing mileage, improving response times for emergency works)
- reduce carbon emissions and costs by monitoring and improving fuel efficiency
- support individuals to drive and operate vehicles safely
- improve the security of our fleet and help in the recovery of stolen vehicles
- help defend insurance claims
The information recorded will be used to make sure our vehicles are used appropriately and in accordance with the Data Protection Act.
Where reasonable evidence exists, the information may also be used to support managers to investigate cases of suspected inappropriate activity in breach of our terms and conditions, the legal obligations of drivers and the Highway Code.
Retention of information recorded within VMS
All telematics data is retained on the online portal for the contract term plus 5 years.
The camera’s video data is retained for 72 hours on the internal DVR unit and then overwritten unless a download is requested, from which the video data is then retained online for the contract term plus 5 years.
Holding this data means that we can confidently respond to requests for information and process any third-party claims made against it in a timely manner.
Roles and responsibilities
Employees have a responsibility to:
- adhere to driver guidance on the in-vehicle use of VMS
- use driver ID fob at all times when driving our vehicle
- act responsibly when driving our vehicles
- report any issues or damages to our vehicles in accordance with the transport code of practice
- familiarise themselves with this policy and the employee guidelines on VMS
Managers have a responsibility to:
- familiarise themselves with this policy, manager guidelines and employee guidelines on VMS
- make staff aware of this policy and employee guidelines
- ensure that any complaints received are dealt with fairly and consistently, and in accordance with this policy and other employment policies where appropriate
Further guidance
This policy works alongside other policies and procedures including:
- employee code of conduct
- transport code of practice
- lone working policy
- management of occupational road risk policy disciplinary procedure
- harassment and bullying procedure
Employee guidance on the VMS
- designated drivers of our vehicles must engage in all necessary training and instructions on the in-vehicle use of VMS
- our vehicles must only be driven by designated drivers for council related purposes. Vehicles must not be used for personal use unless authorised by the drivers' line manager
- designated drivers will be issued with a personalised driver identification fob (ID fob). This must be used at all times when driving our vehicle
- ID fobs are personal to each driver and must not be shared with other drivers or colleagues unless authorised by a line manager
- ID fobs must not be left unattended in a vehicle at any time
- employees are responsible for proving they were not the driver of a vehicle if their ID fob is used in their absence
- employees are responsible for keeping their ID fob safe and operational
- employees are responsible for making sure that damaged, lost or stolen ID fobs are reported at the earliest opportunity to county transport via their supervisor or line manager and the departmental transport officer
- drivers are responsible for carrying out daily walk-around checks and for reporting any defects or faults with their vehicle to their supervisor or line manager and notifying county transport to arrange a repair of the vehicle. Where a defect is identified the driver must note the defect in the daily walk-around check-book and arrange for a repair with county transport before using the vehicle. These daily walk-around checks are to be undertaken in line with Section F, part 4 of the transport code of practice
- employees are responsible for reporting any accidents in our vehicles to their supervisor or line manager and the departmental transport officer in accordance with the transport code of practice
- where drivers are identified by VMS and the driver fob in function, they will be held responsible for any driving offences committed while they are the designated driver. This includes personal liability for any penalty points and fines, including parking fines, that are issued
- tampering with any of the VMS hardware, including driver ID fobs, could result in disciplinary action
Failure to comply with any of the employee guidance on VMS listed could result in disciplinary action.
Manager guidance on the vehicle management system (VMS)
- managers are expected to use VMS to help with daily operations to make the best use of vehicles and improve the productivity and efficiency of service delivery. This will be done by ensuring that attendance, travel times and mileage are accurately recorded
- managers are expected to use VMS to generate reports on both driver and vehicle performance with a view to improving driving styles, road safety or an increase in fuel efficiency
- managers must make sure that all designated drivers, including agency workers, contractors and volunteers, are briefed on the use of VMS as part of their induction and they are provided with the VMS policy and user guides
- managers must make sure that all designated drivers, including agency workers, contractors and volunteers, are briefed on and issued with an ID fob, together with instructions for use.
- managers must make sure that all designated drivers, including agency workers, contractors and volunteers, are aware of and understand the reporting procedure for damaged, lost or stolen ID fobs
- managers must make sure that all designated drivers, including agency workers, contractors and volunteers, are aware of and understand the reporting procedure should a council vehicle be involved in an accident or incur damage
- managers must make sure that staff are aware of this policy and employee guidelines.
- managers must act upon any panic alert monitoring and testing to make sure that safe practices are achieved at all times and implement the agreed departmental procedure as required
- where managers have reasonable evidence, they are expected to use VMS to investigate cases of suspected inappropriate activity. This will determine whether there is an issue to be addressed. The information available through VMS may also assist to clear a driver of any wrongdoing