DRIVERS & SUPPLIERS CODE OF CONDUCT & COMPANY POLICY

UKE Multidrop Ltd

Revision 1

Reference

CC01 UKE Multidrop Ltd

Disclaimer

The author believes the information contained within this document to be correct at the time of printing. The authors do not accept responsibility for any consequences arising from the use of the information herein.

CONTENTS

DRIVERS & SUPPLIERS CODE OF CONDUCT & COMPANY POLICY 1

Drivers Code of Conduct 8

Introduction 8

Health and Safety Policy 8

Responsibilities 10

Management of Health and Safety 10

Employees, Contractors and Self-Employed Couriers 10

Risk Assessment 10

Consultation with employees and contractors 10

Contractors 11

Motor Vehicle Use 11

Authorised drivers 11

Cars 11

Delivery Vans 11

Driver Registration 11

Training and Competency 12

Accidents, first aid and work-related ill health 12

Regulatory Requirements to Report Injury and Ill Health 12

Monitoring of Injuries, near misses and Ill Health 12

Fire and Emergency situations 12

Facilities Fire Management 12

Emergency Fire Fighting Equipment 12

Fitness and health 12

Alcohol and Drugs 12

Eyesight 13

Loading and Unloading - Manual Handling Guidance 13

The Load 13

Task 14

Environment 14

Driving position 15

Driving fatigue and tiredness 15

Driver hours 16

Deliveries / Collections 17

Communication 18

General Contact Details 18

Breakdowns 18

General road safety guidelines 18

Theft and vandalism guidance 19

Risk assessment 19

The law and your vehicle 20

Seatbelts 20

Tyres 20

Lights 20

Windscreen 20

Horn and speedometer 20

Vehicle Safety Checklist 20

Production of documents 21

Prosecution 21

Drugs, Drinking and Driving 21

Parking fines 22

Mobile phones 22

Mobile Phone Guidance for drivers 22

Cleanliness of your vehicle 22

Vehicle inspections 23

Care and maintenance 23

Routine checks 23

Miscellaneous 23

Windscreen/glass replacement 23

Breakdown assistance 23

Accident procedure 23

Reporting accidents to the Police 24

Only report an accident to the Police if: 24

What to do in the event of an accident: 24

Write down: 24

Obtain and write down third party(s): 24

Insurance 25

Disclosure of material facts 25

Maternity and Paternity Policy 25

Standards of Performance and Behaviour at Work 26

Appearance 26

Identity Documents 27

Personal Property 27

Smoking Policy 27

Confidentiality 27

Bribery and other Corrupt Behaviour 27

Data Protection and Access to Information 28

Changes in Personal Information for Employment Purposes 28

Equality and Diversity 29

Equality Policy 29

Valuing Diversity 29

Key Actions 30

Dignity at Work 30

Statement 30

What and How of Harassment 30

What should I do if subject to Harassment? 31

Health and Safety 31

Introduction 31

Procedure in the event of an accident 32

Procedure for Formal Investigations 32

Appeals 33

Drivers Code of Conduct Introduction

The intention of this Code of Conduct is to communicate the basic rules and guidance for all persons conducting business for or on behalf of UKE Multidrop Ltd.

The maintenance and use of road vehicles are absolutely necessary for the success of the company’s business. Vehicles are ‘tools of the trade’ and must be managed, maintained and used to ensure that the company complies with all health and safety laws. These laws apply to ‘on the road’ work activities as much as they do to all other work activities.

Serious or fatal consequences can be caused to members of the public, employees, self-employed courier or contractors or the company due to human error or misuse of a road vehicles.

In so far as occupational road risk and all drivers are concerned, it is the company’s intention to actively manage and control the risk which arises from this use in compliance with all relevant regulations.

The results of improper or careless vehicle use include increased costs and inefficiency, imprisonment or serious or fatal injury.

By good management in relation to vehicles and their users, it is possible to increase safety, avoid injury or fatality and increase efficiency. The company therefore places heavy emphasis on the proactive and constructive management of vehicles, the persons who use them and the management of Occupational Road Risk.

It is essential that all drivers familiarise themselves with the contents of this document, as there may be financial penalties arising if certain requirements are ignored. The company may not accept liability for any expenditure as a result of failure on the part of any driver to comply with these documented requirements in relation to driving, operating or maintaining a company vehicle.

Anyone who drive whilst delivering for the company are required to cooperate fully with the management of ORR. In return, the driver, the company and the public at large can only benefit from the successful management of this important part of our business.

The company reserves the right to withdraw a vehicle or the permission to use a vehicle at any time, particularly in the event of anyone failing to comply with any of the terms and conditions of its use.

Health and Safety Policy

UKE Multidrop Ltd recognise that high standards of health, safety and wellbeing are an integral element of the delivery of an efficient business.

The Managing Director has overall responsibility for the provision of adequate resources and finances to facilitate the management of risk and will ensure the company fully comply with the duties placed upon it by legislation, approved guidance and any

other applicable requirements which may from time to time be introduced. Through our commitment to Operational excellence, we strive for the prevention of

injury and ill health and seek a safe and healthy working environment for all. We shall actively pursue a zero-injury goal as the driver to progressive improvements in performance. We will:

Acknowledge Health, Safety and Welfare as a management responsibility and specifically require all directors, managers and supervisors to demonstrate personal leadership and commitment to this policy and the aims and objectives set in our strategic plans;

Actively encourage proactive behaviours that ensure Health and Safety will not be compromised for the sake of other objectives, empowering every employee and contractor to be open and take personal responsibility and accountability for their acts.

Provide every employee with adequate information, instruction, training and supervision to enable them to identify hazards and positively contribute towards maintaining a safe, healthy and injury free workplace, reporting or where able to do so safely, correcting unsafe acts or conditions;

Assess all significant risks and determine the control measures which will eliminate or minimise them to safe levels;

Make arrangements for the safe handling, storage and transportation of articles and substances;

Provide and maintain a working environment that is suitable with regard to facilities and arrangements for welfare at work, including providing and maintaining safe access to and egress from places of work, safe plant and equipment required for the delivery of our services.

Promote good health relating to the prevention of occupational and non-occupational disorders and diseases;

Seek to work with key partners and suppliers, to actively support our aims and objectives and through goal setting and action planning; implement this policy;

Look to continually improve our performance and culture through development of our policies, systems and processes and through open and transparent communication of learning points gathered from good practise and adverse events to ensure corrective actions and opportunities for improvement are identified and delivered;

Apply a systematic and measurable approach to assurance, through the use of performance indicators and internal and independent monitoring regimes across our management systems to ensure that they remain current and applicable to the company's activities.

Consult with employees and contractors, and others affected by our activities, on matters affecting Health and Safety;

Support our employees’ and contractors right to work in a safe environment by empowering them to legitimately refuse to work where they believe their own health and safety is compromised and not be subject to disciplinary action.

To uphold this policy and to assist in achieving these commitments, UKE Multidrop Ltd

will endeavour to ensure that employees are provided with all necessary resources and training and will operate a documented management system.

Responsibilities

Management of Health and Safety Overall and final responsibility for Health and Safety at UKE Multidrop Ltd is that of the

Managing Director. Responsibility for monitoring and maintaining Health and Safety whilst at the premises

is that of the Operations Director.

Employees, Contractors and Self-Employed Couriers All employees, self - employed couriers and contractors have a responsibility under

Health and Safety at Work regulations to cooperate with the managers to achieve a healthy and safe workplace. All persons are required to ensure they:

Carry out their duties in accordance with the Health and Safety Policy. Cooperate with management on matters of Health and Safety. Do not misuse anything provided for safety. Use all plant, equipment and substances correctly and use any safety equipment that

is provided. Wear all Personal Protective Equipment in accordance with management instructions. Inform management of any defective equipment, safety hazard or damage they have

noticed. Report all accidents and near misses, whether serious or not, to the management. Take reasonable precautions to ensure their own safety and the safety of all persons

who may be affected by their acts or omissions.

Risk Assessment Risk assessments will be undertaken as required. These Assessments will be completed on an annual basis or if there is a change in the

business operations or if new equipment is introduced. Full Risk Assessment records are available from your supervisor. The findings and implementation of issues raised in Risk Assessments will be the

responsibility of Line Managers.

Consultation with employees and contractors

Regular meetings will be undertaken to discuss Safety, together with any Health concerns that employees and contractors may have.

Employees and contractors are actively encouraged to promote Health and Safety and give pro-active input during any meetings and discussions.

Contractors

Any external contractors will be expected to conduct a full risk assessment on their activities before commencing work. They will also undertake method statements and operate to safe systems of work together with carrying out their duties in accordance with UKE Multidrop Ltd.’s Health and Safety Policy.

Motor Vehicle Use

All Motor Vehicles/Vans will be under ten years old, leased and be operated by trained personnel with a current driving licence. Licences will be checked annually.

Any failure of a Motor Vehicle must be reported to the Management immediately.

Authorised drivers

Cars Any person authorised by a Director, who has held a current clean driving licence for

two years and is over 21 years of age may drive a company vehicle.

Delivery Vans To drive a van, the driver must be at least 21 years of age with a full clean licence held

for a minimum of two years. UKE Multidrop Ltd may, in exceptional circumstances, authorise changed criteria for

drivers. Any such request must be accompanied by a written brief explaining why the request is being made, and this will be forwarded to our insurers if required for their agreement. However, holders of provisional licences will not be authorised to drive on behalf of the company.

Driver Registration All drivers of vehicles are to complete a Driver Declaration or DVLA CHECK. The form

or check is to be submitted with a copy of their driving licence to UKE Multidrop Ltd for approval – management should satisfy themselves that the individual is suitable for driving vehicle(s) on UKE Multidrop Operations. These forms will be subject to annual renewal, and specific contracts will ensure this is applied.

Should an individual driver’s circumstances change following registration (penalty points on licence, health etc.), then drivers are required to submit a new Driver Declaration with another copy of their driving licence.

Information, Instruction and Supervision The Health and Safety Law poster is displayed in the office area. Supervision of any young workers will be arranged and supervised by Line Managers Managers and Supervisors are responsible for ensuring that if any employee is

required to work away from the business is covered by all necessary Health and Safety controls.

    

Training and Competency

Managers and Supervisors will provide health and safety induction training. Training will be identified, arranged and monitored regularly with the objective of

continuing skills development and fulfilling task competency. A record of all training will be maintained and kept in the relevant office.

Accidents, first aid and work-related ill health

The First Aid box is kept in the office. All accidents and cases of work-related ill health are to be recorded in the accident

book that is stored in the office.

Regulatory Requirements to Report Injury and Ill Health

The Operations Director is responsible for reporting serious accidents, diseases and dangerous occurrences to the enforcing authority.

Monitoring of Injuries, near misses and Ill Health

Managers and Supervision are responsible for investigating injuries, ill health and near misses and are responsible for acting on findings of the above and to try to prevent any reoccurrence.

Fire and Emergency situations

Facilities Fire Management The Building Managing Company is responsible for ensuring the fire risk assessment

is undertaken and implemented. Escape routes are checked by managers daily. Evacuation procedures and fire drills will be carried out as detailed in the fire risk

assessment document.

Emergency Fire Fighting Equipment Fire Extinguishers are maintained and checked by a retained specialist contractor

Fitness and health

You must inform the company of any health conditions that may affect your ability to drive safely. Company rules preclude unsuitable persons from driving. See Insurance section on page 22.

Alcohol and Drugs

Driving whilst under the influence of drugs or alcohol is strictly prohibited and there is a zero tolerance. Initial tests and random tests will be carried out and the results will be kept on file for the duration of your agreement and may be released to our clients. Any

 

failures or will be terminated from the company. Before driving, seek medical advice if in doubt as to the effect of any prescribed

medication that you are taking. All Drivers may be subject to Random Testing, Failure of Alcohol and Drug testing will result in immediate termination.

Bringing alcohol or any unlawful drugs to the workplace, and / or imbibing them there is strictly prohibited both during work time or during a period prior to work where the effects carry over to the workplace. Any such instances will be dealt with severley and may lead to your termination.

Eyesight

Ensure your eyesight is tested at least every two years if you already have defective eyesight. If glasses or other corrective devices are necessary for driving, these must be worn.

Loading and Unloading - Manual Handling Guidance

Manual Handling Operations Risk Assessments are available and all personnel; are briefed in Manual Handling and associated Hazards, the following is a summary guidance note:

The Load If the load feels to heavy do not attempt to lift it Ensure you can see over and around the load before moving off Try to split the load down into manageable sizes rather than take the outer Always re-pack any contents back into the outer securely and ensure the outer is in

good condition and won’t fall apart when carrying Always carry the heaviest side of the load close to the body if the centre of gravity if

offset Always use the handholds or handles if fitted to the container Always test the load weight first e.g. try rocking the load – not kicking! If the load is wet or slippery, dry it of first before trying to lift it If the load is hot, wait until it cools or wear gloves and an apron Always wear the appropriate PPE to carry the load e.g. boots, gloves, overalls etc. The Individual Always perform a test lift of the load before attempting to lift it. It may require another

person – DON’T BE A HERO Ensure you receive training in handling techniques Undertake some regular exercise Ensure your clothes do not restrict your movement or posture Wear strong supportive footwear particularly the ankles, also any additional

appropriate PPE Ensure good levels of communication with others if you doing a team lift so you all

know when to lift, move off and put down If you have any history of any Musculoskeletal problems or may be pregnant do not

attempt to lift

Task Always use mechanical methods as a first option e.g. forklift, trolley, pump-up, sack

truck etc. Ensure that the load is a close to the body as is possible Never twist or work with back twisted, this will cause shortening of the side and back

muscles over a period of time Never try to over-reach to lift the load always pull it towards you first Always pull the load towards you when using cages, pump-ups. This will allow

momentum and control over the load. Use smooth movements and do not jerk the load Always break the task into stages by using small movements instead of trying to move

it in one go – don’t be a hero Try to reorganise the storage space so that heavy objects are at waist height If you cannot reach the load stand on a suitable platform to reach it, but do not use

boxes, swivel chairs, stools etc Look to vary your work routine by applying job rotation. This will help your posture and

reduce stress levels Ensure adequate rest breaks throughout the day particularly after lifting loads. This will

enable the waste products in your blood (lactic acids) to leave the muscles and the will become less easy to damage

If working alone, know your limitations – do not move the load unless it necessary – if not, leave it!

Environment Organise the work area before you move the load. Ensure you have enough space to

move off in and don’t twist. Have a look at where you going to ensure there is enough space when you get there Store loads at waist height Ensure floor area is kept clean and free from rubbish and objects that my cause you to

slip or trip e.g. empty drinks can, banana skin, grease, oil etc. Report any damage to floor areas to a supervisor and barrier it off if possible, to

prevent injury Try to ensure floors a dry and not slippery and wear no slip safety shoes Ensure you can see where you are going if the lighting is poor

 

   

 

Driving position

Ensure the vehicle seat height, lumbar and head restraint, etc, are correctly adjusted, along with the steering wheel and mirrors so that you are in a comfortable position whilst driving. You should be able to touch the top of the steering wheel with your wrist without stretching your arm unduly. Posture is important in avoiding injuries such as back and neck strains.

Take particular care when handling or lifting goods into the body of the vehicle as this involves bending and stretching. Get help if the load is too heavy to move on your own.

Driving fatigue and tiredness

Many road traffic accidents are caused by tiredness. Avoid driving directly after a heavy meal or particularly strenuous work and stop in a safe place for regular breaks before fatigue sets in. It is recommended that you do not drive for more than four hours without taking a break of at least 30 minutes duration. Drivers should not exceed 10 hours driving per working day, please see Driving Hours (Point 21)

Driving safety and security

Drive within legal speed limits and follow Highway Code guidance at all times. Remember, you are representing the UKE Multidrop Ltd whilst driving at work. Show consideration and avoid the temptation to respond aggressively towards discourteous road users, so as to minimise possible ‘road rage’.

Do not eat or drink whilst driving and use ‘voicemail’ or ‘divert’ to avoid the use of mobile telephones, as use with hands-free devices still increases risk. Avoid other distractions such as loud music or smoking.

Park in well-lit roads or preferably manned car parks and, if possible, park in an open area near the entrance. Do not ‘hang about’ once out of the vehicle. Whenever practical to do so reverse park and position the vehicle so as to allow the open door to protect you from potential attack. When returning always have the keys easily available, preferably in your hand, ready for use. Always reverse park unless site specified.

The vehicle must be locked, windows closed, and all keys removed whilst left unattended.

Valuables, owned by the company or driver, should be removed from the vehicle or locked out of sight when the vehicle is left unattended. Where it is possible the vehicle should be garaged overnight, or at least parked in a safe, secure area.

Driver Journey Planning Checklist

Your journey Allow sufficient time for traffic delays, breaks and re-routing, etc. Choose the safest route, taking into account the weather conditions, etc. Prepare emergency arrangements for an unplanned overnight stay should there

 

be adverse conditions. Ensure you have sufficient fuel for the journey to avoid the possibility of breakdown or stopping in unsafe areas.

You and the vehicle Avoid heavy drinking the night before your journey. Ensure you are not fatigued or under stress immediately before your journey. Seek medical advice if in doubt whilst taking prescribed medicines. Remember to wear clean spectacles or contact lenses if you need them for driving. Top up screen wash and check lights, coolant levels and tyre pressures etc. Familiarise yourself with the vehicle and its controls before your journey. Make driver comfort adjustments before the journey. Ensure goods are secure before setting off. Carry a torch, cloth, ice scraper, de-icer spray, coins, and maps etc. Have your route pre-planned and any notes you need clearly positioned within your sightline on a proper holder. Never attempt to consult a road atlas or map whilst driving. Check for traffic hold ups by listening to radio traffic reports or mobile device services when safe to do so. Be familiar with the accident / breakdown procedure and contact numbers. Switch mobile telephones to off in a high risk or urban environment. Mobile devices may only be used when driving in a low risk environment and only then if an approved hands-free kit is fitted in the vehicle.

Driver hours

Duty time - If you work as a driver for a company, duty time is any working time. If you’re self-employed, duty time is only time you spend driving the vehicle or doing other work related to the vehicle or its load.

Daily driving limit - You must not drive for more than 10 hours in a day on public roads. Daily duty limit - You must not be on duty for more than 11 hours in any working day.

This limit doesn’t apply on any working day when you don’t drive. Breaks and rest are not part of duty time.

You must record your hours on a weekly record sheet or on a tachograph. After 5 hours 30 minutes of continuous driving you must take a break of at least 30

minutes for rest and refreshment. Or, within any period of 8 hours 30 minutes, you must take at least 45 minutes in breaks. You must also have a break of at least 30 minutes at the end of this period, unless it’s the end of the working day.

Length of working day (‘spread over’) - You must not work more than 16 hours between the times of starting and finishing work - including non-driving work and any

times when you’re off. Daily rest periods - You must take a rest of 10 hours before the first duty and

immediately after the last duty in a working week. You must take a rest of at least 10 hours between 2 working days (or spread overs) -

this can be reduced to 8.5 hours up to 3 times a week. All duties must start and finish within a 24-hour period. Fortnightly rest periods - Every 2 weeks you must take at least one period of 24 hours

off duty. A fixed week is from 00:00 hours on Monday to 24:00 hours the next Sunday. Emergencies - The GB domestic rules are relaxed; the driving and duty limits are

suspended for the duration of the emergency in cases where immediate action is needed to avoid:

danger to the life or health of people or animals; serious interruption of essential public services (gas, water, electricity or drainage), of telecommunication or postal services, or in the use of roads, railways, ports or airports; or serious damage to property.

But you MUST ensure you get adequate rest, means you should have regular rest periods. These rest periods must be sufficiently long and continuous to ensure that you do not harm yourselves, fellow workers or others and that you do not damage their health in the short or long term

It is the driver’s responsibility to keep track of his breaks and working hours and should advise the Planning dept. of any foreseeable problems or issues when receiving work details.

Any unreasonable demands being made with regard to working hours by the planning dept. should be reported to your manager.

Deliveries / Collections

Any damages must be reported to the office before leaving the delivery point and photos should be taken were possible.

Any shortage of discrepancies must be reported to the office before departure. Any refusals must be reported to the office and follow the instructions given by the

office All paperwork should be signed accordingly, i.e.: if anything refused it should be stated

on the paperwork what part of the load was refused and why. Any damages should be detailed i.e.: no of case’s and product.

Make sure you always get a legible signature, get customer to print name as well as a signature.

All Secure deliveries will have customer paperwork to be signed as well as the company POD, this paperwork should be signed at the delivery point and a copy retained for the office. If there is no customer paperwork, contact the office immediately.

Any delays in loading / unloading must be reported to the office

 

Do not get into any conflict at delivery/collection points if you find yourself in a difficult situation, remove yourself and contact the office.

When delivery/ collection completed contact the office for further instructions. Any major traffic delays to be reported to the office

Communication

Communication is a vital part of our Business and we rely on you to keep us informed. It is vital that you keep us informed of any issues that may arise. Problems with missing paperwork Traffic delays Delays in loading / offloading Damages Refusals Shortages Damages to vehicles All issues must be reported immediately to your point of contact Not keeping us informed can cause major problems for work scheduled for the rest of

the day putting extra pressure on other vehicles and can cause a huge amount extra administration work in the future.

There are several contact numbers and if you cannot make contact with one try an alternative no, there is no excuse for not making contact, our central control office is manned 24/7.

General Contact Details

Your Point of Contact at your local relevant site is always first call Telephone 07756 239174 (Emergency) Email Gary.cragg@ukxd.co.uk

Breakdowns

If you break down, use hazard lights. After calling the breakdown services remember to take the vehicle keys with you and stand behind motorway crash barriers or on the nearside verge of other roads whilst waiting for their arrival. Do not sit in the vehicle. Only get back into the vehicle if you feel at risk from attack, then return via the passenger side and keep the doors locked.

General road safety guidelines

No vehicle is to be driven in an illegal or unroadworthy condition. If a vehicle becomes

 

  

unroadworthy it must be taken off the road IMMEDIATELY. Supervision must be notified, and the driver will be given the opportunity to rectify the faults reported as soon as possible.

In adverse weather conditions, such as fog or icy roads, it is recommended that you assess the risk and either delay your journey or ensure it is safe to continue.

Safety belts must be worn at all times whilst in transit and it is the driver’s responsibility to ensure they are used at all times.

You should be fully conversant with the Highway Code. Attention must be paid regularly, preferably weekly, to check oil, lights, tyre condition

and tyre pressures, steering, brakes, windscreen washers and wipers, and the condition of the vehicle generally.

If any damage is caused to a vehicle due to neglect, the company reserves the right to take disciplinary action against the driver.

You must be conversant with ‘hours of darkness’ regulations requiring the vehicle to be lit by front and rear lights. In conditions of poor visibility such as fog, heavy rain, snow and smoke you are required by law to drive with dipped headlights, not sidelights. If in doubt, drive on dipped headlights. All lights must be kept clean and in full working order at all times.

Neither you nor anyone driving on behalf of the company is permitted to carry passenger whilst on company business.

Stow loose in the correct carrying configuration or on the floor at the back of the vehicle. In the event of a collision, unsecured items can cause injury if projected forward.

Theft and vandalism guidance

The ignition key must always be removed, and the vehicle locked according to the manufacturer’s recommendations whenever and wherever the vehicle is left unattended. Keys should be tethered to the driver by use of a key chain.

Check that the doors, windows, bonnet, boot lid and petrol cap are securely locked when the vehicle is left unattended.

Wherever possible, park in well-lit areas. If in a public car park or road side parking zone, always take the ticket with you, unless it is ‘pay and display’.

Never leave valuable items inside the cabin of the vehicle. Lock them in the secure stowage or preferably, take items out of the vehicle completely.

As soon as a theft or attempted theft is discovered the Police should be informed immediately. Your Supervisor and the Operations Director should then be contacted directly.

Risk assessment

Risk Assessment are available from your Supervisor

   

 

 

 

 

 

 

The law and your vehicle

It is your responsibility to comply with all laws relating to your vehicle.

Seatbelts Seat belts must be worn at all times in both the front and rear of the vehicle. They must

be maintained in proper working order.

Tyres Although the UK law stipulates that tyre tread must be at least 1.6mm across the

central width throughout the entire circumference with the remaining tread pattern still visible, it is recommended that tyres be changed when tread depth reaches 2.0mm. Tyre pressure must be maintained to the correct pressure (see vehicle handbook for details) and checked weekly.

Lights Drivers must ensure that all lights are clean and in working order. This includes rear

fog lamps, hazard warning lamps, number plate lights, indicator lights, brake lights, front and rear lights. It is also the driver’s responsibility to ensure that headlights are adjusted properly. Even in daylight hours the lights must be in full working order. Only use rear fog lamps in foggy conditions.

Windscreen If there are any cracks in the windscreen, please contact an authorised dealer who will

be able to confirm if a replacement is needed.

Horn and speedometer The law requires that all cars have a functional horn and speedometer at all times.

Vehicle Safety Checklist You are breaking the law if you drive a vehicle that has: defective seat belts defective exhaust defective brakes defective steering defective tyres (minimum tread depth = 1.6mm) defective speedometer defective lights, including indicators, brakes lights etc defective horn windscreen that is not completely transparent no valid vehicle excise duty (tax)

 

damaged bodywork that could be dangerous to others no number plates, or number plates which are not visible no current MOT, if applicable Fire Extinguisher (Recommended) Warning Triangle (Recommended) Hi Vis (Recommended) Safety shoes (minimal requirements ) You, as a driver, can be prosecuted in all the above instances, even if the defect is due

to bad workmanship by a garage. If you suspect a fault in any of the listed items, make sure they are rectified immediately.

Remember - if you lose your licence, you may also lose your ability to service your contracts

If you have any issues please contact your onsite manager and if you have any

escalations please contact Gary Cragg 07756239174

Production of documents If requested, the driver must produce one/some of the following documentation at a

driver nominated police station within five days: Insurance certificates V5 registration document MOT certificate Original driving licence

Prosecution In case of impending prosecution, UKE Multidrop should be informed, and Insurers

should be consulted and may provide legal advice or representation. In this circumstance the driver will be responsible for meeting the cost of any fine or

other penalty the court may impose. Should you lose your driving licence as a result of successful Police prosecution, the

company has the right to withdraw the offer of employment for the period of the disqualification.

The company accepts no liability for fines incurred following offences involving your vehicle and the responsibility for such offences, e.g., speeding, careless driving, drinking and driving, etc, is firmly placed with the driver.

It is an offence to drive a vehicle on a public highway without a valid driving licence. The company places upon YOU the responsibility to notify UKE Multidrop Ltd of any endorsement or disqualification imposed. Under no circumstances may a vehicle be

 

 

  

 

driven for or on behalf of UKE Multidrop Ltd after you have been disqualified or deemed to be unfit to do so by a doctor. You must also notify your line manager / Point of contact immediately.

Drugs, Drinking and Driving It is a very serious matter to be convicted of a driving offence, e.g., driving while under

the influence of drugs or alcohol. In the event of a conviction, drivers will not be permitted to drive for or on behalf of UKE Multidrop Ltd.

Parking fines Should you at any time incur a fixed penalty parking fine, you must settle this yourself

within the time specified. THIS IS NOT RECLAIMABLE FROM THE COMPANY.

Mobile phones It is an offence for the driver to use a mobile phone whilst a vehicle is being driven or is

in a stationary position in traffic, unless it is being used with a hands-free kit. Even with a legal hands-free kit the use of a mobile phone increases risks dramatically and employees, contractors and self-employed couriers are expected to use sensible judgement to restrict calls on the move to situations where there is little or no risk.

A hands-free kit is defined as a kit that enables a call to be made or received without the need to hold the handset.

Any member of staff who makes a call to a driver’s mobile phone must ask the driver if they are using a hands-free kit. If they are not the call must be aborted. It is possible for the caller, the driver and the company to be prosecuted in the event of an incident that happens when a driver is using a mobile.

Mobile Phone Guidance for drivers Since 1st December 2003, it has been an offence to use a hand-held phone when

driving. Drivers still risk prosecution, for failure to have proper control, if they use hands-free

phones when driving. A hand-held device is something that ‘is or must be held at some point during the

course of making or receiving a call or performing any other interactive communication function’.

Provided that a phone can be operated without holding it, then hands-free equipment is not prohibited by legislation.

Pushing buttons on a phone while it is in a cradle or on the steering wheel for example, is not covered by the offence, provided the phone is not held. However, drivers still face prosecution for failing to have proper control of a vehicle if the hands- free phone is deemed to be a distraction.

If there is an incident, the use of any phone or similar device might justify charges of careless or dangerous driving. (Source: Department for Transport)

      

 

 

 

 

 

 

Cleanliness of your vehicle

You have the responsibility to drive the vehicle safely and to comply with all vehicle-operating requirements as stated in law, this code of conduct and the manufacturer’s handbook.

You are expected to keep the vehicle in a clean and tidy condition at all times. Kept in good order, the vehicle will reflect a good image of both you and the company. If you allow the vehicle condition to deteriorate through neglect it could be dangerous and cause serious injury. Animals are not permitted to be carried in the vehicle used for UKE Multidrop Ltd business.

Smoking is not permitted in vehicles at any time.

Vehicle inspections

Random inspections of all vehicles used on company business may be carried out from time to time without prior notice.

Care and maintenance

Care and maintenance of the vehicle is your responsibility. Please ensure that you note the following:

Routine checks The checks set out in the vehicle handbook are essential. It is your responsibility to

check: Daily walk round visual checks at least daily engine oil at least weekly brake fluid at least monthly battery levels at least monthly windscreen washers at least weekly radiator level at least weekly tyre pressures and tread condition at least weekly lights, including indicators at least weekly

Miscellaneous

Windscreen/glass replacement Irrespective of the source of the vehicle it is illegal to have a crack in the windscreen

within the driver’s sightline and these should be repaired at the earliest opportunity.

Breakdown assistance

In the case of breakdown drivers should ensure that adequate recovery is available

 

 

 

 

 

 

 

and that deliveries routed the required location.

Accident procedure

In the event of an accident, theft or other incident, you must inform your supervisor and the Operations Director.

To assist your wellbeing and, at the same time, help your understanding of the various processes, please find below some helpful information.

Reporting accidents to the Police

Only report an accident to the Police if: there is an injury to a person or animal (i.e., dog or larger).

the third party refuses to give name and address details or fails to stop after the accident (however slight). This includes damage caused to the vehicle whilst parked.

you are unable to give your name and address to a third party at the scene of the accident.

the incident is theft or attempted theft of the vehicle or any of its accessories.

What to do in the event of an accident: Stop and switch off your engine to avoid fire and switch on your hazard warning lights. Your first priority must be the safety and care of any persons involved. Call an

ambulance in case of injury or the fire brigade if there is danger of fire or where someone is trapped.

Do not discuss what happened. DO NOT ADMIT LIABILITY, APOLOGISE OR OFFER ANY PAYMENT even if you

consider the accident was your fault. To do so could invalidate any insurance claim. Even a simple apology can be misconstrued at a later stage of the proceedings.

Conversely, do not accept any offer to pay for any damage to your vehicle.

Write down: Names, addresses and telephone numbers of any witnesses.

The date and time of accident.

The registration number of any vehicle whose occupants may have seen the accident. Name, number and station of any attending police officers.

Obtain and write down third party(s): Name (if not owner, relevant particulars of owner). Address in full and telephone number if applicable. Owner of vehicle(s) and addresses.

    

 

   

   

Insurance company including policy numbers.

Make, model, colour and registration of vehicle.

Details of all damage.

The number of people in the vehicle.

REMEMBER you do not have to make a statement to the police, and it is better not to as you may be in a state of shock and could incriminate yourself. If you decide to make a statement write it down yourself and keep a copy.

Insurance

The vehicle must be insured for business use and for use by only those drivers that have completed the company’s approved driver process.

All drivers must have a valid Insurance policy and certificates are checked by UKE Multidrop Ltd for all drivers annually.

Disclosure of material facts

It is a condition that vehicles are not driven by any person who:

suffers from any disease or infirmity that impairs the ability to drive.

has been refused motor vehicle insurance cover. has, during the last 5 years, been convicted of any of the following motoring offences:

causing death by dangerous driving. dangerous driving (by any terminology). failing to stop after an accident. any offence which resulted in suspension from driving. driving under the influence of drink or drugs. has any driving conviction not disclosed to the company? Banned from driving within the last 3 years Have more than 6 penalty points on their licence

Failure to disclose any pertinent facts could invalidate your insurance. It is imperative that you inform your supervisor or point of contact of ANY motoring

conviction (other than parking) as soon as possible. Failure to notify the DVLA of any impediment that may affect driving ability is an

endorsable offence incurring up to six penalty points.

Maternity and Paternity Policy

When you or your partner are expecting a baby: when you are pregnant you will be entitled to take maternity leave if you want to, irrespective of your length of service or the number of hours you work each week. If you are an employee and have sufficient service

and earnings you may also be eligible for statutory maternity pay for 39 weeks. Parallel arrangements are available if you are expecting to adopt.

If you are an employee, statutory paternity leaves and pay is available for a maximum of two weeks’ leave following the birth of a child, taken in order to support the mother or care for the new child. To qualify you must have worked directly for the company for at least 26 weeks by the end of the 15th week before the baby is expected. It can be taken as a single week or two consecutive weeks.

You may be also be entitled to shared parental leave which is designed to give parents / adopters more flexibility in how to share the care of their child in the first year following birth or adoption. If you are eligible you can share up to 50 weeks leave and can decide to be off work at the same time and/or take it in turns to have periods of leave to look after the child.

An employee who has or expects to have responsibility for a child is also entitled to take unpaid parental leave to care for that child. To be eligible to take parental leave, you must have been employed by the company for at least one year. Parental Leave consists of 18 weeks’ unpaid leave for each child born or adopted, taken at any time up to the child’s eighteenth birthday. Up to four weeks’ parental leave can be taken in respect of each child, each year, in blocks of one week or more. We need at least 21 days’ notice of your intention to take parental leave.

The situation around pregnancy and adoption is complex, and so when this becomes an issue for you please let us know and we will arrange to let you have further details of your entitlements and what you need to do.

If you are an independent contractor, you will not be eligible from the company statutory maternity pay, but you will be able to claim this through your own company or PAYE, please seek independent advice

Time Off or Period of unavailability If you are an employee, you are legally entitled to take a reasonable amount of time off

to deal with certain prescribed emergencies involving certain dependants. A dependant is your child (including adopted child), husband, wife or parent. It also includes someone who lives in your household, and someone who reasonably relies on you, such as an elderly relative. Time Off for Dependants can be taken, for example, if a dependant falls ill or is injured, if care arrangements break down, or to arrange or attend a dependant's funeral. Any time taken off must be necessary and reasonable in the particular circumstances. Time Off for Dependants is not paid.

If you are an independent contractor, there are no obligations for you to provide service to the company and there is no obligation for the company to provide you with work.

For any period away from the company for more than 28 days will require a new onboarding process to be completed with our clients.

Standards of Performance and Behaviour at Work

Appearance

UKE Multidrop Ltd does not seek to inhibit individual choice in relation to your appearance. However, you are expected to dress appropriately at all times in relation to your role, and to ensure that your personal hygiene and grooming are properly attended to prior to presenting yourself at work.

Your work brings you into contact with the general public so you must ensure your dress and grooming standards reflect the values of UKE Multidrop Ltd.

Identity Documents

You will be issued with an identity badge. This remains the property of UKE Multidrop Ltd loss of your badge must be reported immediately to your Supervisor / Point of contact

Personal Property

Any personal property such as jewellery, cash, credit cards, clothes, cars, etc. left on UKE Multidrop Ltd or Client premises is done so entirely at your own risk. You are strongly advised not to leave any valuables unattended, either on ours or client premises, in your own vehicle. UKE Multidrop Ltd does not accept liability for loss or damage to any personal property whatsoever.

Smoking Policy

Legislation now exist which makes it illegal to smoke in enclosed public spaces. Smoking (**including e-cigarettes) is therefore strictly prohibited on all UKE Multidrop Ltd premises (including entrances and exits) and in all vehicles used for company business.

Outside areas have been identified for those who wish to smoke during their break-time. Should you wish to smoke on Client premises, please ensure that local rules are followed.

Confidentiality

It is a condition of your agreement that you have a duty of confidentiality with regards to UKE Multidrop Ltd

During the course of your delivery service you may find yourself in possession of sensitive information, the disclosure of which could be construed as a breach of confidentiality. It is a condition of your agreement that you have a duty of confidentiality to the Company, and you must not discuss any Company sensitive or confidential matter whatsoever with any outside organisation including the media.

You must not make reference to the Company or its services or represent yourself on behalf of the Company on social media without formal permission from the Company to do so.

Anti-Solicitation POLICY STATEMENT The Anti-solicitation policy outlines the agreement that any ex-supplier

of UKE Multidrop ltd or its subsidiary companies shall not contact any employee or contractor of the Company for any business enterprise for a period of 1 year (12 months) from the final date of leaving with the Company.

Bribery and other Corrupt Behaviour

UKE Multidrop Ltd has a strict anti-bribery and corruption policy in line with the current bribery regulation. A bribe is defined as: giving someone a financial or other advantage to encourage that person to perform their functions or activities improperly or to reward that person for having already done so.

If you bribe (or attempt to bribe) another person, intending either to obtain or retain business for the company, or to obtain or retain an advantage in the conduct of the company's business this will be considered gross misconduct. Similarly accepting or allowing another person to accept a bribe will be considered gross misconduct. In these circumstances you will be subject to formal investigation under the Company’s investigation procedures, and the relevant action up to and including termination may be applied.

Data Protection and Access to Information

UKE Multidrop Ltd will comply with all statutory requirements of the Date Protection Act by registering all personal data held on its computer and/or related electronic equipment and by taking all reasonable steps to ensure the accuracy and confidentiality of such information.

The Data Protection Act protects individuals’ rights concerning information about them held on computer. Anyone processing personal data must comply with the eight principles of good practice. Data subjects have:

The right to be informed The right of access The right to rectification The right to erasure The right to restrict processing The right to data portability The right to object Rights in relation to automated decision making and profiling.

Employees, contractors or self - employed couriers can request access to the information held on them by the Company. All requests to gain access to their personnel records should be made in writing. There is no charge for this service.

Changes in Personal Information for Employment Purposes It is important that our records are correct, as inaccurate or out of date information may

affect your payment or cause difficulties in situations where contact is required for emergencies. You must notify your Line Manager / Supervisor immediately of all changes in the following personal information:

Name Home address Telephone number Bank account details Emergency contact Driving licence and insurance details Criminal charge, caution or conviction Conflict, or potential conflict of interest Personal data on all is held in accordance with the provisions of the Company’s Data

Protection Policy which will be made available for inspection by you if required.

Child Labour

The company does not accept child labour. THe company supports the United Nations (U.N.) Convention on the Rights of the Child

(1989). In addition, this policy is based on the International Labour Organisation (ILO) Minimum Age

Convention no. 138 (1973). According to this convention, the word “Child” is defined as any person below (18) years of age, unless local minimum age law stipulates a higher age for work or mandatory schooling, in which case the higher age would apply. If, however, the local minimum working age is set at fourteen (14) years of age in accordance with exceptions for developing countries, the lower age will apply

Equality and Diversity

Equality Policy

UKE Multidrop Ltd is committed to encouraging equality and diversity among our workforce/suppliers and eliminating unlawful discrimination.

The aim is for our workforce/suppliers to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give

their best. The organisation - in providing goods and/or services and/or facilities - is also

committed against unlawful discrimination of customers or the public The policy’s purpose is to: provide equality, fairness and respect for all in our organisation, whether temporary,

part-time, full-time or independent contractor not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender) and sexual orientation oppose and avoid all forms of unlawful discrimination.

The company will accommodate within reason when a qualified individual with a

disability, religious, or pregnancy needs it to: perform essential functions of his or her job :

equally appreciate the benefits and privileges of employment that are available to employees without disabilities; and successfully overcome issues raised in a disciplinary or performance-based action proposed or taken when the employee identifies mitigating circumstances and subsequently requests a reasonable accommodation to address the reasons supporting the disciplinary or performance-based action. The company will also perform risk assessments and monitoring to ensure safe working, and no heavy lifting when applicable.

This includes in pay and benefits, terms and conditions of employment, dealing with

grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities

The organisation commits to: encourage equality and diversity in the workplace as they are good practice and make

business sense create a working environment free of bullying, harassment, victimisation and unlawful

discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued

This commitment includes training managers and all others about their rights and responsibilities under the equality policy.

Valuing Diversity UKE Multidrop Ltd is committed to valuing diversity and seeks to provide all

employees, contractors or self - employed couriers with the opportunity for employment, career and business development on the basis of ability, qualifications and suitability for the work as well as their potential to be developed into other opportunities within the company

We believe that people from different backgrounds can bring fresh ideas, thinking and approaches which make the way work is undertaken more effective and efficient.

The Company will not tolerate direct or indirect discrimination against any person on grounds of age, disability, gender / gender reassignment, marriage / civil partnership, pregnancy / maternity, race, religion or belief, sex, or sexual orientation whether in the field of recruitment, terms and conditions of employment, career progression, training, transfer or dismissal.

It is also the responsibility of all staff and contractors in their daily actions, decisions and behaviour to endeavour to promote these concepts, to comply with all relevant legislation and to ensure that they do not discriminate against colleagues, customers, contractors, suppliers or any other person associated with the Company.

Key Actions In adopting these principles UKE Multidrop Ltd: Will not tolerate acts that breach this policy and all such breaches or alleged breaches

will be taken seriously, be fully investigated and may be subject to disciplinary action where appropriate.

Fully recognises its legal obligations under all relevant legislation and codes of practice.

Will allow employees, contractors or self - employed couriers to pursue any matter through the internal procedures which they believe has exposed them to inequitable treatment within the scope of this policy. If you need to access these procedures, they can be obtained from your supervisor e.g. Complaints Procedure, Dignity at Work Procedure etc.

Will ensure that all managers understand and maintain their responsibilities and those of their team under this policy.

Will offer flexible working patterns, wherever operationally feasible, to help employees to combine a career with their domestic responsibilities.

Will provide equal opportunity to all who apply for vacancies through open competition. Will select suppliers and candidates only on the basis of their ability to carry out the

job, using a clear and open process. Will provide all employees with the training and development that they need to carry

out their job effectively. Will provide all reasonable assistance to employees who are or who become disabled,

making reasonable adjustments wherever possible to provide continued employment. We will ensure an appropriate risk assessment is carried out and that appropriate specialist advice is obtained when necessary.

Will distribute and publicise this policy statement throughout the Company

Dignity at Work

Statement UKE Multidrop Ltd believes that the working environment should at all times be

supportive of the dignity and respect of individuals. If a complaint of harassment is brought to the attention of management, it will be investigated promptly, and appropriate action will be taken.

What and How of Harassment Harassment can be defined as conduct, which is unwanted and offensive and affects

the dignity of an individual or group of individuals. Sexual harassment is defined as “unwanted conduct of a sexual nature, or other

conduct based on sex, affecting the dignity of women and men at work”. This can include unwelcome physical, verbal or non-verbal conduct.

People can be subject to harassment on a wide variety of grounds including: race, ethnic origin, nationality or skin colour sex or sexual orientation religious or political convictions willingness to challenge harassment, leading to victimisation disabilities, sensory impairments or learning difficulties status as ex-offenders age real or suspected infection with a blood borne virus (e.g. AIDS/HIV) membership of a trade union or activities associated with membership Forms may include: physical contact ranging from touching to serious assault verbal and written harassment through jokes, offensive language, gossip and slander,

sectarian songs, letters and so on visual display of posters, graffiti, obscene gestures, flags and emblems isolation or non-cooperation at work, exclusion from social activities coercion ranging from pressure for sexual favours to pressure to participate in

political/religious groups intrusion by pestering, spying, following someone

bullying

What should I do if subject to Harassment? If you feel you are being harassed, you are strongly encouraged to seek early

advice/support from your Line Manager or supervisor. If your feel your manager / supervisor is harassing you, then you should contact his / her immediate senior manager.

You should also keep a written record detailing the incidents of harassment and any requests made to the harasser to stop. This written record should be made as soon as possible after the events giving rise to concern and should include dates, times, places and the circumstances of what happened.

UKE Multidrop Ltd has a formal procedure for dealing with these issues which you can obtain from your supervisor.

Health and Safety

Introduction UKE Multidrop Ltd recognises and accepts its responsibility as an employer to

maintain, so far as is reasonably practicable, the safety and health of its employees, and of other persons who may affected by its’ activities.

It is your duty as an employee and contractor not to put at risk either yourself or others by your acts or omissions. You should also ensure that you are familiar with the Company health and safety arrangements. Should you feel concern over any health and safety aspects of your work, this should be brought to the attention of your line manager immediately.

Procedure in the event of an accident An Accident Book is available from your supervisor and it is the responsibility of each

individual employee to report and record any personal injury. Any near miss occurrence (i.e. no one was injured but the incident had the potential to injure or kill) at work should be reported immediately to your supervisor.

All drivers who are absent from work following an injury or ill health from a work-related event must complete a self-certification form, which clearly states the nature and cause of the injury.

For any driver who suffers an injury at work which results in them being away from work, or unable to do their normal work, for three days or more (including weekends, rest days or holidays) it is important that your supervisor is informed.

Procedure for Formal Investigations

Formal investigations should be carried out by the most appropriate manager who is not directly involved with the incident being investigated. This manager may involve others to assist with the investigation process. All the relevant facts should be gathered promptly as soon as is practicable after the incident. Statements should be taken from witnesses at the earliest opportunity. Any physical evidence should be preserved and/or

photographed if reasonable to do so. A report should be prepared which outlines the facts of the case. This should be

submitted to the appropriate Senior Manager / Director who will decide whether further action is required. Where appropriate, this report may be made available to the individual and their representative.

In most circumstances where misconduct or serious misconduct is suspected, it will be appropriate to set up an investigatory hearing. This would be chaired by the appropriate Senior Manager / Director, who would be accompanied by another manager. The investigating manager would be asked to present his/her findings in the presence of the employee who has been investigated. Witnesses should be called at this stage, and the employee, contractor or self - employed courier allowed to question these witnesses. The employee has a right of representation at this hearing.

Following the full presentation of the facts, and the opportunity afforded to the employee, contractor or self - employed courier to state his side of the case, the hearing should be adjourned, and everyone would leave the room except the senior manager / Director hearing the case, and the other manager. They would discuss the case and decide which of the following option was appropriate:

take no further action recommend counselling proceed to a disciplinary hearing All parties should be brought back, and informed as to which option has been chosen. Should the decision be taken to proceed to a disciplinary hearing, then this may follow

on immediately from the investigatory hearing if the following criteria have been met: the employee, contractor or self - employed courier has been informed by letter that the investigation may turn into a disciplinary hearing, and that they have the right of representation has been told in advance what the nature of the complaint is, and had time to consult with a representative all the facts have been produced at the investigatory hearing, and the manager / Director is in a position to decide on disciplinary action. the manager should inform the employee, contractor or self - employed courier and their representative that the hearing would now become a formal disciplinary hearing and invite them to say anything further in relation to the case.

It may be appropriate at this point to adjourn proceedings, whilst necessary arrangements are made for a representative to attend the hearing at the request of the employee.

Should anyone who is subject to disciplinary action resign during the course of it, the action will cease unless there are extenuating circumstances which require its continuance. The subject of the discipline may also request that the disciplinary action continue.

Appeals Every employee, contractor or self - employed courier has the right to appeal against

the outcome of a investigation hearing. The basis of an appeal should normally relate to one of the following areas:

that the Companies' Procedure had not been followed correctly. that the resulting disciplinary action was inappropriate. that the need for disciplinary action was not warranted. that new information regarding disciplinary action, has arisen

An appeal should be put in writing. The letter of appeal may be constructed by the employee, contractor or self - employed courier or their representative. The letter should contain the grounds for appeal and should be lodged within 10 days of receipt of the warning / dismissal letter.

An appeal will be arranged within 20 working days of receipt of the appeal letter.