Policy 11.4 — Eddie's Doggy Daycare, Paddock Farm, Harlow, Essex CM17 9HP

Transport & Vehicle Policy

Transport & Vehicle Policy

1. Scope

This policy applies to all employees who use a company vehicle for any purpose, including during and outside of work hours where the vehicle is assigned to them.

2. Qualifying for a Company Vehicle

Employees may qualify for a company vehicle if they are employed as a full-time Daycare Assistant and require a vehicle for their daily duties (pick-ups, drop-offs, and site transfers).

Eligibility criteria:

• Must be aged 21 or over
• Must hold a valid full UK manual driving licence
• Must have no more than 3 penalty points on their licence
• Must successfully complete a driving assessment with a qualified instructor arranged by Eddie's
• Must declare any driving convictions, bans, or pending prosecutions at the point of application and immediately upon any change

3. Employee Responsibilities

All employees assigned a company vehicle must:

• Maintain a proper and current driving licence at all times
• Notify management immediately of any licence changes, penalty points, or driving-related citations
• Follow all safe driving practices and obey all traffic regulations at all times
• Ensure all human occupants wear safety belts
• Complete the daily vehicle checklist before the first journey of each day
• Report when the vehicle is due for servicing, MOT, or when any warning lights appear
• Not use the vehicle for non-business purposes without prior written authorisation
• Park in safe and legal areas at all times
• Keep the vehicle clean, tidy, and free from personal belongings
• Never operate the vehicle under the influence of alcohol, controlled substances, or any medication that impairs driving ability
• Never carry unauthorised passengers (hitchhikers, personal acquaintances during work hours)
• Never use a mobile phone while driving (hands-free systems may be used for navigation only)

4. Financial Responsibility

The employee is financially responsible for:

• All parking fines, traffic violations, and associated administrative fees incurred while the vehicle is in their care
• The insurance excess in the event of an at-fault accident (capped at the policy excess amount)
• Valet or professional cleaning costs if the vehicle is returned in an unacceptable condition as determined by management

5. Dog Transportation Standards

All dogs must be transported in compliance with the following requirements:

• Crating: Every dog must be placed in an individual, secure, appropriately sized crate within the vehicle. Crates must be clean, dry, and free from sharp edges or damage.
• Ventilation: Sufficient airflow must be maintained at all times. Windows or vents must be partially open where safe to do so, and air conditioning must be used in warm weather.
• Temperature monitoring: The driver must monitor vehicle temperature throughout each journey. If the internal temperature exceeds 24°C, air conditioning must be activated. Dogs must never be transported when the vehicle interior exceeds 26°C.
• Journey duration: Individual dog journey times should not exceed 60 minutes. Where longer journeys are unavoidable, a rest stop with access to water must be provided.
• Supervision: Dogs must never be left unattended in a vehicle. Dogs must never be left in a stationary vehicle even briefly, with or without the engine running or air conditioning active. If the driver must leave the vehicle (for example to collect a dog from a customer’s home), the dogs already loaded must remain under the direct supervision of a second member of staff, or the vehicle must be empty. g., collecting a dog from a customer's home), the engine must remain running with air conditioning active,
• Water: Fresh water and non-spill bowls must be carried in every vehicle at all times.
• Loading and unloading: Dogs must always be loaded and unloaded on the pavement side, never the road side. Bungee leads must be used to secure dogs during the short walk between vehicle and premises.
• Incident reporting: Any incident during transportation — however minor — must be logged on the Incident Report system (ProPet) before the end of the working day.

6. Vehicle Maintenance

• All company vehicles are serviced in accordance with the manufacturer's schedule
• MOT, insurance, and road tax are managed centrally by the Owner
• Drivers must report any defects, warning lights, or unusual sounds immediately
• Vehicles with safety defects must not be used until repaired

7. Accident Procedure

In the event of a road traffic accident:

1. Ensure the safety of all occupants and dogs
2. Call emergency services if anyone (human or animal) is injured
3. Exchange details with the other party (name, insurance, registration)
4. Take photographs of the scene, all vehicles involved, and any damage
5. Do not admit liability at the scene
6. Notify management immediately by phone
7. Complete a written accident report within 24 hours
8. If dogs are distressed or injured, contact the registered vet for guidance

8. Breach of Policy

Any breach of this policy will be investigated and may result in disciplinary action up to and including dismissal. Serious breaches (driving under the influence, deliberate misuse of vehicle, endangering animals) will be treated as gross misconduct.

Dog Identification

Every dog transported must wear a collar and an Eddie's Doggy Daycare ID tag bearing the business name and contact telephone number. Spare tags are kept in every vehicle and their presence is confirmed on the Van Daily Safety Check.