Drivers' Terms & Conditions and Code of Conduct

1. Purpose and Scope

These Terms & Conditions and Code of Conduct set out the professional, legal, and safeguarding standards expected of all drivers. Compliance with this document is mandatory and forms part of the contractual agreement between the driver and the operating company.

The objective is to ensure safety, reliability, professionalism, safeguarding of service users, and full compliance with licensing and council requirements.

2. Legal Compliance and Highway Safety

• Drivers must comply at all times with the Highway Code, road traffic laws, and licensing regulations.
• The safety of service users—particularly children—escorts, and drivers is the highest priority.
• Dangerous, careless, or aggressive driving behaviour will be treated as a serious breach and may result in immediate termination.

3. Punctuality and Operational Reliability

• Drivers must arrive on time for all scheduled pickups and drop-offs.
• Drivers are responsible for planning journeys in advance, allowing extra time for adverse weather, traffic congestion, or road conditions.
• Repeated lateness or failure to manage time appropriately may result in disciplinary action.

4. Professional Conduct and Vehicle Standards

• Drivers must conduct themselves in a professional, courteous, and respectful manner at all times.
• Drivers represent the operating company and relevant local authorities while on duty.
• Vehicles must be clean, tidy, and well-maintained internally and externally.
• Vehicles must be free from strong or unpleasant odours.
• A strict no-nuts policy must be followed at all times due to allergy and safeguarding requirements.

5. Seatbelts and Passenger Safety

• Drivers must wear a seatbelt at all times while driving.
• Drivers are responsible for ensuring that all service users and escorts are correctly seated and wearing seatbelts before the vehicle moves.

6. Licensing, Documentation, and Legal Status

• Drivers must ensure the following are valid, current, and compliant at all times:
  • Driver licence and badge
  • Vehicle licence/plate
  • Insurance (appropriate for the contract)
  • MOT certificate
  • Enhanced DBS clearance (where required)
• Failure to maintain valid documentation may result in immediate suspension or termination.

7. Escort Requirements

Where an escort is required, the driver must ensure the escort is present and wearing their official escort identification badge at all times during duty.

8. Smoking and Vehicle Regulations

• Smoking and vaping are strictly prohibited in the vehicle at all times.
• A clearly visible No Smoking notice must be displayed in the vehicle in accordance with legal requirements.

9. Vehicle Plate Display

• The taxi or private hire vehicle plate must be securely displayed externally at the rear of the vehicle, next to the registration number.
• Plates must not be displayed inside the rear window or windscreen.

10. Communication and Delays

• Drivers must immediately inform the operating company if they anticipate any delay.
• Schools, parents, or guardians must also be notified as soon as reasonably possible to minimise disruption.

11. Authorised Passengers Only

• Only the authorised service user(s) and assigned escort are permitted in the vehicle.
• No additional passengers are allowed under any circumstances.
• Breach of this rule may invalidate insurance and is considered a serious safeguarding violation.

12. Professional Boundaries and Contact Details

• Drivers must not share personal contact details with service users (children).
• Drivers may share contact details with parents or guardians only where operationally necessary and authorised.

13. Identification While on Duty

Drivers must wear their official driver identification badge at all times while working.

14. Notice Period and Contract Changes

• Drivers must provide a minimum of two (2) weeks' written notice if they wish to leave a contract.
• Where insufficient notice is given and cover must be arranged, a deduction of up to 30% of the daily fee may apply.

15. Holidays and Leave

• Any planned holidays or periods of unavailability must be declared in advance.
• Drivers must ensure that contractual obligations are not disrupted due to unreported leave.

16. Payments

Payments will be made by bank transfer (BACS) in accordance with agreed payment schedules.

17. Confidentiality and Data Protection

• Drivers must not share or disclose any sensitive or personal information relating to service users.
• This includes, but is not limited to, names, addresses, medical information, school details, or family circumstances.
• Breaches of confidentiality will be treated as serious disciplinary matters.

18. Breach of Terms

• Any breach of these Terms & Conditions may result in:
  • Verbal or written warnings
  • Suspension of duties
  • Immediate termination of contract
  • Reporting to the relevant licensing authority or council where applicable

19. Acceptance