Logistics UK flags low awareness of grey fleet responsibilities

The organisation says many businesses still fail to recognise that employees’ own cars

Millions of private vehicles used for work are exposing employers to legal and financial risk, according to Logistics UK, as it launches a new compliance tool aimed at tackling low awareness of so-called “grey fleets”.

The organisation says many businesses still fail to recognise that employees’ own cars, when used for work journeys, carry the same legal responsibilities as company-owned vehicles.

To address the issue, Logistics UK has launched Grey Fleet Checks as part of its Vision compliance platform, allowing organisations to manage the compliance of privately owned vehicles alongside their wider fleet.

The new functionality is built into Vision’s Licence Check module and is designed to help employers reduce risk by ensuring vehicles and drivers meet legal requirements.

Jemma James, director of partnerships and digital services at Logistics UK, said misunderstanding around grey fleet responsibility remains widespread. “Many organisations do not appreciate that their legal responsibility for ‘grey fleets’ is exactly the same as for the vehicles they operate directly,” she said.

She warned that the consequences of non-compliance can be severe. “Privately owned vehicles used for work are classed as work equipment and, if not properly managed, can expose organisations to serious legal and financial risks,” she said.

She added that breaches of health and safety law can lead to “unlimited fines for organisations” and, in serious cases, individuals facing “up to two years in prison”.

The UK’s grey fleet is estimated to total around 14 million vehicles, yet research cited by Logistics UK suggests compliance checks are often lacking.

Almost half of employees using their own car for work have not had their driving licence checked by their employer, while a third have not been asked to provide a valid MOT certificate.

More than half of senior executives surveyed incorrectly believed that employees driving their own vehicles for work were not the organisation’s responsibility.

Ms James said employers must take a more structured approach. “Employers must ensure vehicles are roadworthy, properly maintained and safe to use, supported by evidence such as MOT and servicing records,” she said.

She said, at a minimum, organisations need to check driver licences, insurance, MOTs and road tax, adding that accurate record-keeping is critical to demonstrating compliance.

Logistics UK said its new Grey Fleet Checks service links directly with DVLA data for real-time validation, while insurance documents are checked using a combination of artificial intelligence and human verification to confirm business cover.

All data is stored within the Vision platform and can be accessed remotely, with organisations able to tailor the system to their own policies, including vehicle age, emissions, mileage and driver criteria.

To encourage uptake, Logistics UK is offering an early-adopter discount on the new service.