Privacy Policy

Privacy Notice

1. Introduction

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.

We know that there's a lot of information here, but we want you to be fully informed about your rights, and how Co-wheels uses your data. For simplicity, throughout this notice, when we refer to "we" or "us"; it means Co-wheels Car Club. We hope the following sections will answer any questions you have but if not, please do get in touch with us.

It's likely that we'll need to update this Privacy Notice from time to time. We'll notify you of any significant changes, but you're welcome to come back and check it whenever you wish.

2. The personal data we collect

If you register as a Co-wheels member;

• your name, address as it appears on your driving license, billing details & address if different to that on your driving license, date of birth, email and telephone number.
• an encrypted record of your login password.
• your driving license details and history with regards to any driving offences, as well as asking for specific information relating to medical conditions that may affect eligibility for holding a driving license.
• Details of your interactions with us through our Member Support Team through our various support channels or where changes have been made to your account on a self-service basis through the Co-wheels booking system.
• Copies of documents you provide to prove your age or identity where the law requires this. (including your passport and driver's license). This will include details of your full name, address, date of birth and facial image.
• Details of your visits to our websites or apps, and which site you came from to ours.
• Details of your bookings and use of our vehicles including GPS and vehicle tracking data.
• Payment card information.

To assist with the reporting of insurance claims some vehicles may be fitted with dash cams, in such instances we may also collect video footage of your journey and or any activity within the lens capture area of the camera.

Information gathered by the use of cookies in your web browser.

Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.

When you use one of our vehicles we will collect information such as GPS locations during your booking and also information relating to driving styles such as speeds, acceleration and deceleration rates and g-force information.

If you only register on the Co-wheels website for information and offers then we will only collect your name, email address and postcode so that we can personalise the information that we send you.

Our services are not intended for children under the age of 17 and we do not knowingly collect data relating to children.

3. How we collect your personal data

• When you register and use the Co-wheels booking system and also when you use one of our vehicles
• When you sign up on the Co-wheels home page for further information or to be kept updated for offers
• If you engage with us on social media.
• When you download or install one of our apps.
• If you contact us by any means with queries, complaints, details about a breakdown or accident.
• If you ask us to email you information about a product or service.
• When you enter prize draws or competitions.
• If you choose to complete any surveys, we send you.
• When you comment on or review our products and services.
• When you fill in any forms. For example, if you are involved in an accident, a member of our team may collect additional personal data or that of third parties for insurance purposes on your behalf.
• When you've given a third-party permission to share with us the information they hold about you. For example, when you provide us with your DVLA sharing code.
• When you visit our website, we may collect information via cookies, pixels and tags, more information on this can be found under section 5 of this privacy policy.

4. The legal bases we rely on for processing personal data

The law on data protection sets out several different reasons for which a company may collect and process your personal data, including:

Contract
In certain circumstances, we process your personal data in order to enter into a contract with you or for the performance of the contract. For example, we need your name and address to be able to send your smart card to you and we need your email address so that you can access the booking system to use the Co-wheels service.

Complying with a legal obligation
If the law requires us to, we may need to collect and process your data.

For example, we need your driving license details to ensure that you are legally eligible to use the Co-wheels service and be covered by our insurance.

Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.

For example, to be able to provide a service and also identify ways to improve our service and your experience of using our cars we have a legitimate interest and need to hold and process your data.

Consent

In specific situations, we may process personal information based on your consent.

5. How and why we use your personal data

Remember, if you choose not to share your personal data with us, or refuse certain permissions, we will be unable to provide you with membership and access to book our vehicles.

We will use the data you provide us with to determine your eligibility for membership of Co-wheels Car Club. This will include checking the driving license and driving history information you have provided us with to determine whether you are covered on our insurance to drive our vehicles. Where a user is applying for an account and will therefore be responsible for billing and charges against an account, we may also carry out a credit reference to confirm identity and to assist with the prevention of fraud. Such checks will only be completed with your consent however failure to give consent within the application process may result in your application for membership being unsuccessful.

We will use your details to provide the service delivered by Co-wheels Car Club. This will include sending your smartcard and membership pack to the address you have provided us with, sending you emails so we can verify your email address and send you booking confirmations and billing details.

To protect our business and your account from fraud and other illegal activities by automatically checking your password when you log in against the one that you used at registration, or reset if you have updated your password.

To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud.

If we discover any criminal activity or alleged criminal activity through fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim to protect the individuals we interact with from criminal activities.

We will use your personal data, preferences and details of your transactions to keep you informed by email about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on. Of course, you are free to opt out of hearing from us by any of these channels at any time by contacting us as set out below.

To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, changes to Terms & Conditions of use, and legally required information relating to ongoing membership of Co-wheels Car Club These service messages will not include any promotional content and do not require prior consent when sent by email. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.

To develop, test and improve the systems and services we provide to you. We'll do this on the basis of our legitimate business interests.

To comply with our contractual or legal obligations to share data with law enforcement or other relevant parties.

To send you surveys and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you.

We will use cookies, pixels and tags to identify which pages of our website are being used to help us analyse data about web page traffic and improve our website for our customer's needs. A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. We also use this data for Social Media adverts such as Facebook and Search Advertising, such as Google Ads, Social Media, Search Advertising and remarketing may display relevant ads tailored to you based on which parts of our website you visit, or to stop sending you adverts if they are not relevant to you. These cannot be used to identify you, and are simply used to say "This person visited this page, so show them ads relating to that page. This helps us tailor our marketing to better suit your needs and only display ads that are relevant to you.
We also collect, use and share Aggregated Data such as statistical or demographic data to build a general model of users and behaviours to improve and/or enhance the service. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to understand and analyse demand and interest for our services. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We may use video footage captured on dash cams to aid in the assessment of insurance claims or eligibility of membership based on what may be deemed as acceptable or appropriate usage of our vehicles and we may use GPS and driving data, to analyse your driving during each trip thus prevent fraud, ensuring driver safety and the safety of passengers and other road users and to analyse customer driving styles and patterns. We may also use this data to send you notifications on your smart driving and also to maintain vehicle security and GPS tracking on overdue or unaccounted for vehicles or vehicles travelling outside of authorised jurisdiction as described in the Terms and Conditions of Service.

6. Using your data for direct marketing

We want to bring you offers and promotions that are most relevant to your interests at times. To help us form a better, overall understanding of you as a customer, we combine your personal data gathered as described above, for example your booking history. For this purpose, we may also combine the data that we collect directly from you with data that we obtain when you post on social media relating directly or indirectly to our pages and/or posts.

We will get your express opt-in consent before we share your personal data with any company outside Co-wheels for marketing purposes.

7. Protecting your data

We know how much data security matters to all our customers. We will treat your data with the utmost care and take all appropriate steps to protect it.

The booking system where you enter your personal data is secured by https technology and Co-wheels hold Cyber-Essentials certification, a government approved IT security certificate which has to be renewed on an annual basis.
Access to your personal data is password-protected, and sensitive data (such as your password and payment card information) is secured by encryption.

We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

8. How long we hold your personal data

Due to the nature of membership we will keep your personal data for as long as you remain a Co-wheels member. We need to do this to ensure that we can provide the service to you. If you close your account or it was not approved for any reason or you registered your details but did not fully submit an application, we will still retain your information on the basis below.

Retention Periods:

Closed Accounts & Non-approved Accounts

We will keep your data for 7 years, this is in case the information is required for legitimate or legal needs, for example, if an insurance claim is submitted or it is required for legal means. If after 7 years, there is a legal need to continue to hold the information we will do so until that requirement is satisfied.

Part-registered accounts

If you have not fully registered, we will contact you asking whether you want to continue your account or whether you wish to have your details removed.

9. Who we share your data with

We sometimes share your personal data with trusted third parties.

Where we provide services under a public contract, we may be required by the local authority to share contact details of our customers with that local authority when our contract for provision of services with the local authority comes to an end. This is to enable the local authority to provide a continuation of services through a new provider.

We provide only the information they need to perform their specific services.

They may only use your data for the exact purposes we specify in our contract with them.

If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.

We only use companies with privacy and data policies which comply with data protection requirements.

Examples of the kind of third parties we work with are:

Companies who support our website and other business systems

Operational companies such as breakdown services and insurance companies.

Direct marketing companies who help us manage our electronic communications with you.

Social Media and Web Search companies to show you products that might interest you while you're browsing the internet. This is based on either your marketing consent or your acceptance of cookies on our websites.

Data insight companies to ensure your details are up to date and accurate.

Payment processors and your Bank for direct debit payments.

Professional advisers including lawyers, bankers, auditors and insurers based who provide consultancy, banking, legal, insurance and accounting services.

Credit Reference Agencies to confirm identity and assess eligibility for membership

Debt Recovery Agents to recover any outstanding monies owed.

Sharing your data with third parties for their own purposes:

We do not share your data with third parties for their own direct marketing purposes

If you are a driver on an account, then we may share your data with your account owner.

If we are delivering the service with third party support, we may share limited information with the third party so that they may contact you for monitoring and feedback purposes.

For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.

We may also be required to disclose your personal data to the police, other emergency services or other enforcement, regulatory or Government bodies (including private parking enforcement companies), in your country of origin or elsewhere, upon a valid request to do so or in case of emergency. This would include for example parking and traffic infringements. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.

To assist us with responding to requests for information and to identify appropriate information to share with you, we currently use the following companies who will process your personal data as part of their contracts with us:

Alphabet inc.,
Meta Inc.,
ByteDance Limited,
X (formerly Twitter),
Linkedin,
TripIQ (this is the booking system),
Greater Than
Active Campaign –
Active Prospect (Leadsbridge, Make, Zapier)

We may share your personal data with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Third-party links

Our website http://www.co-wheels.org.uk may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

10. Where your data is processed

Where your data is processed within the United Kingdom or with the European Union it is done so under equivalent data protection requirements. Where we use providers to process personal data that are based in the US and process data in the US, we are utilising the UK Extension to the EU-US Data Privacy Framework.

11. Your data subject rights

Under the UK GDPR you have a number of rights with regards to your personal data, these are:

The right of access to the personal data we hold about you

The right to correct your personal data when incorrect, out of date or incomplete.

The right to object to processing and the right to request erasure of your personal data. This right does not apply where our continued use of the data is necessary for an overriding continued legitimate interest, where we have to process it under a legal obligation or for the establishment, exercise or defence of a potential legal claim.

You always have the right to object to processing of your personal data for marketing purposes.

The right to request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

The right to request the transfer of your personal data to you or to a third party.

The right to withdraw consent at any time where we are relying on consent to process your personal data.

You can contact us to request to exercise these rights at any time, initially by contacting our Member Support Team at info@co-wheels.org.uk or phoning on 0191 375 1050 who will pass the request to the Data Privacy Manager. Alternatively, you may write to: Data Privacy Manager, Co-wheels Car Club, Suite 1, 7-15 Pink Lane, Newcastle upon Tyne, NE1 5DW.

Checking your identity.

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

12. Opting out of direct marketing

There are several ways you can stop direct marketing communications from us:

Click the “unsubscribe” link in any email communication that we send you. We will then stop any further marketing emails from that us.

Email info@co-wheels.org.uk and let us know, please make sure you email us from the registered email address so that we can be sure we remove the right one.

Write to: Data Privacy Manager, Co-wheels Car Club, Suite 1, 7-15 Pink Lane, Newcastle upon Tyne, NE1 5DW.
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.

If you do not wish to participate in our Google Ads, Remarketing, you can opt out by visiting Google’s Ads Preferences Manager. If you wish to change or opt out of Facebook adverts then you can amend your settings by using this guide and stop specific ads or companies, including those from Co-wheels, by following this guide.

13. Contact

Co-wheels Car Club Community Interest Company is the controller and responsible for your personal data. Its company number is 6512325 and registered office is at Suite 1, 7-15 Pink Lane, Newcastle upon Tyne, NE1 5DW.

If you have any questions on this privacy notice or anything else relating to your rights, please contact our Data Privacy Manager who will be pleased to help you:

Email via info@co-wheels.org.uk or write to us at Data Privacy Manager, Co-wheels Car Club, Suite 1, 7-15 Pink Lane, Newcastle upon Tyne, NE1 5DW.

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioners Office.

You can contact them by calling 0303 123 1113 or go online to www.ico.org.uk/concerns

Terms and Conditions of Use of University Fleet, Hire & Work Vehicles

1. Introduction

The provision and use of vehicles form an essential part of the University business operations.

All University vehicles are provided and managed by the Facilities Management (FM) Department on behalf of Edge Hill University.

All drivers of University vehicles, regardless of department, status, or purpose of vehicle use, must adhere to the ‘Drivers’ Responsibilities’ at all times, as described in these Terms and Conditions.

All drivers of university vehicles, regardless of department, status, or purpose of vehicle use, must be registered on the University Driver Database which is reviewed annually. Drivers must participate in the annual review process, as out of date registrations will invalidate any previous authority to drive a vehicle for work purposes.

All drivers should be aware that University vehicles are to be used exclusively for business purposes, not private or personal use for example the vehicles should not be taken home. Vehicles are provided to assist in university business only, and for the convenience of employees when conducting that business. This is in line with HMRC’s guidelines on the use of company cars. A standard monthly usage report will be issued to your line manager who will monitor usage and crossreference against mileage claims.

2. Purpose

a. To ensure that the University meets its statutory obligations, and complies with the relevantlaws, in relation to the provision and use of vehicles.

b. To ensure that processes and procedures are in place, communicated, monitored, and reviewed, to ensure that vehicles are used effectively, and all owned/leased vehicles are maintained in a condition appropriate to the positive promotion of the University, whilst vehicles are in use.

c. To ensure that processes and procedures are in place, communicated, monitored, and reviewed, to ensure that the care and security of university vehicles and any hire vehicle is effectively maintained whilst vehicles are on university premises.

3. Sections

This document is divided into three sections which should be read together

Section 1 - Information relating to ALL vehicle use. To be read by all vehicle users.

Section 2 - Hire of ‘University vehicles’ i.e. all vehicles which are hired, owned or leased by the University, for use by any registered 1 member of staff for use in connection with University business.

Section 3 - University service vehicles i.e. vehicles owned, leased, or hired directly by the Facilities Management Department to provide core FM services.

SECTION 1 – INFORMATION RELATING TO ALL VEHICLE USE

1.0 Health and Safety
1.1 Legislation

Edge Hill University has a legal responsibility to ensure that robust management systems are in place to manage and control the risk associated with the provision and use of vehicles in the workplace.

The overarching legislation that applies to the provision and use of vehicles in the workplace is the Health and Safety at Work Act 1974 (HaSaWA). However, there are numerous specific requirements relating to vehicle safety and use, detailed within regulations and approved codes of practice made under the HaSaWA. The principal regulations can be identified as the Management of Health and Safety at Work Regulations 1999 and the Provision and Use of Work Equipment Regulations 1998.

1.2 Hours of Driving

Driving hours, as laid down in the Transport Act 1968 and regulations made thereafter, must be complied with. Drivers should consider the number of hours required to complete their journey, together with the number of hours they may have already worked, for example travelling after a full day of teaching. Drivers should consider their departure and arrival times, to ensure that suitable journey breaks are planned in.

a. The University recommends that staff members carry out no more than three hours continuous driving after which the length of break from driving should be at least 45 minutes.

b. Drivers should not be required to supervise students during their breaks. If such supervision is required, a second person/passenger should be made available for this duty.

c. During a normal working day, drivers should not drive for more than six hours in total. With each additional driving period, the break time should be extended.

d. Drivers should never be expected to do a full day’s work, or be awake for a full day and then drive for several hours in the evening. Staff should re-arrange their work schedule if this is the case. It is the driver’s responsibility to ensure they do not drive when tired.

1.3 Fitness to Drive

a. It is the individual’s responsibility to ensure that they are medically fit to drive on the public highway when undertaking any work related driving duties. University employees must declare to their line manager if they suffer from or are subsequently diagnosed with any medical condition that may affect their ability to drive. If unsure the driver must seek the advice of a medical practitioner.

1.4 Eyesight

a. All drivers of University vehicles must be compliant with requirements in relation to eyesight and are responsible for ensuring their eyesight is adequate in both daylight and night-time driving. You must be able to read a number plate from 20 metres and if glasses or contact lens are worn normally, these should be worn when driving.

2.0 Insurance

a. All registered 2 drivers of University vehicles are covered by the University Insurance. Drivers must ensure that the number of passengers, including the driver, does not exceed the number of seats available, or the insurance will be invalidated.

b. In the event of an incident the driver must stop and, if so required by any person having reasonable cause to so demand, give his or her name and the name/address of the University. In no circumstances should the driver admit liability for the incident. A damage report 3 must be fully completed on return of the vehicle and / or the driver.

2.1 Seating Capacity

a. The number of passengers, including the driver, must never exceed the number of seats provided. Drivers who do not comply will not be covered by University insurance.

General Conditions
3.0 Authority to Drive Vehicles

a. All drivers of University vehicles, regardless of department, status, or purpose of vehicle use, must be registered on the University Driver Database which is reviewed annually. Drivers must participate in the annual review process. Out of date registrations will invalidate any previous authority to drive a vehicle for work purposes.

b. To become registered on the University Drivers Database, drivers must have a minimum of 2 years driving experience4 . A minimum age limit of 21 years plus 2 years driving experience. Have no more than six penalty points on your license. Additional restrictions and licence requirements are required to drive a minibus.

3.1 Drinking & Driving

a. Persons intending to drive a University Vehicle should not do so if alcohol has been consumed within 24 hours prior to driving.

b. No excisable liquor is permitted in the vehicles.

3.2 Driving Under the Influence of Drugs

a. It is illegal to drive if you are unfit to do so because you are on illegal drugs, or legal drugs above specified limits. Persons intending to drive must ensure that any prescribed or ‘over the counter’ medication taken does not impair their ability to drive. If unsure advice must be sought from a medical practitioner.

3.3 Use of Mobile Phones

a. It is illegal to use hand held mobile phones, or other devices whilst driving. In addition, the University recommends that hands free sets (blue tooth etc.) are not used whilst driving. Mobile phones should only be used when the vehicle is parked, and the engine switched off. The only exception to this condition is for the purposes of making an emergency 999 call, in circumstances where it would be otherwise unsafe to stop the vehicle to make the call.

3.4 Adverse Weather Conditions

a. Facilities Management will provide a pack in each University Vehicle, containing deicer and ice- scrapers, located in the boot of the car. The driver must ensure this is available in the vehicle before starting their journey, the S&CIC hold a stock of de-icer and ice-scrapers if required. When adverse weather conditions are forecast, the driver is advised not to plan or undertake a ojurneyunless necessary.

b. In periods of ice and snow the driver must use their discretion to decide whether a road is passable or not, and where possible choose a safer alternative. When the air temperature is below -12c diesel fuel will stop flowing due to wax build up in the pipeline. Drivers are advised not to attempt journeys in such low temperature conditions.

c. At their discretion, drivers may abandon a journey and take students back to university (or othersafeenvironment).

3.5 Windscreen Wash

a. Before every journey, the driver must ensure that windscreen wash is available. The University will notaccept any responsibility for there being no windscreen wash on board the vehicle.

b. A supply of windscreen wash will generally be available in the boot of the vehicle, and it is the driver’s responsibility to check this. If this is not present, or the bottle is empty, the driver must report this to the SCIC before the initial journey begins and be provided with a new supply. Please note that it is an offence to drive without windscreen wash fluid on board.

3.6 Smoking

a. No smoking is permitted in any University or 3rd Party Hire vehicle this includes ecigarettes.

3.7 Food Consumption

a. No food should be consumed within a university or 3rd Party Hire vehicle at any time.

b. Food odours linger and accidental stains and spillages make driving unpleasant for other users and incur unnecessary cleaning charges.

3.8 Fuel

a. It is a condition of hire that vehicles are returned to campus after use with the requisite amount of fuelin the fuel tank.

b. University fleet vehicles must be returned with a minimum of half a tank of fuel

c. Minibuses must be returned with a full tank of fuel.

d. If a fuel card is provided, this must be used to replenish the fuel tank. Otherwise, drivers should use theriown funds and complete expenses claim form.

e. Hire vehicles should be returned with the same amount of fuel at the beginning of the hire. Drivers should use their own funds in this case and complete expenses claim form.

3.9 Penalty Charges, Fines, Tolls, Parking or Congestion Charges

a. It is the driver’s responsibility to pay any parking charges, toll fees, including tunnels and bridges, during their loan of the vehicle. These charges may be claimed back by means of completing a staff expense claim form (available from the Finance wiki pages) and providing receipts or confirmation ofthe payment.

b. Penalty charges or fines including any administration charges are the responsibility of the driver and will not be reimbursed via staff expenses. Failure to abide to all terms and conditions may result in formal disciplinary procedures.

3.10 Route Planner

a. Plan your route to see where Tolls may apply and see current traffic information https://maps.google.co.uk/

SECTION 2 – UNIVERSITY & HIRE VEHICLES
This section is to be read in addition to Section 1

1.0 Introduction
This section refers to all vehicles which are hired, owned, or leased by the University, for use by any registered 5 member of staff for use in connection with university business.

Nothing contained within these Terms and Conditions shall override a driver’s statutory legal obligations.

The University Fleet Vehicles will bear the Edge Hill livery and will play a key part in promoting the Edge Hill University brand. It is therefore essential that these vehicles are kept in the best condition possible, always, and that all processes for the booking and hire, monitoring, care, and security are arranged to support this key principle.

1.1 Drivers’ Responsibilities

Drivers’ responsibilities relate to the driving of all vehicles.

To maintain the best condition of the University vehicle fleet, ensure the health and safety of university staff and to ensure a positive image of Edge Hill University is always portrayed, all drivers of fleet vehicles and hire vehicles are required to adhere to the terms and conditions of use and drivers’ responsibilities as stated below, as well as their statutory obligations. Failure to observe these responsibilities will, in every case, be reported to the driver’s Line Manager for further investigation and may lead to the withdrawal or suspension of this privilege of use or be dealt with under disciplinary procedures.

1.1.1 Prior to the Journey Commencing Fleet Car bookings

a. The driver must seek the approval of their Line Manager prior to requesting the use of a university or hire vehicle.

b. The driver will register as a driver with Co-Wheels prior to requesting the use of a fleet car. Co-Wheels will conduct the prerequisite license checks on behalf of Edge Hill University.

c. The driver will require a vehicle user card which can be sought from the FM Helpdesk after registering as a driver with Co-Wheels

d. Before your first vehicle use you will need to register your vehicle user card with Co-wheels by calling the customer service team on 0191 375 1050. This is required to unlock the vehicle.

e. The driver must undertake a visual check of the vehicle.

f. Any visual or mechanical defects must be reported immediately to the customer service team on 0191 375 1050 and before commencement of the journey. In the event of a mechanical defect the vehicle must not be used. A replacement vehicle may be offered if available.

1.1.2 Prior to the journey commencing for any other University or hire vehicle other than a Fleet Car

a. The driver must seek the approval of their line manager prior to requesting the use of a university or hire vehicle.

b. The driver will register as a driver with Co-Wheels prior to requesting the use of any other University or hire vehicle. Co-Wheels will conduct the prerequisite license checks on behalf of Edge Hill University.

c. If a fleet vehicle is unavailable, the driver will request a hire vehicle via the vehicle requisition form via FM wiki or FM Helpdesk.

d. If a hire vehicle is booked and confirmed, the driver will present their Photocard Licence and their Vehicle Booking Authorisation form to the Campus Support Team within the SCIC prior to being issued with a vehicle key.

e. In accepting the keys to any vehicle, the driver accepts that the vehicle is to be used for business purposes only and takes full and absolute responsibility for the safe and legal operation of the vehicle, together with the safe parking of the vehicle, always until the vehicle and keys are returned to the SCIC at the end of the hire period.

f. The driver will undertake a visual check of the vehicle.

g. Any visual or mechanical defects of the vehicle must be reported immediately to the SCIC and before commencement of the journey. In the event of a mechanical defect the vehicle must not be used. A replacement vehicle will be offered if available.

The driver will check that a bottle of screen wash is available in the boot of the vehicle. The driver will enter journey details into any Vehicle Logbook, to include date of journey, mileage reading at the start of the journey, destination, and name of driver. (NB a Vehicle Logbook will only be present in university fleet vehicles).

1.1.3 During the Period of Use for both fleet and hire / other vehicles

a. Vehicle to be always driven in a safe and courteous manner.

b. Speed limits must be always observed.

c. Fuel and windscreen wash is to be topped up as required

d. No smoking within the vehicle this includes e-cigarettes.

e. No food to be consumed within the vehicle. (This condition may only be relaxed inthe case of minibus hire).

f. No inappropriate or non-work-related loads to be carried.

g. The Vehicle must be returned in a clean and tidy condition after use.

h. Any accident or damage sustained during the period of use is to be reported to the Campus Support Team within the SCIC. A damage report 6 is to be completed by the driver as soon as possible.

1.1.4 At the End of the Journey

a. The vehicle is to be parked in their designated position to end the journey.

b. The driver will ensure that fleet vehicles are returned with a minimum of a half tank of fuel. EHU Minibuses must be returned with a full tank of fuel as part of these conditions of use. Hire vehicle must have the same amount of fuel as the beginning of hire. The user is required to replenish the fuel to this minimum level, using the fuel card supplied with, or their own funds, if necessary (all hire vehicles), to be claimed back after the journey.

c. On returning to campus, the driver will complete the journey information in the Vehicle Logbook (if issued), to include date, mileage reading at end of journey, any faults or damage incurred during the period of booking and signature of the driver. The Vehicle Logbook remains in the vehicle. Please note Vehicle Logbooks will only be present in university minibus fleet vehicles.

d. Any damage incurred must be reported to the SCIC in the first instance and the appropriate documentation completed and any further information (photographs, drawings, 3 rd party details recorded)

e. The driver will remove all their belongings and any rubbish from the vehicle and ensure the vehicle is returned in a tidy condition.

f. Keys should then be returned to the SCIC for minibuses / Hire vehicles or kept in the vehicles in relation to pool cars.

1.2 Road Traffic Offences

a. The University will not reimburse, or support, any penalty applied to the driver during their period of vehicle hire. Any offence committed under the Road Traffic Act may lead to the suspension or withdrawal of the privilege of use, regardless of any penalty imposed under statutory law.

1.3 Penalty Charges, Fines, Tolls or Parking Charges

a. It is the driver’s responsibility to pay any parking charges or toll fees, including tunnels and bridges, during their loan of the vehicle. These charges may be claimed back by means of completing a staff expense claim form (available from the Finance wiki pages) and providing receipts or confirmationof the payment.

b. Penalty charges or fines including any administration charges are the responsibility of the driver and will not be reimbursed via staff expenses. Failure to abide to all terms and conditions may result in formal disciplinary procedures.

1.4 Route Planner

a. Plan your route to see where Tolls may apply and see current traffic information https://maps.google.co.uk/

SECTION 3 – UNIVERSITY SERVICE VEHICLES (Including Buggy’s)

This section to be read in addition to Section 1 & 2

1.0 Introduction

This section refers to vehicles owned, leased, or hired directly by the Facilities Management Department to provide core FM services.

1.1 FM Responsibilities

1.1.1 FM teams must take responsibility and ownership for any vehicle owned or hired for theriuse, by the University. Ownership of these vehicles involves the following criteria:

a. Maintaining the condition of the vehicle

b. Ensuring sufficient fuel is available for the next user

c. Maintaining control and security of the Fuel Card

d. Maintaining control and security of the vehicle keys

e. Ensuring the driver using the vehicle is fit to do so

f. Providing a written report of any accident or damage involving a vehicle within 24hours of the incident occurring.

g. Logging accident or near miss on the online recording system in MyFM.

1.1.2 FM Service Manager is responsible for:

a. The health & safety of all their team in their use of vehicles in their role

b. Ensuring that risk assessments have been undertaken, where required, by theSupervisor or other competent person under their management

c. Overall staff training and development (capability) regarding fleet management

d. Ensuring the vehicle is fit for purpose

e. Encouraging value for money in vehicle use

f. Ensuring that all requirements of ‘ownership’ are adhered to

g. Monitoring staff using the vehicles and take appropriate action if the vehicle ismisused this could include disciplinary procedures

1.1.3 FM Supervisor (Operational Line Manager) is responsible for:

a. The health & safety of the employee using the vehicle in their role.

b. Allocation and use of the vehicle

c. Recording vehicle use

d. Ensuring the driver is fit to drive the vehicle (capability of the individual).

e. Ensuring the vehicle is fit for purpose

f. Ensuring the overall maintenance of the vehicle (including vehicle checks) g. Security and allocation (correct use of) vehicle Fuel Cards, or ensuring that thevehicle can be fuelled

h. Security and allocation of vehicle keys

i. Providing a written report of any accident or damage within 24 hours to BusinessSupport, via their FM Manager

j. Logging accident or near miss on the online recording system in MyFM.

1.1.4 FM Driver is responsible for:

a. Their own health and safety in carrying out their work, and the health and safety ofother colleagues, students, and visitors

b. Declaring any issues relating to the registration of themselves as a driver and theircapability in driving the vehicle

c. Maintaining the condition of the vehicle (cleanliness and reporting of any faults)

d. Individual vehicle checks prior to vehicle use

e. Ensuring enough fuel is available for the next user

f. Keys/Fuel Cards when in use (collected from and returned to FM Supervisor)

g. Providing a written report of any accident or damage to their supervisor and/or FMManager within 24 hours

h. Logging accident or near miss on the online recording system in MyFM.

i. Adhering to Terms and Conditions and associated procedures.

1.1.5 FM Business Support is responsible for

a. The overall co-ordination of the FM Fleet Management function

b. The improvement of all Fleet Management processes

c. The recording and processing of data related to Fleet Management (including vehicleuse)

d. The processing of orders relating to Fleet Management costs

e. The hire of third-party vehicles for FM

f. The processing of servicing/MOT/planned repairs relating to FM vehicles

g. A point of contact for FM with Compliance, Finance, and external Fleet Management suppliers, including providing information for communication to customers

Maintaining Vehicle Condition

2.0 Vehicle Checks

a. Vehicle checks should be conducted by the ‘owning’ team at the start of each day. During the day everyone using the vehicle should conduct their own check prior to working with that vehicle (in the same way they would check the area they are working in before carrying out any tasks). Any faults must be reported to their supervisor or FM Manager, depending on availability, to be rectified. 2.1 Reporting Damage, Accidents/near misses

a. Any damage discovered must be investigated immediately and a written report provided to FM Business Support via the FM Manager responsible for the ownership of that vehicle. All accidents/near misses must be reported on the online accident reporting form available via MyFM. Please note that Business Support cannot do this for you.

2.2 Vehicle Breakdown

a. If any FM vehicle requires the breakdown service at any time, they should be called immediately (the number is available in the repair information in the FM Vehicle Guide, and on the key fob/tax disc of each vehicle). This is the responsibility of the driver using the vehicle and should then be communicated to the Supervisor of the owning team, with a copy to the Business Support Team via fleetmanagement@edgehill.ac.uk.

2.3 Vehicle Cleanliness

a. Cleanliness of the vehicle is the responsibility of the driver. Any litter/waste created during their use must be disposed of and the vehicle kept in good condition. The FM vehicles represent FM on campus and are highly visible; therefore, it is essential that the outside of the vehicle is always maintained in a clean and tidy state.

2.4 Servicing and Valeting

a. FM Campus Support will arrange for all servicing of vehicles and will provide basic information on the procedure for repairs relating to each vehicle. Campus Support will organise valet monthly.

3.0 Health and Safety

a. Health and Safety procedures should be followed in the event of any accident, including the production of an accident/near miss report form and the follow up investigation. This is vital information for insurance purposes. Where special vehicles are required, e.g. a Forklift Truck, a rsik assessment and training must be undertaken prior to any subsequent use or hire.

4.0 Vehicle Fuel

a. Each vehicle, except for electric vehicles, has its own fuel card assigned. The security of the card and its use is the responsibility of the ‘owning’ team and the driver. Fuel cards must only be used for the registered vehicle to which the fuel card is assigned. The owning team must ensure effective measures are in place to maintain the security of the fuel cards and prevent the fraudulent use.

b. FM Finance and Campus Support will act as point of contact to the fuel card company and administer all payments. They may request new cards or cancel current ones, depending on the requirements of the owning team and will receive reports of any suspected fraudulent use of the card.

c. FM Finance and Campus Support cannot provide fuel cards for temporary or replacement vehicles and does not hold petty cash. A staff advance is available for paying for fuel and other related items, on completing the appropriate form available from Finance. All claim forms must be authorised by the Line Manager. Fuel for this type of vehicle may also be bought via personal debit/credit cards and claimed back from Edge Hill using the appropriate claim form.

5.0 Vehicle Keys and Vehicle Use

a. Vehicle keys must be signed in and out by each driver. It is vital that the vehicle key is secured when not in use, in a lockable container. The owning team will issue the key to the driver, regardlessof the FM Team requiring the vehicle, and will collect information on: (1) Name of the driver

(2) FM Team

(3) Time/Date in and out

(4) Purpose of use

(5) Any problems with the vehicle

(6) FM Finance and Campus Support will review the use of each vehicle to inform the future procurement process.

6.0 Authority to Drive

Please refer to Section 1, Para 3.1.

a. FM Managers and Supervisors must ensure that a risk assessment is undertaken along with training before any specialised vehicle is authorised for use, e.g. Forklift Truck.

b. FM vehicle key holders must ensure that all FM drivers are fully registered on the CoWheels database and that their details are renewed annually. Drivers who do not renew their details annually are not authorised to drive. If a driver requests a vehicle without being registered on the University Vehicle Driver Database, the keys should not be provided under any circumstances until that driver is registered.

c. FM Campus Support cannot advise the FM team as to the competence of any driver. This judgement must be made by the FM Manager, Supervisor or Line Manager of the driver i.e. the Line Manager allocating work that involves the use of an FM vehicle. If any driver is involved in an accident/near miss, part of the investigation must include a judgement regarding the future risk of that user continuing to drive vehicles.