# COMPANY VEHICLE POLICY
Date: 12 August 2030
Parties: Northmoor Analytics Limited and authorised drivers
## 1. Purpose and parties
Northmoor's fleet consists of six leased cars for employees with an evidenced business need and four vans for operations. A vehicle is a work benefit subject to this policy, the lease terms and the employment contract; allocation is not an automatic entitlement and may be reviewed for business reasons.
## 2. Facts, scope and terms
A driver must hold a valid licence, satisfy the insurer's conditions and promptly report endorsements, bans, medical restrictions or loss of licence. HR checks DVLA entitlement quarterly with consent and records only proportionate information. A driver must never use a phone unlawfully, drive impaired or permit an unauthorised person to drive.
## 3. Process and responsibilities
Business use, commuting and reasonable private use are allowed for an allocated car; vans are operational unless Fleet Manager approves limited private use. Fuel cards must not fund private fuel unless the employee repays it under the published rate. Payroll reports taxable benefit-in-kind through P11D or the applicable process; tax advice is not promised by this policy.
## 4. Evidence, records and safeguards
Drivers check tyres, lights, fluids, servicing and warning lights, keep the vehicle secure and report an accident within 24 hours to Fleet and the insurer. Northmoor records telematics location, mileage, speed alerts and maintenance for safety, insurance, theft prevention and fleet administration, with a privacy notice, access controls and retention limits; it does not use covert monitoring routinely.
## 5. Review, escalation and outcome
The driver pays parking, congestion and traffic fines and must identify the driver when lawfully required; Northmoor will not accept liability merely because it owns the vehicle. Accident investigations, NIP responses and insurance cooperation must be prompt. Disciplinary action follows a fair process and distinguishes genuine error from misconduct.
## 6. Reservations and practical protections
On employment ending, suspension or withdrawal of eligibility, the vehicle, keys, fuel card and documents return within five Business Days at the agreed depot. Fair wear is assessed reasonably; avoidable damage, missing equipment or unauthorised private-use cost may be recovered only through a lawful written deduction or separate invoice.
## 7. England and Wales law and completion
This policy is reviewed annually, provides reasonable adjustments and does not override road-traffic, equality, health-and-safety, data-protection or employment rights. Questions go to Fleet and appeals through HR. England and Wales law applies; Northmoor publishes it on 12 August 2030.