This policy covers anyone who is driving their own vehicle in connection to SSAFA volunteering activities.

This policy lays out additional requirements for volunteers who use their vehicle to drive on behalf of SSAFA, as part of volunteer role for example, Community Volunteers who may transport beneficiaries. These volunteers will be made aware of any driving tasks expected of them through discussion and agreement with their volunteer manager prior to undertaking the task.

Volunteers using their vehicle as part of volunteering activity must ensure that:

• They have a valid driving licence.
• The vehicle being used has valid road tax and an up-to-date MOT certificate (or equivalent requirements for the country in which you are driving)
• They are legally entitled to drive the vehicle they are using.
• They are insured for using the vehicle for volunteering activity.
• They are using a vehicle that is safe and roadworthy.
• They are fit to drive the vehicle safely.

Volunteers should also take all reasonable precautions regarding their personal safety and the safety of others.

Motor insurance is compulsory in the countries in which SSAFA operates and volunteers are responsible for their own insurance cover. SSAFA does not provide insurance cover for the use of personal vehicles for volunteering purposes.

The Association of British Insurers describes voluntary driving as the use of a personally owned vehicle in connection with, or for the benefit of, charities, voluntary organisations, clubs or societies.

If volunteers drive a personal car, insurance cover for volunteering is likely to be included under their private motor policy as volunteering is often considered to be a social, domestic or pleasure activity. However, this is not always this case.

Volunteers should check the position of their provider on the Association of British Insurers website, or contact their provider to check their cover and advise them that they will be using their vehicle for volunteering activity. A letter template for contacting an insurer can be found in Appendix 1.

If the vehicle being driven is provided by a third party for example, an employer, volunteers should check with the owner that they are authorised to drive the vehicle for volunteering purposes.

It is the volunteer's responsibility to keep their vehicle in good repair and maintain it in an efficient and roadworthy condition, complying with existing legal requirements.

MOT and servicing

Vehicles must have an up-to-date MOT certificate and be regularly serviced in accordance with the manufacturer’s instructions,

While SSAFA does not require drivers of their own vehicles to have breakdown cover, we strongly recommend that they have cover in place for safety reasons.

Seatbelts

Seat belts must be always used in accordance with current legislation. All cars must have front and rear seatbelts and all passengers should wear seatbelts. The driver is responsible for ensuring the seatbelts are in full working order.

Drivers must always abide by road traffic laws, keeping up to date with any changes.

SSAFA will not accept responsibility for any traffic offences committed by the vehicle’s driver including speeding fines or parking fines.

A person’s fitness to drive can be affected by multiple factors including their health and the environment, and any impairments can be long term or temporary. Volunteers are responsible for ensuring they are fit to drive when volunteering.

SSAFA does not need to know details about people’s health however volunteers should let their volunteer manager know if not being able to drive will impact their ability to volunteer as expected so alternative arrangements can be discussed.

In line with UK law, all drivers must notify the Driver and Vehicle Licensing Agency (DVLA) if:

• They have a medical condition or disability that may affect their driving.
• They develop a condition or disability.
• An existing condition or disability that may affect their ability to drive worsens/develops.

Not telling the DVLA about a condition or disability is a criminal offence and could put a driver and others at risk. A driver could also invalidate their insurance if they do not follow medical advice not to drive.

When volunteering outside of the UK, the equivalent law of the country in which you are driving must be followed.

It is recommended that drivers have an eyesight test every two years and that, where prescribed, glasses are worn for driving at all times.

Under no circumstances should alcohol or illegal drugs be consumed before or when driving as part of volunteering with SSAFA. Drivers should not drink alcohol for at least 12 hours before a journey.

It is also illegal to drive after consuming medications if they may impair driving. Volunteers must ensure that their fitness to drive is not impaired by any medications they are taking.

Before setting off on a journey, drivers should consider whether they are likely to be drowsy or sleepy while driving. We recommend taking regular breaks and drivers should rest for at least 15 minutes every two hours within a journey, and between journeys.

Drivers should not use mobile phones while driving, including hands-free devices. Other distractions should also be avoided such as programming satellite navigation systems and eating and drinking.

As well as informing the DVLA about any relevant health issues, drivers should report the below to the DVLA and/or their insurance provider as soon as possible. Failure to do so may be illegal, and invalidate their insurance policy:

• Name, address or contact details.
• Vehicle ownership.
• Accidents or incidents.
• Criminal convictions or cautions.
• Driving license endorsements.

In the event of a driving accident while volunteering, the driver must stop and exchange names and insurance details. If anyone is injured, then the incident should be reported to the police.  Inform your volunteer manager of the accident so that SSAFA can support you as appropriate.

Accidents with vehicles fall under the Road Traffic Act, so any insurance claims would be made through the driver's own motor insurance.

Expenses will be paid in line with SSAFA’s Volunteer Expenses Policy. Mileage expenses are based on the Approved Mileage Allowance Payment (AMAP) as allowed by the HMRC.

Volunteers will be reimbursed for the expenses they incur as part of driving in connection with their volunteering. This can mean:

• Travel to and from the place of volunteering.
• Travel undertaken during volunteering, e.g. transporting beneficiaries, going to meetings.
• Parking (not including fines) or road tolls.

There are a small number of volunteers who will be asked to drive their own vehicle for SSAFA’s purposes, as a necessary part of their volunteer role for example, transporting a beneficiary to a weekly appointment.

When this is the case, it will be made clear to a volunteer by their volunteer manager that driving is expected, and that driving is within the boundaries of their role.

Before a volunteer drives on behalf of SSAFA, a driver self-declaration form should be submitted to their volunteer manager (Appendix 2) to confirm that they have a valid driving licence, insurance, tax and MOT. This should re-submitted annually where driving remains part of the role.

The volunteer driver is responsible for passengers being transported safely. Before any journey with passengers, a risk assessment should be carried out to consider any actions required in an emergency and to be as prepared as possible.

When planning a journey, drivers should make themselves aware of passenger needs for example, passengers that use a wheelchair or have a visual impairment may require additional support or adjustments to the journey.

Drivers should only ever carry the recommended number of passengers as stipulated by the vehicle manufacturer and should always ensure passengers wear a seatbelt unless there is a known medical exemption.

Regardless of whether a driver normally chooses to smoke while driving, while carrying passengers on behalf of SSAFA our Health and Safety Policy applies; under no circumstances is smoking permitted inside the vehicle.

If a passenger falls ill or is injured during a journey the driver should seek immediate medical help and inform their volunteer manager as soon as possible afterwards.

Children should only be transported where this has been agreed as part of the volunteer role. Children must not be transported unless they can be safely restrained.

When a baby or child is in the car, a restraint appropriate to their age and weight must be used that is fitted according to the manufacturer’s instructions.

Any child restraint must be fitted by the parent/guardian of the child however volunteer drivers should ensure they know how to fit a baby/child seat safely and correctly.

In the UK, drivers are legally responsible for making sure that children under 14 years old are strapped in and using an appropriate seat. DVLA guidance on children’s car seats and the law can be found here.

When transporting children, child locks should be activated where possible and required.

Volunteers who drive on behalf of SSAFA should inform their volunteer manager about any situation that may deem them, or their vehicle, unfit to drive as well as any new motoring offences. Depending on the information shared a volunteer may have to stop driving on behalf of SSAFA on a temporary or permanent basis.

If a volunteer driver is stopped by the police, or are involved in any incident or accident, whilst driving on behalf of SSAFA they must let their volunteer manager know as soon as possible.

To promote safety while driving as part of any volunteering activity volunteer drivers should:

• Plan their route and have access to a map.
• Allow plenty of time for their journey.
• Be aware of any adverse weather conditions and avoid driving in hazardous weather.
• Carry out basic checks of their car before setting off, fuel, window screen fluid, oil, tyre pressure etc.
• Tell someone where they are going and when they are due to arrive (without breaking confidentiality)
• Take warm clothes in case of breakdown or bad weather.
• Keep valuables out of sight.
• Park in well-lit areas, if possible, with the car facing in the direction of exit
• Carry a mobile phone for emergency use.
• Carry a torch if driving in the dark.
• Don't stop if they see an incident, unless it is safe to do so.