Driver Policy
This policy applies to all transport services provided by HYFLY, including private hire, local and long-distance journeys, airport transfers, school transport, and all contracts operated on behalf of Cambridgeshire County Council and other Local Authorities.
1. Purpose
HYFLY is committed to providing safe, reliable, professional, and compassionate transport services for children and young people travelling under Special Educational Needs (SEN) and mainstream school transport contracts.
This policy outlines the standards, responsibilities, and conduct expected of all drivers undertaking school transport work on behalf of HYFLY. It reflects our commitment to meeting the requirements of Cambridgeshire County Council and other Local Authorities where applicable.
2. Driver Requirements
Drivers must:
- Hold a valid UK driving licence.
- Maintain any required Enhanced DBS certificate.
- Complete mandatory safeguarding and any additional training required by HYFLY or the relevant Local Authority.
- Be medically fit to undertake transport duties.
- Maintain all required licences and insurance.
- Notify HYFLY immediately of any change affecting their ability to perform transport duties.
3. Professional Standards
Drivers must behave professionally, courteously, and respectfully at all times. They must arrive punctually, wear clean and appropriate clothing, keep vehicles clean and roadworthy, and follow all lawful instructions issued by HYFLY.
Drivers must not use abusive language, smoke or vape in the vehicle or while passengers are boarding, engage in arguments with passengers, parents, schools or council staff, or act in a way that may damage HYFLY’s reputation.
4. Safeguarding Responsibilities
Drivers have a duty to safeguard all passengers.
Drivers must treat every child with dignity and respect, maintain professional boundaries, follow safeguarding procedures, report concerns immediately, and comply with any individual passenger instructions.
Drivers must ensure every passenger is securely fastened with their seatbelt before the vehicle moves and must check that seatbelts remain correctly worn throughout the journey where appropriate.
Drivers must not allow food or drink to be consumed in the vehicle unless specifically authorised by HYFLY or required for medical reasons.
Drivers must not engage in unnecessary physical contact with passengers. Physical contact should only occur when it is necessary to ensure a passenger’s safety, provide appropriate assistance, or in an emergency, and must always be appropriate and proportionate.
Drivers must never exchange personal contact details, communicate through social media, give or accept gifts from passengers or their families, take photographs or videos of passengers, or engage in inappropriate conversations.
5. Route Responsibilities
Drivers must only operate authorised routes, verify each passenger before travel, follow approved collection and drop-off arrangements, ensure passengers are safely seated before moving the vehicle, and never carry unauthorised passengers or leave a child unattended.
6. Passenger Absence and School Closures
Drivers must immediately notify HYFLY if a passenger is absent, a school reports an absence, or a route cannot be completed. Payment for cancelled or non-operated journeys will be determined in accordance with the applicable council contract and HYFLY procedures.
7. Contract Compliance and Payment
HYFLY strictly follows and maintains the contractual and payment requirements of Cambridgeshire County Council and any other Local Authority with whom it holds transport contracts.
Drivers are expected to comply with all operational procedures, reporting requirements, safeguarding obligations and contractual instructions.
Drivers must not submit inaccurate information, claim payment for journeys that were not undertaken, or knowingly provide false or misleading information. Payments are processed in accordance with the applicable council contract and HYFLY’s operating procedures.
8. Attendance and Availability
Drivers are expected to provide reliable and consistent service. If illness, breakdown or an emergency prevents attendance, HYFLY must be informed immediately. Drivers must not arrange alternative drivers without prior approval.
9. Communication Policy
All communications relating to school transport contracts must be coordinated through HYFLY. Drivers must not represent HYFLY in contractual matters or disclose confidential company information.
10. Mobile Phones and Electronic Devices
Drivers must comply with road traffic legislation. Handheld mobile phone use while driving is prohibited. Drivers must not send messages, use social media, or photograph passengers during transport duties.
11. Vehicle Standards
Vehicles must be fully licensed, insured, roadworthy, compliant with council requirements, and kept clean and presentable. Drivers must carry out daily safety checks and report safety defects immediately.
12. Health and Safety
13. Equality, Diversity and Respect
14. Driver Notice Period
1. Purpose
This policy sets out the notice requirements for drivers engaged by HyFly Taxis. It is intended to ensure continuity of service, particularly for school transport, SEN transport, private hire bookings, and other contractual obligations to our customers.
2. Notice of Resignation
Drivers who wish to resign from HyFly Taxis must provide a minimum of 28 calendar days’ written notice to the Company.
The 28-day notice period will commence from the date the Company receives the driver’s written resignation. During this period, the driver is expected to continue carrying out their duties in accordance with their employment contract, company policies, and all applicable licensing requirements, unless otherwise agreed in writing by HyFly Taxis.
3. Responsibilities During the Notice Period
During the notice period, drivers are expected to:
- Continue to perform their duties professionally, safely, and in accordance with company policies and licensing requirements.
- Complete all scheduled work unless otherwise agreed by management.
- Maintain satisfactory attendance and conduct.
- Cooperate with any reasonable handover arrangements.
- Return all company property, including keys, identification cards, uniforms, fuel cards, mobile devices, documents, and any other equipment issued by the company no later than their final working day.
- Ensure all outstanding paperwork, expenses, and administrative matters are completed before leaving.
4. Failure to Give Notice
Where a driver resigns without giving the required contractual notice or fails to work their notice period without the company’s written agreement, HyFly Taxis may take appropriate action consistent with the driver’s contract and applicable UK law.
This may include:
- Recording the resignation as a failure to comply with contractual notice requirements.
- Seeking recovery of any financial losses only where permitted by the driver’s contract and applicable law.
- Making lawful deductions from final pay where authorised by the employment contract or by law.
- Providing factual employment references that accurately reflect the driver’s employment record and compliance with contractual obligations.
5. Final Pay
Any outstanding salary, holiday pay, or other payments due will be processed in accordance with the driver’s contract, the Employment Rights Act 1996, the Working Time Regulations 1998, and any other applicable UK legislation. Any deductions from pay will only be made where permitted by law or expressly authorised in writing.
6. Company Discretion
Nothing in this policy prevents HyFly Taxis from exercising its discretion to waive all or part of a notice period or to place a driver on garden leave or make a payment in lieu of notice where this is permitted under the driver’s contract.
HyFly Taxis is committed to treating all drivers fairly and consistently while ensuring the safe and reliable delivery of transport services to our customers.
15. Confidentiality and Data Protection
HyFly Taxis is committed to protecting the confidentiality of its customers, employees, drivers, business partners, and the personal data it processes.
All drivers and staff are required to maintain the highest standards of confidentiality and must comply with all applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Drivers must:
- Keep all customer, passenger, employee, and company information confidential at all times.
- Use personal data only for legitimate business purposes and only where authorised to do so.
- Not disclose, copy, share, photograph, record, or distribute any confidential information or personal data to any unauthorised person.
- Protect all company devices, passwords, login credentials, documents, and records from unauthorised access.
- Ensure that any paperwork or electronic information containing personal data is handled securely and disposed of appropriately.
- Immediately report any actual or suspected data breach, loss of information, or unauthorised disclosure to HyFly Taxis management.
Confidential information includes, but is not limited to:
- Passenger names, addresses, telephone numbers, school information, medical or accessibility information, journey details, and booking records.
- Information relating to children, vulnerable adults, and Special Educational Needs (SEN) passengers.
- Employee and driver records.
- * Company financial information, contracts, pricing, business processes, operational procedures, and commercially sensitive information.
Drivers and staff must not discuss confidential information with family members, friends, other drivers, or any third party unless authorised by the Company or required by law.
The obligation to maintain confidentiality continues during employment or engagement and after it has ended.
Any breach of this policy may result in disciplinary action, which may include dismissal where appropriate, and may also result in civil or criminal action where permitted by law.
HyFly Taxis reserves the right to investigate any suspected breach of confidentiality or data protection requirements and to take appropriate action in accordance with its policies and applicable UK legislation.