Vines Family Co. – Driver Agreement
Welcome to Vines Family Co.
This Driver Agreement sets out the standards, responsibilities, and expectations for all drivers working on behalf of Vines Family Co.
This document is confidential and must not be shared with anyone outside of the company without prior approval from management.
By signing the Vines Family Co. New Starter Form, drivers confirm that they have read, understood, and agree to comply with this Driver Agreement and any future amendments.
The company reserves the right to amend this agreement, policies, procedures, and operating requirements at any time. Updated versions will be communicated through management
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## Professional Conduct
As a representative of Vines Family Co., you are expected to maintain the highest standards of professionalism at all times.
Drivers must:
* Treat clients, customers, colleagues, and members of the public with courtesy and respect.
* Maintain a positive and professional attitude at all times.
* Follow instructions provided by management and event leaders.
* Act in a manner that promotes the reputation and success of the business.
* Go the extra mile wherever possible to help create positive customer experiences and encourage repeat business.
Drivers must not:
* Use abusive, aggressive, discriminatory, or offensive language.
* Engage in arguments with clients, customers, suppliers, or members of the public.
* Act beyond the scope of their role without authorisation from management.
* Undertake any activity that may damage the reputation of Vines Family Co.
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## Driving Standards
Drivers remain representatives of Vines Family Co. whilst driving company vehicles, towing company units, attending events, or travelling on company business.
Drivers must:
* Comply with all UK road traffic laws and regulations.
* Drive safely, responsibly, and with due care and attention at all times.
* Hold a valid driving licence suitable for the vehicle and trailer being operated.
* Notify management immediately of any driving convictions, endorsements, disqualifications, licence restrictions, accidents, or medical conditions that may affect their ability to drive.
Drivers are responsible for:
* Any speeding fines, parking fines, congestion charges, toll penalties, or traffic offences incurred as a result of their actions.
* Ensuring mobile phones are not used whilst driving except through a legal hands-free system.
* Driving in a professional manner that reflects positively on the company.
Speeding, reckless driving, aggressive driving, road rage incidents, or behaviour likely to bring the company into disrepute will not be tolerated.
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## Drugs, Alcohol and Fitness to Work
Drivers must not report for work or operate any vehicle, trailer, equipment, or machinery whilst under the influence of:
* Alcohol
* Illegal drugs
* Prescription medication that may impair their ability to work safely
* Any other substance that could affect judgement, concentration, or reaction times
Management reserves the right to remove any individual from duties where there are reasonable concerns regarding their fitness for work.
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## Availability and Communication
All team members must:
* Submit holiday requests and unavailable dates at least two weeks in advance wherever possible.
* Monitor Connecteam regularly for updates, schedules, training information, and company communications.
* Complete all required forms, checklists, and training requirements.
* Respond to management communications within a reasonable timeframe.
Connecteam is the company's primary communication platform and all drivers are required to maintain access to the app.
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## Uniform and Appearance
Drivers are required to wear:
* A plain black t-shirt, polo shirt, or top with no visible logos.
* Dark trousers or dark jeans with no visible logos.
* Suitable, safe footwear appropriate for lifting, towing, and event work.
Drivers must present themselves in a clean, tidy, and professional manner at all times.
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## Client Interaction
Drivers should remain polite and professional when interacting with clients.
Drivers must not:
* Discuss pricing or quotations.
* Negotiate bookings.
* Discuss company finances.
* Handle complaints unless instructed by management.
* Make promises or commitments on behalf of the business without authorisation.
Any customer enquiries should be referred to management.
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## Vehicle and Trailer Responsibilities
Before leaving the yard, drivers must:
* Check tyre pressures and tyre condition.
* Check oil, coolant, fuel, and other fluid levels.
* Check trailer lights are functioning correctly.
* Ensure the trailer is correctly attached, including safety chains and electrical connections.
* Ensure the correct registration plate is fitted.
* Check that equipment is secure and safe for transport.
* Report any defects, faults, or concerns to management immediately.
Drivers are responsible for the safe operation, care, and security of:
* Vehicles
* Horseboxes
* Trailers
* Gazebos
* Chiller units
* Company equipment
* Any other company property in their possession
Any damage, accidents, losses, defects, or thefts must be reported to management immediately.
Where damage occurs as a result of negligence, misuse, failure to follow procedures, or reckless behaviour, the company reserves the right to investigate and take appropriate action.
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## Equipment Security
Drivers are responsible for taking reasonable care of all company equipment whilst it is in their possession.
Equipment must not be left unsecured where avoidable.
Vehicles, trailers, horseboxes, chiller units, and storage compartments must be locked whenever unattended.
Any lost, stolen, or damaged equipment must be reported immediately.
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## Event Procedures
Upon arrival at an event:
* Park only in locations approved by the client or event organiser.
* Ensure vehicles and equipment are positioned safely.
* Close customer-facing vehicle windows where required.
* Follow instructions from the event leader.
Whilst at events, drivers may be required to assist with:
* Carrying equipment
* Cleaning duties
* Collecting supplies
* Setting up and packing down equipment
* General event support
* Assisting with pizza preparation or service where instructed and appropriately trained
Drivers should remain available to support the event leader where required.
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## Mileage and Expenses
Where a driver uses their own vehicle:
* Towing a unit: £0.40 per mile.
* Transporting a gazebo setup: £0.30 per mile.
Mileage claims must be included on the driver's invoice.
Any expenses being claimed must:
* Be approved where possible before purchase.
* Include a valid receipt showing the date, time, and purchase details.
* Be submitted alongside the relevant invoice.
Receipts must be photographed and uploaded through Connecteam before being posted through the designated pub letterbox.
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## Invoices and Payments
Invoices must:
* Be completed accurately.
* Be submitted by 12:00 noon every Monday.
* Include all relevant receipts and supporting documentation.
Late, incomplete, or inaccurate invoices may result in delays and may be processed during the following payment cycle.
Approved invoices and mileage claims will be paid on the last Friday of each calendar month.
Drivers are responsible for ensuring all submitted information is accurate and complete.
Please refer to the approved Vines Family Co. invoice template when preparing invoices.
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## Returning to the Yard
At the end of each event, drivers must:
* Return all equipment safely.
* Reverse trailers into an appropriate space allowing access for future use.
* Position horseboxes and trailers securely to minimise the risk of theft.
* Lock all vehicles, trailers, storage areas, and chiller units.
* Return vehicle keys to the designated key safe.
* Leave the premises secure when departing.
Drivers must allow sufficient time for the event leader to complete pack-down and cleaning duties before transport arrangements are made.
Drivers must remain respectful and considerate whilst on site at the pub.
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## Accidents, Breakdowns and Emergencies
Any accident, breakdown, injury, theft, damage, or incident involving company property must be reported to management immediately.
Drivers must cooperate fully with any investigation and provide accurate information when requested.
In the event of an accident or breakdown, management will determine any payment implications on a case-by-case basis.
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## Health and Safety
Drivers must:
* Follow all health and safety procedures.
* Use equipment only for its intended purpose.
* Follow all training provided.
* Wear any required personal protective equipment.
* Report hazards, accidents, near misses, and unsafe conditions immediately.
Failure to comply with health and safety requirements may result in disciplinary action or removal from duties.
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## Social Media and Confidentiality
Drivers must not:
* Share confidential company information.
* Share pricing structures, procedures, or business information.
* Publish photographs or videos of events, customers, venues, equipment, or company operations without management approval.
* Discuss internal company matters on social media.
Any information obtained whilst working for Vines Family Co. must remain confidential during and after engagement with the company.
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## Self-Employment and Tax
Drivers engaged on a self-employed basis are responsible for:
* Registering with HMRC where required.
* Paying their own Income Tax.
* Paying National Insurance contributions.
* Maintaining appropriate records for tax purposes.
* Meeting any legal obligations arising from their self-employed status.
Vines Family Co. accepts no responsibility for a driver's personal tax affairs.
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## Acknowledgement
This Driver Agreement forms part of the Vines Family Co. onboarding process.
By signing the New Starter Form and undertaking work on behalf of Vines Family Co., drivers acknowledge that they have read, understood, and agree to comply with the requirements, policies, and standards contained within this agreement.