Policy Statement

The Health and Safety Executive has recognised that driving for work is one of the most dangerous things many workers will do. It is estimated that up to a third of all road traffic incidents involve someone who is ‘driving for work’ at the time. This may account for around 12 fatalities and 150 serious injuries every week. Each year in Great Britain there are over 35,000 injury collisions that involve someone who was driving for work at the time.

Constantine Limited is committed to managing their road risk and delivering its legal and moral obligations regarding employees driving for work to ensure they get home safe and well at the end of each day. Driving for work refers to any work carried out on behalf of Constantine Limited that involves an employee driving a vehicle and covers all journeys other than to and from the employee’s normal place of work.

Although the majority of vehicles used for work journeys are supplied by the employer, there are also vehicles used for work that are owned, leased, or hired by individual members of staff. These are called “grey fleet” vehicles and drivers. Constantine Limited owes the same duty of care under health and safety law to grey fleet drivers as they do to employees who drive company owned, leased, or hired vehicles.

Constantine Limited requires any employees who drive for work to comply with safe driving guidance and always follow the Highway Code. There is no requirement or expectation that an employee, regardless of their position, will break any road traffic law while driving on work journeys. There is no business activity that justifies placing an employee or others at risk of a road collision.

All employees who drive for work on behalf of Constantine Limited have a legal duty, under the Health and Safety at Work Act 1974, to comply with this driving for work policy while doing so.

Non Compliance

Employees who drive for work will be responsible and accountable for their own actions when driving for the purposes of work. Should Constantine Limited receive information that an employee may have breached this policy, an internal investigation will be carried out which may lead to disciplinary action being taken, including the possibility of termination of employment.

Policy Monitoring

This policy was last reviewed on 09/01/2025 by Roger Bowery (Fleet Compliance Manager) on behalf of Constantine Limited.

Constantine Limited reserves the right to amend policy requirements relating to employees who drive and vehicles which are being used for work purposes.

This policy will be formally reviewed and updated by on at least an annual basis, or sooner if deemed appropriate, or by reasonable request.

Overview

Constantine Limited employ Driver Technicians for the purpose of the safe transportation of fine art.  From de-install, collection, shipping, through to install where required. Constantine operates a fleet of specialised vehicles for the purpose of carrying sensitive goods.

The purpose of the procedure is to define what steps should be taken during the daily operation on, in and around Constantine vehicles and sites.

It has been written to ensure that drivers understand their roles and responsibilities within the terms of the contract and to ensure that they, their cargo and, where applicable, their passengers have a safe journey and all works Constantine are contracted to conduct are carried out to the highest standard. This list is not definitive.

Driving Licence Checks

The Road Traffic Act 1988 states that as well as it being an offence for a driver to drive without a valid licence, it is also an offence for a person or organisation to permit a driver to drive without a valid licence. All employees who are engaged in work-related driving must:

• be holders of a full current driving licence, valid in the UK, for the category of vehicle which they are driving (including automatic or manual).
• notify their line manager immediately if their licence has expired, been suspended, revoked, or cancelled, or has had any limitation placed upon it.
• notify their employer immediately of any driving endorsements or prosecutions, including any that are accrued while driving a private vehicle, as this could affect any relevant insurance policies in place.
• notify the DVLA immediately of any changes to their name or address.
• allow their licence to be checked on a regular basis.

Constantine Ltd will carry out checks of driving licences for all employers who are required to drive on company business. Employees are required to provide details to facilitate the checking of their driving licence against the DVLA database.  In addition, we will check that Driver Qualification Cards and Driver Tachograph cards are valid and in date.

It remains the responsibility of the employee to ensure that they do not let their licence and Driver Card expire, and that DVLA are informed of any changes of name or address.

Fitness To Drive

A person’s fitness to drive can be affected by a medical condition, by temporary illness and by the environment in which they work, drive and live. Health impairments – including stress, sleep disturbance, migraine, flu, severe colds, hay fever – can lead to unsafe driving. Sometimes, the treatment for these conditions can also impair driving. Employees must ensure they are fit to drive before embarking on any work journey.  If taking any medication always check with your medical practitioner or pharmacist that it is safe to drive.

Eyesight

Employees driving for work are required to meet the minimum eyesight standards which involve being able to read an unfamiliar number plate from a distance of 20 metres (about 5 car lengths). Failure will result in the employee being stopped from driving on company business until they can demonstrate they meet the required minimum standard.

Should an employee require an eye test they can request a Smart  Employee Eyecare voucher via email to the HR manager.  This voucher entitles the employee to an eye test at a SEE affiliated Optician and the appropriate corrective spectacles for computer/driving use.  Further details are available on the ‘yu’ app.

Medical Conditions

Employees should only drive when fit to do so. They should report to their manager any new condition, or a change in their health and wellbeing which may affect their ability to drive safely. Employees should make themselves familiar with Notifiable Conditions which must be reported to the DVLA.

Notifiable conditions are anything that could affect your ability to drive safely. They can include:

• diabetes or taking insulin
• syncope (fainting)
• heart conditions (including atrial fibrillation and pacemakers)
• sleep apnoea
• epilepsy
• strokes
• glaucoma

Further information about notifiable conditions can be found at https://www.gov.uk/driving-medical-conditions

Impairment

Driving under the influence of drink or drugs is against the law. It is extremely dangerous and can seriously impair judgement and reactions leading to an increased risk of incidents and vehicle collisions.

No employee should attempt to drive whilst impaired or consume alcohol or any unlawful drugs in the workplace during work time or during a period prior to work where they may still be under the influence of alcohol and drugs effects which may carry over to the working hours.

Employees should also be mindful that many prescription medicines can cause drowsiness and affect the ability drive. If you are prescribed any drugs or medication, you should make your doctor aware that your job entails driving and ensure that you are aware of any restrictions on driving that are advised when taking the drugs or medication. Read any notes accompanying such medicines carefully and advise your manager if you think your driving may be affected.

The driver of a vehicle found to be over the drink-drive limit, and/or driving while impaired by drugs, can receive a criminal record, an unlimited fine, imprisonment, and an automatic driving ban. Driving while impaired by drink or drugs will be treated as gross misconduct and dealt with through the normal disciplinary process which could include termination of employment.

Fatigue

It is estimated that 20% of road collisions are a result of driver fatigue. Lack of sleep, or poor sleep can impair performance to the same extent as being over the legal alcohol limit. Employees should only drive when fit and healthy to do so which includes having had adequate sleep. Employees are expected to take adequate rest breaks during a journey – typically a 15-minute rest for every two hours of driving.

Whilst it is not an offence to drive tired, if tiredness is suspected to be the cause of a crash, the police can investigate all aspects relating to the driver of the vehicle. In a fatal incident, the driver could be charged with death by dangerous driving or death by careless driving, with a maximum penalty of 14 years in prison.

Further details relating to minimum rest periods can be found in later sections of this policy that discuss Drivers’ Hours and Road Transport (Working Time) Regulations.

Wellbeing

All kinds of personal stresses can affect your ability to concentrate and drive safely. Financial worries, health issues, relationship problems and family situations such as a new baby can all understandably have a hugely distracting effect. If a personal situation is affecting your ability to concentrate while driving, please talk to your manager.

Constantine provide additional support in the following ways:

• Trained Mental Health First Aiders across multiple departments at all of our depots.
• YuMatter by YourHalo – a confidential employee assistance program designed to support your mental and professional wellbeing.  Employees can sign up to this on the ‘yu’ app.
• YuDoctor by HealthHero – an on-demand virtual service providing 24/7 access by phone or video to remote GP appointments and prescription services.

Driver Competence

In addition to holding a valid licence, employees must also be deemed competent to drive and given the necessary skills to drive in a safe and secure manner considering the potential range of vehicle types they may drive and activities they may conduct. This is specifically important for activities involving use of commercial vehicles, towing and individuals who drive long distances on company business.

Drivers must be familiar with all of the controls of any vehicle they drive, and have been trained and be competent to use any equipment, including lifts, ramps and harnesses.

The company may occasionally require drivers to undertake additional training or refresher training.  This includes Driving assessments, and Driver CPC training.

Drivers of vehicles exceeding 3.5 tonnes are required to complete 35 hours of training every 5 years, and be fully conversant and compliant with all Drivers’ Hours Legislation, Tachograph Regulations, and Road Transport (Working Time) Regulations.  Drivers who regularly repeat hours, working time and tachograph record infringements will be subject to retraining and, if there is no improvement, may be subject to disciplinary action following investigation in line with company procedures.

Drivers' Hours Legislation

The purpose of this section is to provide advice on the rules relating to drivers’ hours, as they apply to Constantine Limited.

Within Great Britain (GB), drivers are subject to either GB Domestic or EU Drivers’ Hours rules, dependent on the type of vehicle used and the nature of the operation.  Vehicles used for the carriage of goods by Constantine that exceed 3.5 tonnes GVW are in scope of EU rules (EC Regulations 561/2006).  Vehicles at or below this threshold are covered by GB Domestic rules (as contained in The Transport Act 1968).

In the event of international journeys, vehicles not exceeding 3.5 tonnes GVW will be subject to the Domestic Rules that apply to that country. The EU rules apply to all vehicles in excess of 3.5 tonnes GVW on journeys within the EU and EEA countries.  These rules are outlined below.

For more detailed advice see “Drivers’ hours and tachograph rules: Goods vehicles (GV262 – Revised 2023)”, published by the DVSA.

EU Drivers’ Hours Legislation

GB DOMESTIC DRIVERS’ HOURS LEGISLATION

Drivers of all Constantine goods vehicles of 3.5 tonnes and under are subject to the GB Domestic Drivers’ Hours Rules. The following limits apply in any working day (i.e. 24 hours from the start of duty):

• A daily driving limit of 10 hours
• A daily duty limit of 11 hours.

MIXED EU AND DOMESTIC RULES DRIVING

When a driver uses a vehicle subject to the EU rules during a day or week in which they also drive a vehicle subject to the Domestic rules, they will fall within scope of both rules.

Road Transport (Working Time) Regulations 2005

The Road Transport (Working Time) Regulations introduced minimum requirements in relation to hours, rest periods and statutory holiday entitlements to drivers and crews (mobile workers) on vehicle operations where the drivers fall within scope of the EU drivers’ hours rules.

The 2005 Regulations define working time as the time spent:

• Driving
• Loading/unloading
• Other work, (includes daily vehicle check and work on site)
• Waiting periods where the duration is unknown.

Working time is averaged out over a reference period (usually 17 weeks).  It is calculated by taking the total on-duty time and subtracting rests and periods of availability.

A period of availability (POA) is waiting time, the duration of which must be known in advance, and time spent travelling as a passenger where you are not required to do any other work such as navigation.  The first 45 minutes of POA can be counted as break.

The working time must not exceed 60 hours in a single week, and should not exceed an average of 48 hours over the reference period.

Statutory annual leave, sick leave and maternity/paternity leave count as working time.  A full week is calculated as 48 hours, and a single day is calculated as 8 hours.

Breaks must be of at least 15 minutes duration, and:

• Mobile workers must not work more than 6 hours without a minimum 15 minute break.
• If working hours total between 6 and 9 hours, working time should be interrupted by a break or breaks totalling at least 30 minutes.
• if working hours total more than 9 hours, working time should be interrupted by a break or breaks totalling at least 45 minutes

Rules for daily and weekly rest are the same as EU drivers’ hours rules.

Records must be kept by Constantine for the current reference period plus 2 years, however it is the responsibility of the driver/mobile worker to submit a weekly record of their complete activities to Constantine.

Tachograph and Record Keeping

An approved tachograph must be used when driving under EU drivers’ hours rules.  The tachograph records:

• driving time
• breaks and rests periods
• other work and POA
• vehicle speed and distance travelled

The resulting record is to be used to monitor compliance with EU Drivers’ Hours rules and working time regulations.

Driver cards                                                                                                                                                                              It is a legal requirement for a driver to use a driver card when driving a vehicle fitted with a digital or smart tachograph.  Please note that a driver who is not in possession of their driver card is not permitted to drive a vehicle equipped with a digital or smart tachograph unless the card has been reported as lost, stolen or malfunctioning. It is not permitted to keep manual records if the driver card has been forgotten.  Drivers must never use anyone else’s card.

Should a driver card be lost, or malfunctioning, it must be reported to the Transport manager immediately and an application made for a replacement. In these circumstances, a driver may continue to drive a vehicle fitted with a tachograph without a card for a maximum period of 15 calendar days. Each day that their card is not present, drivers are required to take a printout from the digital tachograph at the beginning and end of duty and these must be retained with the driver’s records for 2 years after the end of the Working Time reference period. Drivers, who may have to do this infrequently, should be reminded of their responsibility to record information on the printouts which will allow them to be identified. This includes their driver card number and/or name and/or driving licence number. The driver must also sign the printout.

Prior to the expiry of a driver card, the driver will be sent a reminder. The driver must apply to DVLA to renew the card at least 15 days before it expires and ideally, at least 28 days before.  Drivers must notify DVLA of any change of address within a reasonable time and before application for a new card is made.  Drivers must carry the expired card together with the current card on them for at least 56 days.

Record Keeping

Ideally, all records for EU Drivers’ Hours and Road Transport (Working Time) Regulations should be stored on the Driver card.  Where confident, drivers are encouraged to make manual entries on their Driver card when inserted into the vehicle unit to reflect rest, breaks and other work that has been completed away from the vehicle. However, due to the complexities of the work performed, including driving under mixed rules, work on site, non-driving, multimanned vehicles, etc. Constantine recognise the challenges faced.  Therefore records should be kept in the following way:

• When driving a vehicle subject to EU Rules the driver, and co-driver must insert their cards into the correct slot in the tacho unit. They should make sure that the correct mode is selected to reflect their activities. Printouts should be taken at the end of shift and retained by the driver for 56 days.
• Driver cards must be downloaded at least once per week, preferably on the first working day of the week.
• When driving a vehicle that does not fall under EU Rules / working on site / sick / rest / holiday, the driver-tech must complete the R50 Daily working time record book. This is a duplicate book with one sheet per day that is very easy to complete. On the first day of the week the white copies should be removed from the book and returned to the transport department.  The blue copy remains in the book should it need to be produced if requested for inspection by an enforcement officer.

Under current UK requirements, drivers must be able to produce records for the current day and the previous 28 calendar days that:

• cover all periods of activity such as:
  • driving and
  • other work
• periods of inactivity such as:
  • breaks,
  • rest periods,
  • sickness and
  • leave,

for each day (including weekends).

Please be aware of a recent change in legislation when travelling in Europe that comes into effect from 31^st December 2024.  These rules primarily relate to international journeys between the UK and Europe, as detailed below:

“….drivers of in-scope goods vehicles, being used for international transport journeys further to the Trade and Cooperation Agreement (TCA) (including between the UK and EU), will need to produce 56 days’ worth of records instead of the current 28 days. This includes digital data, analogue charts, and any other manual records.”

It is the drivers responsibility to:

• Maintain complete records
• Carry said records and be able to produce them if requested by an enforcement officer
• Carry their driver card at all times
• Carry sufficient supplies of type-approved print rolls so that a printout can be produced at an enforcement officer’s request.

Vehicle Roadworthiness

The Company will ensure that your vehicle is maintained in a safe and efficient operational order, and that it complies with the Road Traffic Act.

A roadworthy vehicle is one that is safe to drive with all its safety-critical and other important elements in good condition and working order.  Drivers must not drive vehicles that they consider to be un-roadworthy or in contravention of any relevant regulations or legislation.  Driving a vehicle with major defects is a serious offence and can result in harsh penalties. The penalties a driver may receive for driving a defective vehicle will range depending on the type and severity of the offence. Any such penalties are the responsibility of the driver. If the vehicle’s condition causes the driver to have a collision, they could face additional charges and penalties.

Drivers should conduct a daily pre-use walk around check of their vehicle, in accordance with company regulations and VOSA rules and guidelines, to ensure there are no safety defects, .  This should be recorded via the CheckedSafe app, and drivers must pay special attention to the following requirements:

• All lights must function correctly and be clean, including indicators, brake lights, reversing lights (and alarms where fitted).
• Steering and brakes must operate correctly and efficiently.
• Suspension is maintained to a standard where noise (particularly when travelling empty) is minimised.
• All mirrors must be correctly fitted, adjusted and unbroken.
• Tyres must have sufficient tread (The legal minimum tread depth for cars, vans and other LCVs is 1.6mm across three quarters of the width of the tyre), at the correct pressure and free from cuts, bulges or other damage such as nails or screws, Tyres should be replaced BEFORE they are at the legal limit.
• Drivers must ensure there is sufficient fuel before the start of the Journey and that there is no less than 50% fuel in the vehicle when returning the vehicle to the depot.
• Dashboard is clear of any warning lights.
• Body is in good condition with no sharp protrusions that could harm a pedestrian/third party.
• If operating within London, vehicles must have a working pedestrian blind-spot camera that complies with DVS requirements.

Drivers and Co-Drivers are not permitted to change vehicles without the express permission of the Transport Management team.

Check the windscreen for any damage. Many chips can be repaired however, for damage larger than 10mm directly in front of the driver, the law usually requires the windscreen to be replaced.

Drivers should regularly check the seat belts for wear and tear and must report any damage to the fleet manager

Any defects and/or damage should be reported immediately on the CheckedSafe app. If safety-critical defects are found then the vehicle must not be used until those faults or defects have been rectified. Non-safety-critical defects should be rectified at the earliest possible opportunity.

Where suitably trained, drivers may complete minor repairs, such as changing light bulbs, wiper blades, etc.

If a vehicle develops a defect, or is damaged, during the course of a journey then an in-service defect should be submitted via CheckedSafe.

Safe Loads

Insecure loads pose a significant risk to other road users and incidents involving insecure loads can easily result in loss of life or life-changing injuries. The Driver & Vehicle Standards Agency (DVSA) and the police have powers to issue fines to any driver in charge of a vehicle that is overloaded or if the load is insecure.

The load on a vehicle is not just restricted to goods being carried. The load is anything being carried on and in the vehicle including tools, equipment, machinery, load restraint equipment, signage, raw materials, samples, and baggage. All can be classified as being part of the load being carried and must be safely and securely fixed to and/or in the vehicle.

Employees required to drive for work purposes will attend and comply with any training provided around safe and secure loads. They will check and ensure that ‘their load’ is within load limits and securely fastened before commencing a journey, and then again during a journey when any part of the load has been moved or removed. They should report any incident and near miss to their manager, that involves the safety and security of their load.

Drivers and Co-Drivers are responsible for handling any items to be transported, and must make sure that it is safely secured during the journey.  Ensure that no items are able to fall from the vehicle in transit and ensure the load, equipment and materials are adequately secured and tied down. Fine art shipping regulations specify that double strapping is required.  Never, load the vehicle so that either the maximum permitted G.V.W. or maximum permitted individual axle weights are exceeded. Where there is a risk of the vehicle being overweight the Transport Manager must be informed to make alternative arrangement and advise on further actions.

Vehicle Cleanliness

It is the responsibility of the driver and co-driver to maintain the vehicle being driven for work in a high standard of cleanliness both internally and externally. The dashboard must be kept free of loose items including including paperwork, food, litter and/or tools and equipment. The rear of the vehicle must be kept free of debris and maintained in a clean, organised, and presentable state.

Operatives must:

• Ensure the vehicle presents the best image by maintaining a clean and tidy vehicle cabin and cargo hold at all time.
• If you take drinks/food into the vehicle you take it with you when you finish.
• Remove all rubbish from the vehicle such as wrappers, empty cans, waste paper etc.
• Do not sweep rubbish out onto the floor. Put it in a bin.
• Any equipment not in use must be securely tied down and secured during transit.
• Ensure that the load lock straps are neatly stored/ tied to the wooden raves when not in use.
• Ensure that blankets, tools and wrapping materials are securely and neatly stored at all times.

The above must be completed before you go home.  No matter what time you get back.

Vehicle Security

When driving a company-supplied vehicle for work purposes, employees are held responsible for its keys and security. Vehicle keys should never be left unattended in public and, when at home, keys should be kept out of sight and out of reach. Keys should be kept away from the front door to prevent remote vehicle theft where possible. Vehicles must always be locked when not in use and any security device fitted to or supplied with the vehicle must be activated. Vehicles should be parked in a place that is well lit and where possible, the use of security patrolled car parks, or those covered by CCTV are preferred.

All vehicles are fitted with Satellite Tracking Units for security, insurance purposes and for quality management and are not to be tampered with at any time. Tampering with these units will result in disciplinary action being taken against both the driver and the co-driver.

Most vehicles are fitter with CCTV systems for security, insurance purposes and for quality management and are not to be tampered with at any time. Tampering with these units in any way constitutes criminal damage to private property and will result in disciplinary action being taken against both the driver and the co-driver.

When a stopover of a loaded vehicle is necessary, arrangements will be made to lodge the vehicle and /or materials at a secure facility which will be protected by 24-hour intruder and fire alarm systems and under continuous security supervision.

The load hold must be locked or secured and alarmed at all times as well as the crew cab.

If the driver is instructed to pull over by members of the police service, in any country, he must inform the police constables/ officers that he will follow them to the nearest police station and contact the Transport Manager to await further instruction. Under no circumstances are you to expose the load on the road side.  On no account should the vehicle be left unattended by the crew, even in an emergency.

Engine Idling

Constantine Limited is committed to protecting air quality by reducing the environmental impact of their operations in relation to engine idling by employees in company vehicles or in private vehicles being used on company business. Vehicle exhaust emissions from idling vehicles contributes significantly to air pollution which impacts on health, economic growth, and quality of life.

The driver of any vehicle being used on company business will:

• turn the engine off when a vehicle is stationary for more than 1 minute and only restart when they are ready to drive away.
• not use the engine to pre-heat the vehicle unless necessary due to safety considerations or weather conditions.
• always turn off the engine when on a break.

Engines may remain switched on to perform a pre use walk around check, for the safety of the vehicle occupants, or when unforeseen emergency circumstances arise.

Private Use Of Company Vehicles

Commercial vehicles must not be used for private journeys.  Company vehicles are to be used for business purposes only, unless authorisation has been obtained, in advance, from the Operations Director or Transport Manager.

Please note that permission to use company vehicles for personal reasons is at management discretion, not all requests will be granted.

If permission has been granted, a vehicle condition check must be completed before the vehicle is taken, and when it is returned.  The user will be held liable for any new damage reported.

No company-supplied vehicle may be raced, rallied, or otherwise used in a non-business- related, off-road environment.

Towing

Employees being asked to tow a trailer or equipment should ensure that their driving licence allows them to do so legally.

Drivers should be competent at correctly hitching the trailer, checking the trailer before use including tyres, electrical and brake connections, ensuring loads are safe and secure, and manoeuvring/reversing the trailer. Drivers without this competence should seek additional training from their manager before towing on behalf of the organisation.

Employees towing a trailer or equipment should familiarise themselves with the relevant changes in speed limits and permitted motorway lanes while towing, along with the permitted weight limits for their vehicle/trailer combination. They should also remember to allow additional time for slowing down and manoeuvring their vehicle when towing.

Journey Planning

Journey routes should be planned to use the highest quality roads, such as motorways and dual carriageways where possible.  Driving during the higher-risk period of 02:00-05:00 should be minimised or avoided altogether.

The driver will assume full responsibility for collecting all the daily transport notes and ensuring that the daily vehicle checks are completed at the start of each scheduled day.  All the instructions on Transport notes must be carried out. Any deviation or change in process or instruction due to unforeseen circumstances must be reported to the Co-ordinator responsible for booking the job. They will authorise the required changes and ensure that the correct paperwork is raised.  Any additional work requests, not listed on the transport note, must be authorised by the Transport Manager of Co-ordinator to ensure that the additional works do not interfere with other scheduled work.

Drivers must work cooperatively with the co-driver at all times and ensure that the vehicle is stocked with the appropriate fine art packing materials and equipment in accordance with the vehicle stock list and scheduled works for the day, before you leave the depot to start your scheduled works.

Drivers must ensure that before moving off, members of the public are well clear of the vehicle and that special attention is paid to the instructions given by the co-driver acting as Banksman.

Drive in a manner, which minimises noise from engines and suspensions particularly in villages and built up areas, and especially in the early morning and late at night. Constantine

Co-Drivers may from time to time need to inform the driver of a last minute change to the route. Any and all changes to the schedule and route must be passed down from, and authorised by, the Transport Manager and a member of his team.  Drivers and Co-Drivers must follow instructions as set out by Constantine Ltd alone.  Any escorts (couriers) instruction to the driver or co-driver that deviates from the instructions handed to the Constantine team by Management must be authorised by a member of the transport team or the co-ordinator responsible for the job before proceeding or complying.

Breaks and break locations should be planned in advance.  Drivers should not drive for longer than is set out in the Drivers’ Hours Rules without sufficient break. The Highway Code recommends that drivers and riders should take a 15-minute break every two hours.  No unscheduled stops will be permitted on request of the passenger unless authorised by a member of Constantine Management. All relief breaks at welcome stops must be authorised by Constantine Management in accordance with the Government Indemnity Scheme, Annex E.

If it is difficult to keep to the specified timetable, drivers must inform their employer/ direct line manager, and where details are available, phone ahead and inform the client. Where the delays are likely to affect multiple jobs the Transport Manager will inform the co-ordinator/s affected and they will in turn contact their clients to inform them of the delay.

When dropping off/picking up items, drivers must pay special attention to any hazards, traffic or obstructions to ensure the safety of passengers and co-drivers and goods.

Co-drivers must call all scheduled clients ahead of arrival and advise them of your expected arrival time. In the event that there is a significant delay in your schedule and you will not meet the time communicated to the client then a follow up call must be made to update the client.  At customer delivery/collection points (in accordance with client specific instructions) and Constantine Warehouse Depots, you should wear your reflective jacket/vest at all times.

Do not approach the customer site before the normal opening time approved in the planning consent.  Approach at low speed and be mindful of residents by minimising noise and disturbance.  Co-drivers must at all times, no matter the weather, on arrival at your destination act as Banksman and guide the driver safely to his end location

When arriving at your destination the driver must ensure that the vehicle and where applicable, the trailer breaks are fully engaged while stationary.

Drivers should check for lost property at the end of each journey and hand any items found to their employer.

Safe Driving

It is important that all drivers of vehicles are aware of the requirements and any updates to The Highway Code, and that they are considerate to other road users and understand their responsibility for the safety of themselves and other road users.

Employees who drive for work are required to apply safe driving behaviours and techniques to help reduce their risk of collisions and incidents. When driving, they should remain a safe distance from the vehicle in front, stay alert and ready to anticipate changes to road and weather conditions.

Drive in a considerate manner at all times and avoid sharp braking, fast cornering and harsh acceleration which can cause damage to loads or be unnerving for passengers or other road users

On no account should employees driving for work become involved in incidents of road rage or intimidation of other road users.

Always adjust your driving according to varying road and weather conditions, and allow for the poor driving standards of other road users.

Avoid grouping of lorries when driving in convoy and leave room for smaller vehicles to overtake easily without having to pass more than two lorries at once unless directed otherwise by a Police Escort or Police Driver during High Risk shipments.

On the road drive defensively; when stopping, park carefully and with consideration for other people.  Accidents can be caused when others fail to see or hear your vehicle.

Safe Speeds

One of the most significant risks drivers face, and create, is driving at inappropriate speeds on work-related journeys. This includes both exceeding the speed limit and driving within the limit but still too fast for the road and weather conditions.

Every year, over 200 people are killed in crashes involving someone exceeding the speed limit and over 100 people die in crashes involving someone travelling within the speed limit but too fast for the conditions. Speed limits are a limit, not a target.

Employees who drive for work should know the speed limits for the type of vehicle they are driving and road they are travelling on and understand the importance of staying within speed limits. Van drivers should remember that the applicable speed limit for a van is often lower for that of a car. Drivers should notify their manger immediately of impending prosecutions and penalties associated with unsafe driving, including speeding, whether these resulted from at-work or personal driving.

No employee driving for work should ever drive faster than road conditions safely allow and should always obey speed limits. Employees driving for work are expected to always drive safely, responsibly, and legally.

The minimum penalty for speeding is a £100 fine and 3 penalty points added to a driving licence.

Do not exceed any speed limit. Take extra care, especially in villages and built up areas. To further minimise the impact of heavy vehicles on the local population, please comply with any voluntary speed restrictions posted at client premises.

Speeding is not permitted nor condoned whilst in control of a Constantine vehicle. All Constantine vehicles are fitted with GPS tracking equipment that track speed, over speed relative to the national speed limit of individual road, G force during cornering, acceleration and breaking and are logged in real time and stored in secure cloud servers. The Company and it’s managers has a duty of care to enforce a strict no speeding policy and as we have the means at our disposal this turns into a statutory requirement to check speeding infringements.

Please note:

• Speeding will not be tolerated and breaches will be followed by instigation of the company disciplinary processes.
• Excessive breaking and cornering will not be tolerated especially considering the nature of goods that Constantine routinely carry and any breaches will be subject to further disciplinary action.

Seatbelts

It has been a legal requirement for drivers and passengers to wear seat belts since 1983. The minimum penalty if caught not wearing a seatbelt is a fine of £100, rising to £500 if the case goes to court.

Seat belts are the best protection against injury or death in a crash. Wearing a seat belt reduces the chance of serious injury or death by 40% to 60%. People thrown from a vehicle are 4 times more likely to be killed than those who were wearing a seat belt and remain inside the vehicle. Seat belts should be worn by both drivers and passengers while traveling for work in any vehicle, whether company-operated or privately-owned. The driver of the vehicle is responsible for enforcing seat belt use by all occupants.

Drivers should remind co-drivers & passengers that seatbelts should be worn where this is a legal requirement.  If any passenger refuses to wear a seatbelt (where this is a legal requirement or in the Contract Specification) the driver must report it to his/her employer who will carry out further escalation

Where medically exempt from wearing a seat belt, a Certificate of Exemption from Compulsory Seat Belt Wearing should be obtained from a doctor. A copy must be presented to the Manager and a copy kept in the vehicle being driven to present to the police if stopped.

Driver Distraction

Constantine Limited operates a zero-tolerance approach to driver distraction.

The use of a handheld mobile device in any vehicle whilst driving is illegal and employees face prosecution if caught doing so. Police can issue a fixed penalty notice (£200 fine and 6 penalty points) or summons the driver to court where they are likely to receive a more stringent penalty on conviction. Please note that any such penalty could affect your employment. No employee is required to take or make calls while driving. There will be two constantine employees scheduled for every trip so the phone assigned to the driver must be answered by the co-driver. If you need to make a call, even if only to advise of a travel delay, the co-driver can do this, or, find a safe place to stop and switch off the engine first. Initiating or participating in conference calls of any kind, texting or emailing when driving is not permitted under any circumstances. Adjusting a sat nav or other such system should be done while stationary with the engine switched off.

Eating or drinking while driving is not permitted. Drivers should take refreshments during normal rest breaks or while the vehicle is stationary with the engine switched off. Note: It is illegal to stop on the hard shoulder of a motorway to make or take a call.

Distraction can also be caused by other technology such as sat nav systems. Always programme your sat nav while parked and never try to do this while driving.

Driving in Adverse Weather

Weather can be unpredictable and can change quickly. When it does, the risk of a serious collision occurring substantially increases. Driving in adverse weather conditions can be extremely dangerous and can affect a drivers’ awareness and concentration as well as their ability to drive safely.

Before commencing any journey, employees who are required to drive for work should always consider the weather conditions and potential for changes and deterioration in weather. They should adjust their driving style to the weather and road conditions at the time. Fuel levels should be checked at the start of a journey to ensure there is sufficient to complete the journey, and employees should have access to a fully charged mobile electronic device to provide updates to their managers if they need to postpone journeys or change routes when the police and travel organisations advise against road travel due to weather conditions.

If poor weather is expected, the necessity for the journey should be considered. Employees who still need to drive should ensure they have appropriate clothing to stay warm and dry, plus food and water in case of travel delays.

Employees driving for work should also have with them an up-to-date list of breakdown and emergency contact numbers.

Passengers

For safety and insurance reasons, under no circumstances are employees permitted to allow unauthorised passengers in any vehicle being used for work purposes. Employees are not permitted to pick up hitchhikers in a company vehicle, and employees using their own vehicles for work are not permitted to pick up hitchhikers while driving on company business.

The driver of the vehicle is responsible for the safety and conduct of everyone in their vehicle. If the carrying of passengers is permitted by management, the number of legally permitted passengers is not to be exceeded in that vehicle and seat belts must be used, unless medical exemption certificates apply.

The carriage of children, dogs or any other animal in a vehicle being used for work purposes is not permitted.

Drivers are responsible for operating all equipment on the vehicle including doors and tail lifts and must not allow passengers or non-Constantine personnel to operate them.

If a passenger’s conduct is such that the driver is or may be distracted while driving, they must stop the vehicle as soon as it is safe to do so and continue the journey only when order is restored.  Drivers must not evict authorised passengers from the vehicle, but must report any serious incidents as soon as practicable to their employer giving as much detail as possible including the name of any passenger(s) involved in the incident.

Any information about passengers/couriers, Items you come in contact with during your daily duties must be treated as confidential and not be discussed with anyone such as your family or friends. This also applies to anything that passengers/couriers may tell you in the course of conversation.  Drivers must not:

• make any personal remark about, or to, a passenger/courier even if it is complimentary.
• call any passenger/courier by a nickname, pet name or endearment such as love, darling etc.
• use bad language (swearing), innuendos or sexual comments in the presence of passenger/courier.
• give passenger/courier gifts, send them cards, letters or text messages.
• exchange phone numbers, email addresses or personal details with passenger/courier.
• take photographs of passenger/courier or at clients business or personal address, including pictures using mobile phones.
• enter the home of a passenger/courier.
• look through a passenger/courier handbag or personal belongings, even when asked to find something.
• handle any money on behalf of passengers/couriers.
• have any social contact with the passengers/couriers that they meet.

This list is not exhaustive but it illustrates the type of actions which could be misunderstood and must be avoided.

Acceptable Physical Contact 

Drivers should note that some physical contact with passengers may be necessary, such as:

• Assist a person who has difficulty in walking.
• Help an older person get in and out of a vehicle.
• Assist someone to put on a seat belt.

Drivers must ensure that they ask the person first, and keep physical contact to a sensible minimum.

These instructions have been written to help drivers understand that their actions, however well intentioned, may be viewed differently by others. It is important to be aware that an allegation made against a driver may result in an investigation by the company and/or the Police, during which time the driver would have to be suspended from duty.

Smoking

Under the 2006 Health Act, smoking is banned in the workplace, and any vehicles being used for work. Smoking by either driver or passengers is not permitted in any vehicle at any time. This includes vehicles allocated to a single person. This policy includes the use of e-cigarettes and vapes. Employees and their passengers who smoke in work vehicles are breaking the law and can be fined.

Furthermore, employees and passengers must not smoke around or anywhere near a vehicle or building containing works of art and/or loan materials.

Fines And Penalties

Any employee who is caught and prosecuted by the police for unsafe and dangerous behaviour while driving a vehicle for work, will be responsible for any fines, administration charges and subsequent penalties imposed. Parking fines are the responsibility of the driver and not the employer. Licence endorsements may affect the insurance of the driver concerned and mean they are unable to continue driving on behalf of Constantine Limited.

The company will not pay for any motor vehicle moving violations i.e. Speeding, Reckless and Dangerous Driving, Jumping a red light etc. Such violations are the responsibility of the person assigned to the company vehicle. Any person receiving a vehicle moving violation notice, while in control of any company vehicle, at any time, including off/on work hours, weekends, holidays or other periods of time, is required to notify the Transport Manager in writing by email, facsimile, or other written means within 24 hours (twenty-four hours) of receipt of such notice; whether or not the violation has been placed before any traffic court for final determination of fault.

Failure to properly notify the Transport Manager within 24 hours (twenty four hours) may be cause for immediate suspension and/or termination of employment. In the event of holidays or weekends, the person receiving a moving violation must report the violation to the Transport Manager at the beginning of regular business hours on the next regular business day. If the report of violation is not received by the HR department by the end of the day following resumption of regular business hours, the employee will be considered in violation of this reasonable and legitimate management instruction and may be cause for immediate suspension and/or termination of employment.

Parking fines will be assessed by Constantine Limited, and where it is deemed as unavoidable due to the location of the delivery/collection access point it will be paid immediately by Constantine for recharge to the client.

If a parking fine is received that is assesses to be a negligent act by the driver, the driver will be given 48 hours to inform us if they wish to appeal.  If they do not inform Constantine of their decision within 48 hours, Constantine will pay the fine and it will be deducted from the drivers’ wages.

Breakdowns, Punctures And Glass Repair

In the event of a breakdown with artwork on board the following process must be followed:

• Contact the Transport Management Team and report the exact time, location as well as a possible reason for the breakdown. It is important to notify the management team if the vehicle is able to continue on its journey or make it to a safe location nearby as well as the road side conditions.
• Do not exit the vehicle unless it is clear and safe to do so.
• Do not open the rear hold, under any circumstances.
• Transport Management will monitor the vehicle on our live tracking software and may utilise the remote CCTV linkup. (on newer models only)
• Transport Management will inform the coordinators and departmental head of the incident and initiate our breakdown procedures for safe retrieval of the vehicle and goods on board.
• Breakdown assist will be contacted by transport management during working hours and all persons travelling with the vehicle must remain with the vehicle until they arrive to assess the damage.
• All vehicles carry a vehicle information folder with the relevant breakdown assist contact information in the event that contact can not be established with the Transport Team, Coordination Staff or Senior Management.
• Breakdown assist engineers will assess whether or not it is possible to make repairs on the road side. Depending on callout times and delays at that time Constantine Management may instruct for the vehicle to be recovered to a safe location so that the works on board can be cross loaded safely onto a replacement vehicle and continue on its journey.
• If repairs are possible and once completed please update transport management and continue with your journey.
• If repairs are not possible the vehicle will be recovered to a safe location and once at location be cross-loaded onto a replacement vehicle and depending on the driving hours and the end destination the Constantine drivers may be relieved by another Constantine team to continue with the journey.
• Under no circumstances are you to cross-load on the road side without a Constantine Directors authorisation.

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, call your manager for further instructions.

The way in which Constantine Ltd handles breakdowns in the UK differs to how they are dealt with in Europe.  It will also vary depending on the nature of the breakdown.

If your vehicle breaks down in the UK, the Transport team will call Logistics UK Recovery Service.  In Europe, the manufacturers own roadside assistance service will be contacted.

If your vehicle suffers a puncture, the Transport team will call ADS. ADS will liaise with their network of suppliers to find the quickest response.  If you are on a motorway, you must not attempt to change the wheel or tyre yourself.

If your vehicle has a tail lift fault, the Transport team will contact ILM who will respond via their network of agents.

Collisions

After any accident or collision YOU MUST STOP. Failure to stop at the scene of an accident is a criminal offence. If you are involved in a collision that results in injury to a third party, you are required by law to contact the emergency services immediately by telephoning 999. If nobody has been injured and your vehicle is not causing an obstruction, you are not required to call the emergency services.

If it is possible to move your vehicle to a safe location at the side of the road you should do so and switch off the engine. Move all uninjured passengers to the side of the road. If you are on a motorway, ensure everyone remains behind the safety barrier. Do not attempt to move injured passengers unless they are in danger – wait instead for the paramedics to arrive. If a motorcyclist is involved, do not attempt to remove their crash helmet.

Always wear your reflective jacket/vest at the scene of an accident, and wherever possible warn approaching traffic of the potential danger.

TAKE A DEEP BREATH – try to remain calm and always deal with members of the public in a polite and professional manner. Do not get drawn into arguments about who is to blame.  Do not admit any liability for the collision or enter into any discussion other than to exchange the details required to report the accident to your insurance company and your employer.

Drivers must report all accidents/incidents (even if there are no injuries) to their employer. If the Driver is busy dealing with other parties the Co-driver will use his company phone and contact the Transport Manager.  The driver/co-driver must make note of the following:

• Number of vehicles involved
• Registration numbers of all other vehicles involved
• Driver details of all other vehicles involved to include name, contact telephone number
• Insurance details must be handed over to all other parties as well as collected from all other vehicles
• Date, time and location
• Eye witness statements, or contact details of eye witnesses

If possible, and without putting yourself in danger, take photos of the accident and any damage to the vehicles involved. You should also take photos of any road or landscape features that may have contributed to the collision.

Clear any debris to the side of the road so it doesn’t present any danger to other road users but DO NOT try to recover any debris if you are on a motorway. If your vehicle is drivable, you may now continue your journey.

On return to the Constantine Depot the driver will need to collect an accident report form and complete a full report of the incident including a diagram of the vehicles showing how the accident occurred, why it occurred and what damage resulted.  This form must be handed back to the transport team as soon as possible (at the very least within 24 hours).

Incident Reporting

All work-related road incidents and near misses (including damage-only ones and ones involving privately owned vehicles when they are used for work) should be reported as soon as it is safe to do so. Prompt and accurate reporting and recording of work-related road incidents, and near misses help to keep employees safe and reduce the likelihood of similar incidents occurring again.

Incidents involving a company-supplied vehicle must be reported to the Manager or the organisation’s appointed accident management agent immediately where possible or, at the latest, within 24 hours.

An incident is an event that resulted in personal injury to an employee or another person, or resulted in property or vehicle damage, or a dangerous occurrence. This could include a motoring offence, a crash or collision involving a vehicle being driven for work, or a vehicle breakdown. A near miss is a dangerous occurrence that had the potential to result in personal injury to a staff member or another person, or to result in property damage.

The nature of the work that Constantine is contracted to complete requires extensive manual handing, whether by hand or through the use of lifting/carrying equipment.  Any non-vehicle related injuries and near misses must be reported, and an accident report form submitted, to minimise the risk of future injuries.

Fire Risk

Due to the nature of what is carried on Constantine vehicles, they are fitted with smoke detectors in the rear load holding area with an audible alarm in the drivers cab.  Driver-techs should not rely on this alone – if you smell gas or fire do not take any unnecessary risk.

In the event that a fire is detected you must bring the vehicle to an immediate stop, turn the engine off, and call the fire brigade at once.

In environments where fire alarms are in operation, such as offices, ferries, warehouses, etc. you must raise the alarm and then advise all persons to leave the building/area.

You may attempt to tackle the fire with the aid of a fire extinguisher, but only if the fire appears confinable and not at the risk of your life.

Take precautions.  Do not smoke in or near vehicles or warehouses containing art works.  Do not overload the power outlet in vehicles by plugging in multiple charger cables.  Check cables for damage, and do not use them if they look unsafe.  Always check that the cable is suitable for the charging point, i.e. do not use a 12v cable in a 24v charging point.

Please note that if you use your own car for work, the organisation’s legal duty of care to ensure the safety of the driver, the vehicle and journey remain the same. Grey fleet drivers should make themselves aware of all the company policies relevant to driving for work and ensure they always comply with them.

Grey fleet drivers must ensure:

• They are fit to drive.
• They hold a valid driving licence for the vehicle being driven, and provide permission for the employer to check this licence directly with DVLA.
• The vehicle is appropriate for the journey and use, taxed, MOT’d and serviced in line with manufacturer recommendations.
• They hold appropriate and valid insurance cover for business use.
• They can produce documentary proof of the above, on request.
• The vehicle is regularly checked to ensure its roadworthiness and a walk around safety check is conducted prior to starting any long work journey.
• They will notify their Manager if they are unable to use a vehicle which meets the minimum safety standards required.
• They will notify their Manager of any Notice of Intended Prosecutions and collisions they are involved in whilst driving, especially whilst on a journey for work purposes.
• They co-operate with company rules and policies when using their own vehicle for work.

Senior Managers, from the head of the organisation down, will provide a safe working environment through the provision of well-maintained vehicles that are fit for purpose. They will lead by personal example when driving themselves and not tolerate poor driving practice among colleagues.

Managers should ensure work duties and practices are not planned that pressurise employees into driving in an unsafe or illegal manner and will challenge any unsafe attitudes and behaviours, encouraging each other to drive safely. They will co-operate with the monitoring, reporting and investigation procedures following a reported incident of non-compliance with this policy.

Office-based employees will inform their manager of any information or concern regarding the health, wellbeing and safety of an employee who is required to drive for work and maintain complete and full records for employees and vehicles being used for work journeys. Office-based employees must be aware of the company. policy on mobile phone use while driving and not put colleagues who may be driving at risk in this way.

Employees who drive for work should make themselves aware of and comply with all company policy and procedures relating to driving for work. They should raise concerns to their manager around anything that may affect their ability to drive safely and co-operate with any investigation procedures regarding reported incidents that may involve them.

General Obligation of Drivers, Transport Notes & Supporting Documentation

Drivers must:

• Be smart and tidy in appearance, wear Constantine issue uniform only and pay adequate attention to personal hygiene. PPE (Personal Protective Equipment) is issued to all Constantine employees and must be worn when applicable. Steel Toe Shoes must be worn at all times however, High Visibility Vests are to be worn in environments that require full PPE i.e. warehouses, airports, on the road side etc.
• Be polite and courteous to Colleagues, Clients and Passengers at all times.
• Not swear or make remarks that are personal, sexual, and racist or which could be judged to be offensive in any way.
• Wear Constantine identification where visible at all times.
• Purchase of duty free items are permitted however, Constantine employees and couriers alike must adhere to the legal limits imposed on the import and export of all duty free items. Any breach in this instruction will have severe consequences.

Packing On-Site

In an effort to reduce the risk of damage to any items carried by Constantine, any and all items must be wrapped or packed upon collection.  Any items that cannot or have not been wrapped at the time of collection must receive verbal authorisation to move or proceed from the coordinator before the item is handled by technicians

Any unwrapped items will not be taken in by the warehouse.  However, a common sense approach to this rule applies when loading much larger sculptures or items.  If there is any doubt, please do not hesitate to contact the coordinator for clarity.

T-Frame Packing On-Site

Co-Ordinator’s to discuss and agree with clients, prior to ordering a T Frame, number of fixings to be added to the back of the artwork in order to secure it to the T Frame.  We specify four (4) fixing points in most cases as a minimum. The coordinators will also discuss the type of fixings to be used, i.e. standard Mirror Plates or Oz Clips.  If in doubt they will consult with our Technical Team, Mark, Ben or Laurence.  The outcome of what is agreed with client will then be noted on the transport note / instructions to technicians.

Warehouse / Packing will provide foam blocks (plastazote LD45) as standard to the bottom side of each T Frame ordered to help preventing damage in case of a fixing failure.

Fine Art Technicians / Driver Technicians – All factors relating to the type of work (painting, canvas, frame size and construction) need to be taken into account, and consideration for where the item will be going and how it will get there, in order to make the right call relating to the amount of mirror plates/ oz clips that will be required. Where required the client must be informed that four (4) points of fixing is specified as part of best practice and load safety. Any deviation or concerns must be escalated to the coordination team or the technical team. IF there is any doubt, escalate. Standard practice reminder; you must ensure that they review the notes before setting out to complete the days work. All the relevant equipment must be taken with in order to complete the job at hand.

Collections & Delays

• All items must be correctly identified upon collection by the client and labelled accordingly.
• Drivers/ Technicians must hand the labels to the client upon arrival and then carefully check off all items against their notes.
• Any items not mentioned on our note/ list must be discussed with the co-ordinator before agreeing to collect.
• Any delays or anticipated delays in further collections, which are as a direct result of discrepancies on a collection, must be communicated to the Transport Manager.
• Any delays in timed collections must be communicated to the client contact and the co-ordinator in advance and followed up as required.

Unforeseen Changes On-Site

If circumstances arise that differ from the instructions issued by the coordinators or from normal working practice, in any way, please note that you have to contact the coordinator and notify them immediately.

This to include damage to items noticed or sustained during collection, transit or delivery.

It is imperative that the office is notified as soon as possible so the Coordinators and their departmental managers can make a judgement call on how to proceed.

The subtlest change could have a negative effect on ours or the clients insurance, quotes, liability, following time critical jobs etc.

Examples of things to report; (this list is not exhaustive)

• Increased workload leading to more time spent on site
• Change on client side on required materials or packing/ loading needs
• Change in quantity of items to collect
• Damage noted (even if we are not tasked to complete an ADR – Apparent Defect Report)
• Inadequate staffing requirements to complete any job safely and in a timely manner due to access constraints, over sized items, hazardous site conditions

If you are unable to make contact with a coordinator please contact their line managers and failing that the transport department.

Dealing With Changes to Instructions

If, for whatever reason, conditions on site at collection or deliveries change to such an extent that the instructions on the Transport Notes or Work On Site notes can not be carried out please contact the Co-ordinator before proceeding or leaving site.

The notes that you receive contain condensed instruction from arrangements made with the client and any change could have serious negative consequences.

For example;

1. If you are asked to complete an ADR (Apparent Defect Report) on site before loading or packing the item and conditions do not allow for this to be done, you have to inform the Co-ordinator before touching the piece. If the item is allowed to travel without a signed ADR or paperwork this then invalidates the condition chain of custody and makes it impossible to prove that an item was not damaged before we collected it.
2. If you are instructed to collect x 6 items from site and the client adds or subtracts or substitutes any items, this then could also have a further impact on import/export licenses, our storage, weight limits for the vehicle assigned to collect, transit insurance or the billing profile.
3. If the paperwork states that you need to contact the client 15 minutes before arrival and you fail to get through to them after repeated attempts, please contact the co-ordinator and let them know. The number may be wrong or we may have an alternate number for the client.

It can not be stressed enough how important it is to contact the Co-ordinator if anything changes.  If you are unable to contact the Co-ordinator please ask for that Co-Ordinator’s line manager.

If you fail to get in touch with their manager please then escalate it to the departmental General Manager (Galleries – David Brown / Exhibitions – Francesco Donadio).

Failing this please contact the transport team or me on my mobile and we will make sure someone who knows the client and the job details contacts you back as soon as possible and makes the decision of what to do next.

Please do not take on the burden of making decisions that could cost the company dearly. Leave it with those who have the relationship with the client or have in-depth knowledge of the clients/job instructions.  The Co-Ordinator’s rely 100% on you to keep them informed on any issues, changes or potential issues. Please keep them informed

If there is anything in this policy document that you do not fully understand, or would like clarification on, please contact your line manager or the policy owner.