Frequently asked questions
How do you operate?
How do you work?
We manually analyse digital tachograph data (driver card and vehicle unit data) on a monthly basis, highlighting areas of non-compliance and looking for specific trends, clearly explaining our findings so that operators are able to offer ‘continuous and effective management’ of their fleet.
How do you access my data?
We will require a login and password to your data hosting platform to extract the raw files for analysis.
Why is tachograph analysis important?
Analysing your driver and vehicle tachograph data is a condition of your operator license, as well as a legal obligation under UK domestic law and EU regulation.
Do you download driver cards and vehicle units?
We do not download driver cards or vehicle units. It is your responsibility as the operator to download both driver cards and VU’s. We analyse the raw data once the files are loaded into your transport management platform.
How frequent are your reports?
We operate a monthly analysis service. Reporting may commence once a complete data set is available on your data hosting platform. We typically require a complete data set by the end of the 2nd week of the month to proceed with analysing the data on a timely basis. We will need access to the file storage via a secure login and password.
What happens if something goes wrong?
If you have a roadside stop, an un-expected visit at the office or a planned visit by DVSA, we offer full transparency. Depending on the severity of the situation, it would be wise to engage the services of legal professionals or seasoned transport consultants to minimise the risks to your business.
What happens if we add new vehicles/drivers?
Your data hosting platform should automatically include new vehicles and/or drivers in the fleet/roster upon uploading their data. If you are missing vehicles/drivers on the platform, contact your service provider as soon as possible to avoid issues.
What happens if a vehicle is off the road (‘VOR’)?
If a vehicle is declared VOR, it is temporarily withdrawn from service. The vehicle cannot be used for any transport activity until is it repaired and declared roadworthy. The vehicle must be marked as VOR on the PMI scheduler and immobilised. If the VOR affects PMI scheduling, you must record this and reschedule accordingly.
Operators should maintain a VOR log covering the following:
date and reason for VOR;
odometer readings;
maintenance action taken; and
date returned to service.
If a vehicle is used while declared VOR, it can trigger:
prohibition notices;
fixed penalties; and
public inquiry.
What if we have a problem with drivers?
It is your responsibility as the operator and employer to effectively manage your driver roster. Disciplinary procedures should be in place to manage any at work issues. Constant training, toolbox talks and CPC refreshers should be routine so that your ‘employees’ are fully prepared for the job.
How do we manage rental vehicles with the rest of the fleet?
You must follow legal compliance when renting HGV’s for hire or reward.
Correct procedure when taking on a rental HGV is as follows:
confirm that you have room on your undertaking on your O License to operate an extra vehicle;
notify the Traffic Commissioner if the rental affects your fleet capacity or operating centre;
verify vehicle compliance: MOT/roadworthiness/emissions compliance (ULEZ/DVS), tachograph calibration and functionality, load security and weight limits, LOLER certificate;
record the rental on your maintenance system;
schedule PMI’s and list on the O License and regularly download the VU if the rental exceeds 30 days;
keep copies of the rental agreement and maintenance history;
confirm the correct insurance (commercial use) and road tax. If operating on international journeys, reconfirm insurance; and
if the vehicle is unfamiliar to your drivers, conduct driver briefings and vehicle familiarisation. This should include vehicle controls and safety systems, blind spot monitoring, DVS equipment, load handling and route restrictions.
What if I have a combination of self-download and remote download vehicles?
This is not an issue. All raw fleet data will end up in the same place – your transport management platform. Once we have a full data set, we can start our analysis.
I already use my vehicle manufacturer for remote downloading; can you access the data?
Potentially. The remote downloads of the fleet will automatically upload to your transport management platform, where will be able to extract all the files required for our analysis.
Do you offer any other services?
We do offer ad hoc audit services focused on vehicle and maintenance management, which we are happy to discuss. This service would be on an hourly basis at a pre discussed rate and payable under the terms of the terms and conditions.
Can your system identify repeated driver infringements and trends over time?
Yes. Our analysis includes:
driver infringement history and infringement percentages. We are able to identify trends per company and per driver. This information is clearly visible at the beginning of each analysis report.
Do you offer training on how to use a tacho?
No, we do not offer training on how to use a digital tachograph.
Do you provide Working Time Directive compliance reports?
We do not supply WTD reports directly, they should be provided as part of the service from your transport management platform. We analyse the raw data available for the month, with clear description of what has happened and what should have happened to avoid infringements, and advice for best practice.
What are the tachograph basics?
What is a tachograph and why is it required?
A tachograph records driving time, rest periods, and other work activities. It’s legally required for most commercial vehicles over 3.5 tonnes under EU Regulation 561/2006 and UK domestic rules to ensure road safety and driver welfare.
Which vehicle must use a tachograph?
All goods vehicles over 3.5 tonnes operating under EU or AETR rules must use a tachograph. Vans and LGV’s used for hire or reward across borders will also require tachographs from July 2026.
How often must tachograph data be downloaded?
Driver cards need to be downloaded every 28 days.
Vehicle Units (‘VU’) need to be downloaded every 90 days.
However, it is recommended to download driver and vehicle unit data frequently to help identify infringements early and maintain compliance.
What types of tachograph cards are there?
Driver Card - issued to individual drivers.
Company Card - used to access and manage vehicle data.
Workshop Card - used by maintenance and calibration centres.
Control Card - for enforcement agencies.
What happens if a tachograph breaks down/becomes faulty?
You must get it repaired by an approved calibration centre ASAP. If the vehicle can’t return to base within a week, repairs must be done en route. Manual records must be kept in the meantime.
Under what circumstances can drivers still drive without a digital driver card?
Drivers may still drive if a digital driver card has been lost/damaged/stolen. You must report the issue to the DVLA immediately. You must apply for a replacement card within 7 days of discovering the issue. You may drive for up to 15 calendar days on daily printouts (start and end of each duty period – signed and dated by the driver with a description of the reason on the back of the printout).
Drivers CAN NOT drive without a driver card if their driver card has expired. They must reapply for a new license and wait until it has arrived to continue normal driving duties.
What are the penalties?
What are the penalties for general non-compliance?
Up to £2,500 for drivers hours breaches.
Up to £5,000 for failing to install or use a tachograph.
Deliberate falsification of records could lead to up to 2 years’ imprisonment.
What is a Graduated Fixed Penalty and how does it work?
A Graduated Fixed Penalty (‘GFP’) is a fixed fine issued at the roadside by DVSA examiners or police officers. The amount varies depending on:
severity of the offence;
circumstances of the breach; and
whether it’s a repeat or first-time issue.
It’s designed to reduce court cases while preserving the right to challenge the penalty in court.
Common offences that trigger GFP’s include:
overloading;
defective brakes, steering or tyres;
failure to download tachograph data on time; and
failure to carry required documentation.
GFP’s on the road are likely to be calculated as:
minor breach (late download, tacho not set to UK for the duty period) - £50;
moderate breach (rest period violations) - £100-£200; and
serious breach (falsifying records) - £300+.
The severity and fine amount are set by the enforcement officer on the day. Moderate and serious breaches may incur further fines, penalties, fleet curtailments and in serious cases, custodial sentences.
What is a ‘Most Serious Infringement’?
A Most Serious Infringement (MSI) is a classification used by the DVSA and Traffic Commissioners to identify the most severe breaches of tachograph and drivers hours regulations. These are not just technical errors – they are considered deliberate or dangerously negligent actions that pose a serious risk to road safety and fair competition.
Examples of Most Serious Infringements include:
falsifying tachograph records;
using someone else’s driver card;
driving without a tachograph fitted;
exceeding daily driving limits by 50% or more;
exceeding weekly/fortnightly limits by 25% or more;
operating dangerously unroadworthy vehicles;
overloading by 25% or more – under 12t GVW; and
driving with a fraudulently obtained card.
These are sometimes referred to as the ‘seven deadly sins’ by Traffic Commissioners.
Can I incur fines for not producing 28 calendar days of working time records if stopped on the road?
If a driver or operator is unable to produce a complete set of working time records during a roadside stop in the UK, the DVSA may issue enforcement action based on the severity and context of the breach.
This could include:
minor/first time breach – verbal warning or improvement notice;
incomplete/missing records – GFP ranging from £50-£300;
repeat or deliberate non-compliance – prohibition notice, immobilisation, potential prosecution, usually 45 hours driving prohibition, equal to a regular weekly rest; and
driver without UK address – on-the-spot financial deposit required to continue journey.
What must be produced if stopped on the road side?
Drivers must be able to show:
records of driving, other work, availability (POA), breaks and rest;
manual entries for out-of-scope work, annual leave and sick leave; and
up to 28 days of activity, including non-driving days, if working nationally, or
up to 56 days of activity, including non-driving days, if working internationally.
Failure to produce these records can be interpreted as non-compliance with Regulation (EC) 561/2006 and the Working Time Directive, triggering enforcement (see above).
What are any legal implications?
What constitutes a tachograph infringement and how is it classified?
Infringements include exceeding driving limits, insufficient rest, incorrect manual entries or failing to download data on time. They are classified as:
minor - late downloads;
serious - exceeding daily driving limits; and
very serious - falsifying records.
What is the legal retention period for tachograph data?
Operators must retain:
Driver card and VU data for a minimum of 12 months.
Working time records for 24 months under the Road Transport Directive.
What powers does the Traffic Commissioner have?
The Traffic Commissioner is a powerful regulatory figure in the transport sector, especially for operators of HGV’s, PSV’s and local bus services.
Their authority stems from legislation including the Goods Vehicles (Licensing of Operators) Act 1995, the Transport Act 1980 and the Public Passenger Vehicles Act 1981.
Core powers of the Traffic Commissioner include:
operator licensing;
imposing conditions or undertakings on licences;
assess repute, financial fitness and professional competence of operators and transport managers;
driver conduct regulation;
public enquiries;
enforcement and sanctions; and
environment consideration.
