Your staff drive their own cars for work. You are still liable.
Traknova gives you MOT status, tax status, service due dates and verified mileage on every employee vehicle used for business. No hardware, nothing fitted to a car you do not own, and no invasive tracking of personal journeys.
Most employers cannot name the cars their staff drive for work.
A grey fleet is any privately owned vehicle used for business travel, whether the employee claims mileage, takes a car allowance or just uses their own car occasionally. It is almost always the biggest fleet an organisation has, and almost always the one nobody manages.
BVRLA and Energy Saving Trust surveys put UK company fleets at around 1.8 million vehicles against an estimated 10 to 14 million grey fleet vehicles. The exposure is not theoretical. Under the Health and Safety at Work Act 1974 you owe the same duty of care to an employee driving their own car to a client meeting as to someone driving a liveried company van, and the Department for Transport reports that around a third of road fatalities in Great Britain involve someone driving for work.
For most organisations, the control is an annual email asking staff to confirm their insurance covers business use. That is not a control. It is a filing exercise.
Compliance Data
Every employee vehicle, checked continuously.
MOT status and history
Live MOT expiry and pass or fail history for every registered vehicle on your grey fleet list. Alerts before expiry, not after.
Tax and roadworthiness status
Vehicle excise duty status and advisory notices from the last test, so you can see which vehicles are running on known faults.
Service due dates
Where a vehicle reports it, the manufacturer's own next service date and distance. Older cars are common on a grey fleet, so knowing which ones are overdue matters more here than anywhere.
Verified mileage
Real odometer readings where the vehicle reports them. Check mileage claims against what the car actually did, rather than what was typed into a form.
Fault and warning alerts
For connected vehicles, warning lights and fault codes as they trigger. A grey fleet car with a live fault is a duty of care problem you currently have no way of seeing.
Driver authorisation records
A single record per employee of authorisation, licence check status, insurance business-use confirmation and vehicle compliance, ready to produce if you are ever asked.
MOT and tax status work on any UK registration, regardless of age. Live mileage, service dates and fault alerts depend on the vehicle's make and connected services status. More vehicles have been built with the connected services needed for this since around 2016, and coverage keeps growing every year. Contact us with your list for exact compatibility.
We do not track your employees' personal journeys.
A grey fleet vehicle belongs to the employee. Continuous location tracking on a private car is invasive, hard to justify under UK GDPR and a fast way to lose the trust of the people you are trying to keep safe.
Traknova's grey fleet product is built around compliance data, not surveillance. MOT, tax, service and mileage tell you whether the vehicle is safe and legal, which is what your duty of care actually requires. Location is available only where the driver has separately and freely consented, and it can be switched off entirely at policy level.
If your policy says no location data on personal vehicles, we can enforce that in the platform.
Live in days. Nothing fitted to anyone's car.
01
Upload your grey fleet list
Registration numbers and the employee each one belongs to. If you do not have a list, start with everyone who claimed mileage last quarter.
02
We run the compliance check
MOT, tax and advisory status on every vehicle, plus a coverage report showing which vehicles can report live data.
03
You get a live dashboard and alerts
Expiring MOTs, overdue services, failed tests and unauthorised drivers, flagged before they become an incident.
Built for the people who carry the liability.
Health and safety and compliance leads
Evidence that you took reasonable steps, held in one place and produced on demand rather than reconstructed after an incident.
HR and people teams
Driver authorisation, licence checks and insurance confirmation tracked per employee, without chasing people by email twice a year.
Finance and fleet managers
Mileage claims checked against real vehicle data, and a clear view of what your grey fleet is actually costing against pool cars or hire.
Grey fleet questions
Find out how big your grey fleet actually is.
Send us the registration numbers of everyone who claimed business mileage last quarter. We will return a free compliance snapshot showing MOT status, expiry dates and any advisory faults across the whole list.
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