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Grayline Coaches is committed to the highest standards of road safety and passenger care. The use of mobile phones and other electronic devices while driving presents a serious distraction and can place the driver, passengers and other road users at risk.
This policy applies to all Grayline Coaches drivers, including permanent, temporary, agency and relief drivers, and applies to all vehicles operated on behalf of Grayline Coaches.
The company operates a zero-tolerance approach to the use of hand-held mobile phones while driving.
Drivers must comply with the law and the Highway Code at all times.
A driver must not hold or use a mobile phone or other hand-held interactive communication device while driving. This includes:
Making or receiving telephone calls.
Sending or reading text messages.
Using WhatsApp or other messaging services.
Checking emails.
Browsing the internet.
Using social media.
Taking photographs or videos.
Changing music or playlists.
Playing games.
Checking notifications.
Using the phone for navigation if this requires the driver to handle the device.
The prohibition also applies when the coach is stationary in traffic, at traffic lights or in a traffic queue.
The current legal penalty for holding and using a mobile phone while driving can be 6 penalty points and a £2500.00 fine. A driver may also face prosecution and disqualification in more serious circumstances.
In addition to the legal requirements, Grayline Coaches requires drivers to adopt the following company procedure:
Mobile phones must be switched to silent or Do Not Disturb and placed somewhere where they cannot be reached while the vehicle is being driven.
Drivers must not pick up, hold or operate their personal mobile phone while driving.
Drivers should not engage in telephone conversations while driving, even when using hands-free equipment, unless there is a genuine operational or emergency reason and it can be done without compromising safe control of the vehicle.
The safest option is always to stop in a suitable and safe location before making or returning a call.
The law allows certain hands-free use, provided the device is not held and the driver remains in proper control of the vehicle. However, hands-free use can still cause distraction.
Grayline Coaches therefore requires drivers to:
Set up hands-free equipment before starting the journey.
Use approved vehicle Bluetooth or hands-free systems where available.
Never pick up the phone to answer, dial or operate it.
Never read messages or notifications while driving.
Never use a hand-held microphone while driving.
Never allow a mobile phone or device to obstruct the driver's view.
Stop somewhere safe before carrying out any task that requires interaction with the device.
Where a mobile phone is being used as a navigation device, the route must be programmed before the vehicle moves.
The phone must be securely mounted in an appropriate position and must not obstruct the driver's view.
Drivers must not:
Pick up the phone to change the route.
Enter a new destination while driving.
Read messages or notifications.
Browse maps unnecessarily while driving.
Manually operate the device while the coach is moving.
If a route needs to be changed, the driver must find a safe and legal place to stop before operating the device.
Drivers must not feel that they are required to answer a company telephone call while driving.
Grayline Coaches recognises that drivers may receive calls from the office, customers, schools, tour organisers or other members of staff during a journey.
Safety takes priority over answering the telephone.
If a driver cannot safely answer a call, they should allow the call to go to voicemail and contact the office when it is safe to do so.
The office should not expect a driver to answer a call while the coach is being driven.
In a genuine emergency, a driver should prioritise the safety of passengers and other road users.
The law allows a hand-held phone to be used to call 999 or 112 where it is unsafe or impractical to stop.
Where possible, the driver should stop in a safe location before making an emergency call.
Examples of emergencies may include:
A serious medical emergency.
A serious road traffic collision.
Immediate danger to passengers.
Fire or another life-threatening situation.
A serious incident requiring emergency assistance.
Particular care must be taken when carrying children, young people or vulnerable passengers.
Drivers must never use a mobile phone while driving a school or vulnerable passenger service.
The safety and safeguarding of passengers must take priority at all times.
If a situation involving a passenger requires the driver's attention, the driver should safely stop the vehicle before dealing with the matter, unless an immediate emergency requires action.
Passengers must not be allowed to distract the driver by asking them to use a mobile phone while the vehicle is moving.
If a passenger needs assistance with directions, bookings, contacting another person or any other matter involving a telephone, the driver should deal with the request when the coach is safely stopped.
Every driver is responsible for ensuring that:
Their mobile phone is safely stored before driving.
The phone is not held or operated while driving.
Navigation is programmed before departure.
Notifications and unnecessary alerts are disabled.
They do not become distracted by incoming calls or messages.
They stop safely before carrying out tasks requiring use of the phone.
They immediately report any accident, incident or concern involving mobile phone use.
They comply with this policy at all times.
Drivers should remember that they remain responsible for maintaining proper control of the vehicle. The Highway Code specifically warns that even hands-free equipment can cause distraction.
Any driver who uses a mobile phone incorrectly while driving, or who becomes aware of a serious breach of this policy, must report the matter to management.
Any collision, near miss or incident where mobile phone use may have contributed must be reported immediately in accordance with the company's Accident, Breakdown and Incident Reporting Policy.
Grayline Coaches may use appropriate monitoring and investigation procedures to ensure compliance with this policy.
Where available, evidence may include:
Vehicle CCTV.
Driver reports.
Customer or passenger complaints.
Management observations.
Accident or incident investigations.
Vehicle tracking information.
Other legally obtained evidence.
DVSA operator standards recognise the importance of having procedures to monitor mobile phone and in-cab technology use and dealing appropriately with breaches.
Failure to comply with this policy may result in disciplinary action.
Depending on the circumstances, a breach may be treated as serious or gross misconduct, particularly where:
A driver has deliberately used a hand-held phone while driving.
The driver has used a phone while carrying passengers.
The breach has resulted in an accident or near miss.
The driver has endangered passengers or other road users.
The driver has attempted to conceal mobile phone use.
The driver has previously been warned about mobile phone use.
Where a mobile phone offence results in penalty points, prosecution, disqualification or other action by the authorities, the driver must inform Grayline Coaches immediately.
DVSA guidance for vocational PCV drivers makes clear that drivers should inform their employer of new motoring convictions, and that motoring offences can have serious consequences for a driver's entitlement to drive a bus.
All relevant drivers will be made aware of this policy as part of their induction and ongoing driver training.
Drivers will be reminded of:
The legal requirements.
The dangers of driver distraction.
Grayline Coaches' zero-tolerance approach to hand-held phone use.
Safe use of approved hands-free equipment.
The requirement to stop safely before using a mobile device.
The additional responsibilities associated with carrying passengers, particularly children and vulnerable people.
Evidence of staff notification and training should be retained by the company.
Management will:
Ensure drivers are made aware of this policy.
Provide appropriate instruction and training.
Ensure drivers are not placed under pressure to answer calls while driving.
Investigate reported breaches.
Take appropriate action where the policy is breached.
Review the policy when legislation or official guidance changes.
Company: Grayline Coaches
Policy: Mobile Phone Policy for Coach Drivers
Effective Date:01/01/2026
Review Date: 01/01/2027
Policy Owner: Grayline Coaches Management
Grayline
Blackthorn Hill
Blackthorn
Bicester
Oxon
OX25 1TL
