For Grey Fleet Managers
Grey fleet isn’t grey any more. It’s either verified — or it’s exposed.
CarCloud brings driver licence, insurance, MOT and mileage verification into one platform — so you can prove compliance for every employee driving their own vehicle for work, not just assume it.
From the CarCloud platform
The numbers
What risks does grey fleet create for an employer?
~33%
of all UK road collisions involve someone driving for work.
HSE road safety data, 2026
500+
work-related road deaths and around 20,000 serious injuries occur in the UK every year.
RoSPA
Only 35%
of grey fleet drivers have been asked to show evidence of insurance coverage, and 49% report their employer never checked licence or vehicle compliance at all.
TTC Group research, July 2025
Cover gap
Personal policies often don’t cover business travel unless extended — insurers typically treat “occasional business use” differently from social use.
WTW, January 2025
85%
of business journeys are made in an employee’s own vehicle.
Business Car, 2025
The problem
Four assumptions that don’t hold up when something goes wrong.
“It’s their vehicle, so it’s their problem.”
If it’s business mileage, it falls under employer responsibility — fully, not partially. Ownership doesn’t remove liability, it just hides it until an incident forces the question.
CarCloud centralises every grey fleet driver and vehicle in one register, so responsibility is tracked, not assumed.
“They’ll have insurance.”
A standard social, domestic and pleasure insurance policy often excludes business use. Annual declarations and self-certification are not verification — they’re hope with paperwork.
CarCloud automatically verifies that business-use insurance is in place and current, not just declared once a year.
“We reimburse mileage, so it’s covered.”
Mileage reimbursement has nothing to do with roadworthiness, licence validity or insurance adequacy. It’s a payment process, not a compliance process — and HMRC and HSE both know the difference.
CarCloud separates mileage processing from compliance verification, so a mileage claim can’t be approved without valid documentation behind it.
“We’d know if something was wrong.”
Most grey fleet risk is invisible by design: no central register, no automated expiry tracking, no dashboard, no audit trail. Invisible risk is the most dangerous kind, because it doesn’t announce itself before it becomes a claim.
CarCloud gives you a live compliance dashboard — whose checks are up to date, who’s expiring soon, and where exposure sits, at any moment.
What changes
The grey fleet you inherit, and the one you can prove.
The situation you inherit
No central register of grey fleet drivers or vehicles
Insurance and MOT status relies on annual self-declaration
Expiries tracked manually, or not at all
Mileage claims processed regardless of compliance status
No audit trail if a claim or incident is investigated
“Are we compliant today?” has no quick answer
With CarCloud
One centralised record of every driver and vehicle used for work
Automated verification of business-use insurance, MOT and service history
Automatic expiry alerts before documents lapse
Mileage approval gated on verified, current documentation
Time-stamped, demonstrable audit trail on every driver
A live dashboard instantly answers “whose checks are up to date?”
Every employee’s own car, held to the same standard as the company’s.
Insurance, MOT and licence checks for grey fleet, with the employee’s consent and without the chasing.
How it works
Turning grey into black and white.
CarCloud centralises grey fleet driver and vehicle data, verifies the documents that actually matter, and gives you a live, demonstrable compliance position — without needing an enterprise fleet system to do it.
Centralised Records
Every grey fleet driver and vehicle in one place.
Verified Documentation
Licence, insurance (business use) and MOT stored and date-tracked.
Automated Alerts
No more manually chasing, or hoping someone remembers.
Compliance Visibility
Instant view of whose checks are up to date, who’s expiring soon, and where exposure sits.
Demonstrable Duty of Care
If asked, you can show your process, clearly and immediately.
The questions you should be able to answer today
Because investigators deal in evidence, not assumptions.
?
Can you prove the driver held a valid licence?
?
Can you prove the vehicle had a current MOT?
?
Can you prove the insurance covered business use, not just social use?
?
Can you prove the vehicle was roadworthy at the time of travel?
?
Can you demonstrate a structured duty of care process — not just a mileage form?
If the honest answer to any of these is “probably,” that’s the gap. Spreadsheets and email chains aren’t proof.
Drive your business with CarCloud DRIVE.