LICENCE CHECK LIMITED

Grey Fleet Management

The Grey Fleet service module is provides a comprehensive duty of care solution for organisations that rely upon employees using their own vehicle in the course of their employment. The module checks VED, MOT and allows insurance, mileage and roadworthiness information to be recorded.

Features

• V5C attributes from registration number
• Vehicle Excise Duty confirmation & expiry date
• MOT confirmation and expiry with history
• Insurance cover and expiration dates
• Optional scheduled roadworthiness questionnaire & reporting
• Optional mileage capture & reporting
• Vehicle settings for age, miles, type etc. supports policies
• Up to 5 vehicles per driver

Benefits

• Supports grey fleet policies
• Evidence to support duty of care obligation
• Weekly checks to ensure VED remains current
• Helps ensure vehicle safe for work use
• Driver receives advance reminder of MOT expiration
• Driver receives advance reminder of VED expiration
• Reports support management information requirement
• Allows CO2 footprint to be calculated

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Joe@licencecheck.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

988685927648113

Contact

Joe Meakin
03306607107
Joe@licencecheck.co.uk

About the service

• Service categories:

  Applications

  Supply chain management

  • Logistics and transportation management
• Multi cloud support: Yes

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: DAVIS is a modular solution that allows customers to mix-and-match different services. Grey Fleet can be used with DAVIS Licence Checking, DAVIS Fleet, DAVIS Coaching and Driver Audit.
• Cloud deployment model: Public cloud
• Service constraints: Does not support Internet Explorer
• System requirements:
  • Client requires internet access
  • Client requires a browser

User support

• Email or online ticketing support: Yes
• Support response times: Within 30 minutes during office hours.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: There is a single level of support provided to all subscribers inclusive in the cost of the service. Further details can be found in the Service Definition Document.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Online training for users is provided on a 'train-the-trainer' basis for users and administrators. There are also quick start guides and online training videos and FAQ's.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Clients can download the information or request DAVIS Customer Support to provide the data in agreed format.
• End-of-contract process: Clients are able to securely delete records themselves in their account or request DAVIS Support to perform this task. Once records have been deleted DAVIS Support will close the account.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: PDF

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There is no difference in the information, but screen rendering will be different due to screen size on mobile device.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Users can retrieve V5C, VED and MOT information from DVLA database.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Service can be white labelled and will support Single Sign-On.

Scaling

• Independence of resources: The service is hosted in Microsoft Azure on solid state equipment. This is instantly scalable. Regular reviews to consider performance are conducted and performance monitored and logged day-by-day.

Analytics

• Service usage metrics: Yes
• Metrics types: We show credits available for use within the service, credits that have been used in the period and advance credit requirement for the next X days (user selects advance notice period). For clients billed in arrears monthly usage reports can be downloaded. There is a full set of standard reports to cover vehicle types and numbers with their attributes that are registered with the Grey Fleet Service.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: Data can be exported to Excel from within the service reports.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Excel
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 99.5% uptime excluding notified downtime, but in practice uptime is 99.8% plus.
• Approach to resilience: The service is hosted in tier 4 UK data centres with automated backup, failover from the main data centre to the secondary centre that replicates the main service.
• Outage reporting: Outages are reported in the service itself and are emailed to client users. Notices may also be posted on the public website.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
• Other user authentication: User credentials will be authenticated against active directory maintained by DAVIS or client according to method. 2FA uses PIN or app. SSO also available as an option.
• Access restrictions in management interfaces and support channels: User credentials in active directory.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Description of management access authentication: SSO available as an option.

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: We have a number of security policies to cover assets and the building under our ISO27001 certification. We use internal and external auditors to check adherence and report non-compliances. All non-compliance is recorded and mitigated.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All hardware is provided as part of the Microsoft Azure contract. Software components are regularly reviewed in light of secure development policy and vulnerability scanned monthly. All software under development is reviewed for security vulnerabilities at all stages from planning to production.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Potential security threats form part of the software development policy and code testing and review. Internal and hosted services are vulnerability scanned monthly with an external penetration test on production system once a year through a CREST approved third party. All patches and updates are managed centrally using Desktop Central. Potential threats are monitored and logged by system software and AV protection. Threats are reported to management team.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Production servers use Microsoft Security Suite and monitoring software and vulnerability scanning software. Any high level vulnerabilities identified and reported will be addressed as a matter of urgency by the Development Team.
• Incident management type: Supplier-defined controls
• Incident management approach: This forms part of ISO 27001 documentation. There is a published Security Incident Management Policy that will be followed in all cases. For data breaches there is a further Data Breach Policy document that lists steps and timescales to be applied.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Other
• Other public sector networks: DVLA vehicle database

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 5%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 15%
• Between £2,500,001 and £5,000,000: 20%
• Over £5,000,001: 25%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: BSI
• ISO/IEC 27001 accreditation date: Sunday 15 October 2023
• What the ISO/IEC 27001 doesn’t cover: Microsoft Azure hosting service (HaaS) is separately covered by their own comprehensive security certification and policies.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: Yes
• PCI DSS certification accredited by: Worldpay
• PCI DSS accreditation date: Wednesday 7 May 2025
• What the PCI DSS doesn’t cover: Transaction processing above level 4 (more than 20,000 per annum)
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 339449f6-8fd9-4ede-8316-f2b310c9690e
• Cyber essentials plus: Yes
• Cyber Essentials Plus Certificate Number: Ecafe3ef-9681-4b53-882d-d73ea8fade05
• Other security certifications: No

Social value

• Mission: Make Britain a clean energy superpower:

  To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

  Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

  • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it
• Mission: Break down barriers to opportunity:

  By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

  Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

  • Understanding of issues relating to entering the contract workforce
  • Creation of outreach activities to create a pipeline of employees for the future contract delivery
• Mission: Build an NHS fit for the future:

  That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

  Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

  • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
  • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Joe@licencecheck.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.