If your employees use their own cars for work journeys, you're managing a grey fleet. And whether you realise it or not, you carry the same duty of care responsibilities as you would for any company vehicle.
With hybrid working now the norm and teams more decentralised than ever, grey fleet use has quietly grown. But so has the compliance risk. We're seeing more organisations take a serious look at how they manage these vehicles, and for good reason.
Why grey fleet matters more than you think
Grey fleets are everywhere. Local councils, NHS trusts, schools, charities, SMEs—if your people are driving their own cars to meetings, site visits or deliveries, you've got one.
The problem is that these vehicles often sit outside your usual fleet oversight. That means missing MOTs, expired insurance, poorly maintained cars, and drivers you haven't properly vetted. All of it creates legal and financial exposure under health and safety law, corporate manslaughter legislation, and HMRC rules.
The biggest challenge? You can't manage what you can't see. Too many businesses are still working from manual declarations or ageing spreadsheets. The gaps in your records become gaps in your governance.
How to close the compliance gaps
The good news is that this is fixable. Fleet and HR teams are moving to digital platforms that automate the heavy lifting: licence checks, insurance validation, vehicle condition reporting. These systems make sure every grey fleet vehicle meets your standards and the law.
They also flag when documentation is about to expire, track mileage against HMRC-approved rates, and keep a clear audit trail. If something goes wrong or you're inspected, you've got the evidence you need.
Beyond the tech, you need a solid driver policy. Set clear rules around vehicle age, emissions, and maintenance. Combine that with quarterly condition checks and regular safety briefings, and you start building real accountability.
It's not just about ticking boxes
Compliance is the baseline. But effective grey fleet management also means creating a culture where safety and responsibility are second nature.
That includes training your drivers on fatigue, road risk, and keeping their vehicles roadworthy. It also means encouraging alternatives where it makes sense: public transport, shared mobility, or pool vehicles.
Some organisations are going further, incentivising the switch from grey fleet travel to electric pool cars or car clubs. It's a practical way to balance duty of care with your sustainability goals.
Take control, reduce risk
Regulators and insurers expect you to show clear oversight of every vehicle used for business. No exceptions.
By combining the right technology with strong policies and open communication, you turn grey fleet management from a compliance headache into something far more valuable: confidence that your people are safe, your obligations are met, and your organisation is protected.
Key2 replaces disconnected systems with a single platform that handles everything from driver licence validation to vehicle condition reporting. You get the visibility you need, the audit trail that protects you, and the peace of mind that your grey fleet is as well managed as the rest of your operation.
Need help managing your grey fleet? Let's talk about what works for your organisation
