Many charities rely on volunteers to help fill out their workforce and keep costs low. Volunteers are often asked to complete a variety of tasks, including driving.
However, enlisting volunteers can also create additional responsibilities. Firstly, you must manage all foreseeable risks, secure volunteers' safety and ensure your charity possesses the proper insurance cover.
Then when you add vehicle use to this and managing your risks may seem overwhelming.
Own Vehicles or "Hired" or "Borrowed" Vehicles
If your charity owns the vehicles volunteers will use in the course of their volunteering duties, then your charity must adequately insure them, this may involve mini-buses or other passenger-carrying vehicles.
Care should also be taken if you borrow a vehicle from a third party or firm. You must ensure that the company's, or individual's, own policy provides the correct cover.
You should also make sure that the insurers of the vehicle are fully aware of what you are using the vehicle for and the person(s) whom may drive the vehicle while it is in your possession.
Volunteers Own Vehicles
If volunteers are using their own vehicles in the course of their duties, typically they must secure proper insurance cover on their own.
In the latter case, the organisation should inform volunteers what information they must send to their insurance companies.
The volunteers should contact their insurers, detailing how they will be using their car to volunteer. Then, the insurer will likely send written confirmation to the volunteer, which generally does not result in a premium increase.
Protecting your Interest and Your Volunteers
Your charity or CIC can expedite this process by offering a letter for your vehicle-owning volunteers to send to insurers. The letter should include the following:
- Explanation of volunteer duties with your charity
- Statement of whether volunteers will carry passengers
- Request for confirmation that the volunteer's insurer covers third-party or passenger claims
Best Practice to Encourage Safety and Reduce Risk
To ensure your volunteers' safety when driving, follow these three best practices:
- Verify volunteer drivers have a full driving licence.
- Set a requirement for minimum driving experience.
- Ask to see an MOT certificate for cars over three years old and a valid tax disc/document.
Social Enterprise Insurance Advice / Review
Insync Insurance is a specialist Advisor in the Social Enterprise sector insuring many small to medium-sized Charities, Community Groups and Community Interest Companies (CIC).
You can request a quote online, or why not book a FREE Review via our website at a time that suits YOUR diary.