Compliance
DfE & statutory compliance
How Vayacare meets every statutory and regulatory requirement for operating EHCP transport — from operator licensing to safeguarding to data protection.
7/8
areas compliant
100%
DBS coverage
Compliance framework
DBS Enhanced Disclosure✓ Compliant
Requirement: All drivers, PAs, and staff working with children must hold a current Enhanced DBS certificate.
How we meet it: 100% of deployed drivers and PAs have current Enhanced DBS. Automated renewal alerts at 90, 60, and 30 days. No lapsed certificate has ever been deployed on a live route.
Evidence: DBS register · updated monthly
Operator Licence (O Licence)✓ Compliant
Requirement: Any vehicle over 3.5t used for hire or reward requires an O Licence from the Traffic Commissioner.
How we meet it: Vayacare holds a valid Standard National Operator Licence covering all minibuses in our fleet. Licence conditions are reviewed quarterly.
Evidence: DVSA operator licence · public register
Safeguarding policy & training✓ Compliant
Requirement: Providers must have a current safeguarding policy and all staff must complete appropriate safeguarding training.
How we meet it: Level 1 safeguarding completed by all drivers and PAs. Level 2 for all ops and management staff. Policy reviewed annually and available to all LAs.
Evidence: Training register · 98.6% completion rate Q4 25-26
SEND Code of Practice 2015✓ Compliant
Requirement: Chapter 9 sets expectations for transport providers operating under EHCP arrangements.
How we meet it: Communication passports, pre-journey briefings, PA welfare protocols, and welfare note timeliness all designed around Chapter 9 expectations.
Evidence: Operating handbook · LA contract SLA alignment
CCTV in vehicles✓ Compliant
Requirement: Many LA contracts require operational CCTV. Footage must be retained for a defined period and requests fulfilled within SLA.
How we meet it: All Vayacare vehicles have operational CCTV. 28-day retention policy. All footage requests fulfilled within 5 working days in 2025-26.
Evidence: CCTV log · disclosure register
Vehicle roadworthiness! Attention
Requirement: All vehicles must have current MOT, valid insurance, and road tax. DVSA prohibitions must be cleared before returning to service.
How we meet it: Fleet tracked in our compliance calendar. One vehicle currently off-road (VAN-04) pending MOT — route covered by approved subcontractor.
Evidence: Fleet compliance tracker · updated daily
Public Liability Insurance✓ Compliant
Requirement: Minimum £5m public liability insurance required by most LA contracts.
How we meet it: Vayacare holds £10m public liability cover. Certificate available on request. Renewed annually in January.
Evidence: Insurance certificate · valid to Jan 2027
ICO registration✓ Compliant
Requirement: Any organisation processing personal data must be registered with the ICO.
How we meet it: Registered with the ICO as a data controller. Registration number available in our privacy policy. DPA signed with each commissioning LA.
Evidence: ICO registration · DPA template available
Certificates & registrations