Rolling out driver & occupant beacons to your fleet? This ready-to-use template helps you communicate the benefits to your team while addressing common concerns. Just fill in the bracketed sections with your company information and you're ready to go.
Important: Please read the disclaimer at the bottom before using this document.
Dear Team,
As part of our ongoing commitment to improving safety, operational efficiency, and fleet management, we are introducing RAM Driver ID Beacons across our vehicle fleet.
This technology allows us to identify which authorised employee is occupying a vehicle at any given time by using a small Bluetooth beacon carried by yourself and detected by the vehicle's RAM Tracking device.
The system is increasingly used across fleet-operated businesses and helps ensure accurate driver allocation, accountability, and compliance with company and insurance requirements.
Why We Are Introducing Driver ID Beacons
The purpose of the RAM Driver and Occupant ID system is to improve fleet management and protect both the business and our employees.
The system helps us to;
Improve Driver Accountability
The beacon identifies which employee is present in a vehicle. This provides an accurate record of vehicle usage and removes uncertainty where vehicles are shared between multiple employees.
Support Insurance Requirements
Many fleet insurers require businesses to demonstrate who was driving a vehicle during an incident, claim, or road traffic collision. Driver identification helps us meet these requirements and maintain appropriate insurance cover.
Protect Employees
In the event of a complaint, accident, speeding allegation, congestion charge, parking fine, or other vehicle-related issue, the occupant identification system helps ensure that the correct occupants are identified. This protects employees from being incorrectly associated with incidents involving other drivers.
Improve Fleet Management
Knowing who is in each vehicle allows us to better manage vehicle utilisation, driver training requirements, health and safety obligations, and fleet operations.
Meet Legal and Regulatory Obligations
Accurate occupant identification supports our responsibilities relating to duty of care, vehicle compliance, health and safety, and road risk management.
What Information Is Collected?
The Driver ID Beacon system records:
Occupant identification information linked to an individual employee.
Vehicle allocation and usage records.
Journey and vehicle activity data already collected through the RAM Tracking system.
Date and time of vehicle usage.
Vehicle location data while the vehicle is in operation.
The beacon itself does not record conversations, personal phone activity, emails, messages, photographs, or any personal information unrelated to vehicle operation.
GDPR and Privacy
The RAM Occupant ID system has been designed to support compliance with the UK GDPR and the Data Protection Act 2018.
The information collected is processed under the company's legitimate business interests, including:
Fleet management
Vehicle security
Health and safety obligations
Insurance compliance
Asset protection
Occupant identification and duty of care requirements
Access to this information is restricted to authorised personnel who require it for legitimate business purposes.
Data will be retained only for as long as necessary in accordance with company retention policies and legal requirements.
Your Responsibilities
Employees issued with Occupant ID Beacon are required to
Carry their assigned beacon when driving a company vehicle
Avoid swapping beacons with other employees
Report lost, damaged, or faulty beacons immediately
Ensure the beacon remains available for use while operating company vehicles
Failure to use the beacon correctly may result in vehicle journeys being recorded against an unidentified driver and could impact our ability to meet safety, compliance, or insurance requirements.
What the System Does Not Do
The Driver and Occupant ID Beacon system:
Does not monitor employees outside of vehicle use
Does not track employees through their personal mobile phone
Does not access personal device information
Does not record conversations or audio
Does not monitor activity when an employee is not operating a company vehicle
Its sole purpose is to identify the authorised driver of a vehicle and support safe and compliant fleet operations.
Next Steps
Your manager will advise when Driver Occupant ID Beacons are being deployed and provide instructions on how they should be used.
The process is straightforward, requiring only that the assigned beacon is carried while operating a company vehicle.
If you have any questions regarding the Driver ID Occupant Beacon system, the information collected, or how your personal data is processed, please contact your manager or the management team.
Thank you for your cooperation and support as we continue to improve the safety, security, and efficiency of our fleet operations.
Management Team
[Company Name]
Disclaimer
This document is intended for your own internal use as a guide only and you should not make it available to any third parties. Whilst RAM believes the information contained in this document to be correct, it is not a substitute for appropriate legal advice and it is made available to you strictly on the basis that you will not place any reliance upon it.
RAM and its officers, employees and agents take no responsibility for actions taken based on the information contained in this pack. RAM and its officers, employees and agents each make no representation or warranty (express or implied) and take no responsibility or liability for the accuracy or completeness of the information in this document or any other information made available to you in our training materials and any such liability is expressly disclaimed.
Nothing in this disclaimer will operate to exclude or restrict RAM's or its officers’, employees’ and agents’ liability (if any) for (i) death or personal injury resulting from its negligence; (ii) their fraud or fraudulent misrepresentation; and/or (iii) any matter for which it is not permitted by law to exclude or limit, or to attempt to exclude or limit, liability. Except as set out in the preceding sentence, RAM and its officers, employees and agents each exclude all warranties, conditions and other terms implied by law (whether by statute, common law or otherwise).