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Operator and Company Smart Card FAQs

Who should apply for one?

If you do or are going to operate a vehicle subject to the EU driver’s hours’ regulations you will need to apply for one.  Your fleet may not have vehicles with digital units, but hire and loan vehicles you use may well have as they are often new vehicles.


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How do I / we get a company smart card(s)?

You can apply to DVLA using the dedicated phone line 0870 8501074. Application forms (D779B) will be available from the DVLA, DVLA Local Offices and VOSA Testing Stations. Return the completed form with any relevant documentation [if applicable] and the fee to DVLA, Swansea, SA99 1ST.

There are notes on the form D779B to assist in its completion.


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How many cards can the company have?

A company can have up to 2,232 cards. The number you apply for will depend for example, on how many depots you have, the number of people who will use them at each depot etc to allow you to run your operation easily and efficiently.


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How long are they valid for?

Five years.


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Do I need one if I am an owner driver?

Yes. You will need it to protect your data in the vehicle unit if you hire in or sell a vehicle and also to download the data.


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Do I have to have a photocard driving licence?

No, it is perfectly feasible for a non-driver to hold a company card. A Company card does not entitle you to drive a vehicle.


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Who are they issued to?

Company owners, Transport Managers, Owner Drivers - in fact anyone the owner of the company deems it necessary to hold one.


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What happens when it expires?

Before the expiry of your card you will receive a reminder. If you wish to re-new your card(s) you will need to complete the application form and send it to DVLA with the relevant documentation and fee no later than 15 working days before the expiry of your card.

However, if you do not receive a reminder and you wish to renew your card you will need to complete the D779B application form and send it to DVLA with the relevant documentation and fee no later than 15 working days before the expiry of your card.


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What happens if it is lost or stolen?

In both cases you or a representative need to complete an application form D779B and send it with the relevant fee to DVLA, Swansea, SA99 1ST.


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What happens if it stops working?

You will need to send the faulty card, completed application form to DVLA. If you do not return the faulty card, DVLA will have to treat the card as lost or stolen and the relevant fee will be charged.


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Do I / we need different cards for different depots?

A company should only have one set of company cards, (up to 2232 in total, the only difference being the individual card number) how they are distributed internally is a company matter.


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Who does it belong to?

The card, like a driving licence, belongs to the Secretary of State for Transport.


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What about agency driver records?

You will be able to download data from the agency driver’s card so that you will have a record of all driving etc undertaken by vehicles on your O licence. You will also be able to interrogate the data to ensure they have had the necessary daily rest / weekly rest periods prior to them driving your vehicle.

Any work completed in your vehicles will also be recorded in the vehicle units.


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What data does the company card hold?

The card will hold identification data of:

  • card number;
  • issuing state, body and date;
  • valid from and expiry dates; and,
  • company name and address.

It will then store the following other information:

  • activities carried out - locking in or out / vehicle unit and / or card downloading;
  • period downloaded (if any);
  • vehicle registration and registering authority; and,
  • card number and issuing body (if card downloaded)


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How much data is recorded?

The card will hold at least 230 records of activities it has been used for.


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How do I / we see what is on the card?

You can view the data on the card by downloading it on to a computer with appropriate software.


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How many types of tachograph card can I have?

Anyone who holds a valid driver’s licence with the correct entitlement can have a driver’s card. Companies will need 1 or more company cards dependant on their requirements.


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Can I use my workshop card instead?

If you were to have a workshop card for use by your calibration centre, this is ONLY to be used in accordance with the centre’s duties and NOT as a substitute company card. All insertions of a card are recorded on the vehicle unit and on the card!


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Management

Do I / we need to keep driver(s) records / data?

As with tachograph charts, you will need to keep records for each of your drivers for a year.  As the data on a driver card will be overwritten after about 28 days, you will need to take a copy of this data before it gets overwritten.  In the case of the digital tachograph there is also data stored in the vehicle unit, and this must also be retained.


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How do I / we store driver data?

The easiest way is to download on to computer or similar, and store the data in an electronic format. It is best practice to have 2 copies; a hard drive and a backup - CD, tape or similar.  There will be a variety of services provided by private industry as there are currently for analogue records, such as data analysis and storage options.


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How do I / we view a driver card?

By downloading the data, printout via the vehicle unit or viewing it visually on the vehicle unit display.


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How do I / we analyse the drivers’ hours?

In much the same way as you do now. You can do it manually, use computerised analysis systems or analysis bureaux / consultants.


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Do I / we still need to carry out periodic checks?

YES, there has been no change to the operator’s obligation to ensure that driver’s duties are organised to be legal and to make periodic inspections of driver’s duties to ensure that they are complying with the regulations.  


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Can I / we still use independent hours analysis?

Yes, you are still free to choose how you comply with your undertakings to the Traffic Commissioner or obligations under the regulations.


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Where can I / we obtain the downloading equipment/software from?

The hardware needed to download data is standard computer equipment. This can be sourced in the same way you would normally obtain your computer equipment. The software required is available in much the same way as chart analysis software is available. WE are NOT able to name companies or individuals on this site as this is a commercial situation.


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How do I / we do print outs?

It will be a case of following the guide that will come with the digital tachograph. The other option is to download and then print from a computer.


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Do I / we have to supply spare printer paper?

The driver should carry a spare roll of paper as a minimum


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How is the unit calibrated?

The basics of calibration are the same as with an analogue unit. The details are entered into the vehicle unit and can be accessed by enforcement officers. There is a reduction in sealing requirements - the cable does not need to be sealed to the motion sensor [but the motion sensor still needs sealing to the gearbox], or at the back of the head except where it is a requirement of the speed limiter system security. The reason is that it carries encrypted signals so any interference will be recorded by the vehicle unit.


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What about periodic checks?

There is a change to the periodic check requirements. They will be every 2 years, but a new plaque will be fitted each time and the level of check is greater than at present in order to help prevent any unscrupulous behaviour.


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I cannot find the answer to my question

We are sorry that your query has not been answered. Please contact us directly for more information on 0870 60 60 440.


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Page last updated: 29/07/2008