This practical checklist helps UK transport operators ensure compliance across licensing, accessibility, data, and operational requirements. Use it as a regular review tool to maintain compliance.
Operator Licensing
O-Licence Requirements
Standard National Licence
- Valid operator licence displayed
- Licence covers all operating centres
- Vehicle count within authorised limit
- Financial standing maintained
- Transport manager in post and qualified
- Good repute requirements met
Operating Centre Compliance
- Vehicles only parked at authorised centres
- Environmental conditions met
- Neighbours notified of any changes
- No prohibited vehicle movements
Record Keeping
- Vehicle maintenance records (15 months minimum)
- Driver hours records (where applicable)
- Defect reporting system in place
- Tachograph records (where applicable)
Notifiable Changes
Report to Traffic Commissioner within 28 days:
- Change of transport manager
- Change of operating centre
- Change of company directors
- Convictions or fixed penalties
- Financial changes affecting standing
Vehicle Compliance
Maintenance Standards
Daily Checks
- Driver walk-around check system
- Defect reporting procedure
- Resolution tracking
Periodic Maintenance
- Maintenance intervals defined
- Qualified technicians/approved workshops
- Records maintained for each vehicle
- Safety inspection compliance (PSV only)
Documentation
- MOT certificates current (where required)
- Insurance certificates valid
- Road tax paid
- V5C registration documents held
Accessibility (PSVAR)
For scheduled coach services:
- Wheelchair spaces provided
- Wheelchair securing systems
- Boarding devices available
- Priority seating marked
- Audio/visual announcements (where required)
- Staff trained in accessibility procedures
Driver Compliance
Licensing
Driver Qualifications
- Valid driving licence for vehicle category
- Licence entitlements checked regularly
- Photocard and counterpart current
- Penalty points monitored
Driver CPC (Professional Drivers)
- Initial qualification obtained
- 35 hours periodic training per 5 years
- Training records maintained
- CPC expiry dates tracked
Health and Fitness
- Medical declarations completed
- Vision requirements met
- Notifiable conditions reported
- Fitness for duty procedures
Training Records
- Induction training documented
- Accessibility training provided
- Emergency procedures training
- Customer service training
- Vehicle familiarisation
Data Compliance
GDPR Requirements
Data Processing
- Lawful basis for each processing activity
- Privacy notice provided to passengers
- Staff privacy notice in place
- Data processing records maintained
Data Security
- Access controls on systems
- Data encrypted in transit and at rest
- Security incident procedures
- Regular security reviews
Data Subject Rights
- Subject access request procedure
- Right to erasure procedure
- Data portability process
- Complaint handling procedure
Bus Open Data (BODS)
For local bus services in England:
- Registered with BODS portal
- Timetable data published (TransXChange)
- Fares data published
- Real-time data feed (where required)
- Data kept current
Concessionary Fares Reporting
- Pass acceptance procedures documented
- Transaction records maintained
- Reimbursement claims accurate
- Local authority requirements met
Health and Safety
Risk Assessments
Required Assessments
- Driver workplace assessment
- Passenger safety assessment
- Loading/unloading procedures
- Emergency procedures
Review Schedule
- Assessments reviewed annually
- Updated after incidents
- New risks assessed promptly
Incident Reporting
RIDDOR Requirements
- Reportable incidents procedure
- Reporting timescales understood
- Investigation procedures
- Corrective action tracking
Internal Reporting
- Near-miss reporting system
- Accident book maintained
- Trend analysis performed
Emergency Procedures
- Emergency procedures documented
- Driver training completed
- Emergency contacts available
- Communication procedures tested
Financial Compliance
Revenue Recording
- All revenue recorded accurately
- Cash handling procedures
- Reconciliation processes
- Fraud prevention measures
Taxation
- VAT registered (if applicable)
- Returns submitted on time
- Records maintained 6 years
- Fuel duty reclaim procedures
Regular Review Schedule
Daily
- Vehicle defect checks
- Driver licence/fitness verification
- Incident review
Weekly
- Revenue reconciliation
- Open defect review
- Schedule compliance check
Monthly
- Maintenance schedule review
- Driver CPC expiry check
- Data backup verification
- KPI review
Quarterly
- Risk assessment review
- Training needs analysis
- Compliance audit (internal)
- Policy review
Annually
- O-licence continuation review
- Insurance renewal
- Full compliance audit
- Policy updates
How MoveCore Supports Compliance
MoveCore helps operators maintain compliance through:
- Automatic record keeping - Every transaction and validation logged
- Accurate passenger counts - No manual counting errors
- Exportable reports - Generate compliance reports in required formats
- Data security - GDPR-compliant data handling built in
- Audit trails - Complete history of all operations
Need help with compliance? Try MoveCore free — compliance tools are built into the platform.