Tachograph Responsibilities for Owner-Operators and Restricted Licence Holders

If you’re an owner-operator or running a business under a Restricted Operator Licence, tachograph compliance may seem like something only “big operators” need to worry about. But that’s a dangerous assumption.

Even with a small fleet — or just a single vehicle — the legal obligations around tachographs apply to you just as much as they do to large hauliers. And the consequences for getting it wrong can be severe.

This guide breaks down your key responsibilities as a small operator, what the law says, and how to manage tachograph duties efficiently — even without a transport manager.

Who This Guide Is For

This article is specifically aimed at:

• ✅ Owner-operators (one-person transport businesses)

• ✅ Businesses with a Restricted Operator Licence

• ✅ Fleets with 1–5 vehicles over 3.5 tonnes

• ✅ Anyone using vehicles subject to EU driver hours rules

If that’s you — read on.

What Is a Restricted Operator Licence?

A Restricted O Licence allows you to operate vehicles over 3.5t only to carry your own goods. You can’t transport goods for other people or charge for haulage services.

Many Restricted Licence holders are:

• Construction firms

• Retailers or wholesalers

• Plant or tool hire companies

• Event or catering businesses

• Utility subcontractors

⚠️ While you don’t need a qualified transport manager under a restricted licence, you still must comply with tachograph laws if your vehicles are subject to EU driver hours rules.

When Do Tachograph Rules Apply to You?

You must use a digital tachograph if:

• Your vehicle (or vehicle + trailer) exceeds 3.5 tonnes MAM

• You use the vehicle for business purposes

• You don’t qualify for a tachograph exemption

• You’re operating under EU drivers’ hours rules (even within the UK)

For a full breakdown of exemptions, see our previous post: [Tachograph Exemptions Explained].

Your Legal Responsibilities as the Operator

As the licence holder — even if you’re also the driver — you are legally responsible for:

✅ 1. Ensuring Vehicles Are Fitted With a Working Digital Tachograph

All vehicles used under EU rules must have a:

• Digital tachograph head unit

• Unit calibrated every 2 years (and after repairs or vehicle changes)

• Sealed and tamper-proof installation

You must also issue driver cards to anyone driving (including yourself).

✅ 2. Downloading and Storing Tachograph Data

You must:

• Download driver card data at least every 28 days

• Download vehicle unit data at least every 90 days

• Store files for 12 months minimum

All data must be:

• Stored securely

• Accessible on demand to DVSA or Traffic Commissioner

• Named, dated, and logically organised

✅ Use cloud storage, USB drives, or external hard drives with backups.

✅ 3. Analysing the Data for Infringements

You must review tachograph data for:

• Missed breaks

• Exceeded daily driving limits

• Insufficient rest periods

• Incorrect manual entries

• Driving without a card

Even if you drive for yourself, you must audit your own behaviour.

✅ 4. Taking Action on Breaches

If a driver — including you — breaks the rules, you must:

• Investigate the breach

• Record the reason and findings

• Take appropriate action (e.g., retraining, written reminder)

• Document the response in an infringement log

This shows you’re a responsible operator, not ignoring breaches.

✅ 5. Training Drivers (Including Yourself)

Even one-person operators must be able to:

• Demonstrate knowledge of tachograph use

• Understand driver hours limits

• Use manual entries correctly

• Prove ongoing awareness

It’s good practice to:

• Keep refresher training records

• Carry a Driver Hours Rules Quick Guide in the vehicle

• Attend CPC modules relevant to compliance

✅ 6. Making Manual Entries When Needed

Drivers must make manual entries:

• For time spent working without the vehicle (e.g., loading, waiting)

• If they forgot to insert their card

• To correct inaccurate or missing data

Incorrect or missing manual entries are a common cause of DVSA penalties.

✅ 7. Maintaining Records of Exempt Days

If your vehicle is exempt on some days but not others, you must:

• Keep a log of exempt vs. non-exempt days

• Provide supporting evidence (e.g., delivery notes, driver declarations)

• Use a "Manual Record Sheet" or Exemption Logbook

This proves you weren’t using the vehicle illegally when no tachograph data exists.

What Happens If You Don’t Comply?

Failure to meet tachograph obligations can result in:

• Fixed penalties (up to £300 per offence)

• Vehicle prohibitions

• Operator Licence curtailment, suspension, or revocation

• Public Inquiry before the Traffic Commissioner

• Criminal prosecution in serious cases

• Loss of business, insurance issues, and damaged reputation

🚨 Restricted Licence holders are not immune from DVSA enforcement.

Simple Tips for Staying Compliant (Without a Transport Manager)

✅ Use a Tachograph Download Kit

Buy a basic download tool that allows you to extract:

• Driver card data

• Vehicle unit data

Examples:

• Digidown Plus (~£250 one-off)

• Smartcard Reader for PCs (~£20)

✅ Use Free or Budget Software to Read Data

You don’t need to break the bank.

Try:

• Tachogram – Pay-as-you-go with a free trial

• OpenTacho or TachoView – Free viewers

• Convey or TruTac – Entry-level subscriptions available

✅ Keep a Digital Compliance Folder

Set up folders for:

• Driver card downloads

• VU downloads

• Infringement logs

• Debrief forms

• Exemption evidence

• Training records

Back it up monthly to cloud storage or USB.

✅ Create a Tachograph Compliance Checklist

Use a monthly checklist to confirm:

✅	Task
🔲	All driver cards downloaded (every 28 days)
🔲	All VU data downloaded (every 90 days)
🔲	Infringements reviewed and logged
🔲	Records stored securely
🔲	Tachograph head units calibrated on time
🔲	Training given (and refreshed annually)

What If I Only Drive Occasionally?

Even if you only drive once a month in a tacho-regulated vehicle, you must still:

• Insert your driver card

• Download and store data

• Monitor hours

• Record any manual entries or exempt days

• Keep compliance evidence

There’s no such thing as “I don’t drive enough for the rules to apply.”

Conclusion

Tachograph responsibilities don’t stop at the fleet gate — they extend to every operator, even those with one lorry or one licence. As an owner-operator or Restricted Licence holder, your role is even more important, because you wear every hat— driver, manager, and compliance officer.

But with the right setup, regular habits, and a good checklist, you can stay compliant, avoid DVSA scrutiny, and operate your business with confidence.

Next up: We’ll look at one of the most misunderstood areas of tachograph law — the 100km radius exemption, how it works, and when you can rely on it.