Understanding Tachograph Responsibilities Under a Restricted Licence

If you hold a Restricted Operator Licence, you might assume tachographs are only for big hauliers or national transport companies.

But that’s not always the case.

Many Restricted Licence holders unknowingly fall within tachograph regulations — and failing to comply can result in fixed penalties, licence action, or a call to Public Inquiry.

In this post, we’ll break down:

• When tachograph rules apply to you

• Your responsibilities as a business owner

• Common mistakes made by Restricted Operators

• What to do if you’re exempt

• Practical steps for staying compliant

First: What is a Tachograph?

A tachograph is a device fitted to goods vehicles to record:

• Driving time

• Breaks and rest periods

• Duty time

• Speed and distance

It ensures that drivers follow the legal limits on working and driving hours — helping to prevent fatigue and improve road safety.

There are two types:

• Analogue tachographs (older vehicles)

• Digital tachographs (fitted to most vehicles since 2006)

Do Tachograph Rules Apply to Restricted Operators?

Yes — depending on what you drive, where you go, and what you do.

The type of Operator Licence (Standard or Restricted) does not determine whether you must use a tachograph — the use of the vehicle does.

You must comply with tachograph regulations if:

✅ You use a vehicle or combination over 3.5 tonnes GVW

✅ You drive beyond 100km radius from base

✅ You do not meet an exemption (such as certain agricultural or construction exemptions)

EU vs GB Domestic Rules

Scenario	Rules That Apply
Driving outside the UK	EU tachograph rules
In the UK over 3.5t + not exempt	EU rules (unless specifically exempted)
In the UK under 3.5t	GB domestic rules (no tacho needed)
In the UK + exempt from EU rules	GB domestic rules, possibly tacho-exempt

Most Restricted Operators fall under EU rules unless they operate solely within an exemption scope.

Common Exemptions for Tachograph Use

You may be exempt from EU tacho rules if:

• You stay within 100km of your operating base

• You're transporting goods for your own business use

• You use the vehicle occasionally and not as your main activity

• You're driving specialised equipment (e.g. mobile cranes)

• You're doing non-commercial carriage of goods

But exemptions are very specific. You must:

1. Check the details on gov.uk tachograph exemptions

2. Be able to prove why your operation qualifies

3. 
   

Important: Being on a Restricted Licence does not automatically exempt you from tachograph rules.

Tachograph Responsibilities for Restricted Operators

If you operate in-scope vehicles, even occasionally, you must:

✅ 1. Install and Maintain Tachograph Equipment

• Must be correctly fitted and sealed

• Requires calibration every 2 years

• Maintain a copy of the calibration certificate in your records

✅ 2. Issue and Manage Driver Cards

• Drivers must have a valid digital tachograph card

• Card must be inserted when driving

• Lost or damaged cards must be reported within 7 days

✅ 3. Download and Store Data

• Driver card: downloaded at least every 28 days

• Vehicle unit: downloaded at least every 90 days

• Store data for a minimum of 12 months

• Keep records accessible for DVSA inspection

✅ 4. Monitor for Infringements

• Use software or services to check for:

  • Break violations

  • Driving hour breaches

  • Missing data periods

• Record any action taken with the driver (e.g. retraining, warnings)

✅ 5. Train Drivers

• Ensure they understand:

  • How to use the tachograph

  • Daily rest, weekly rest, and break requirements

  • How to record manual entries

  • What to do if the tacho fails

If You’re Exempt — Do You Still Need to Do Anything?

Yes — if you’re exempt from tachograph rules under EU Regulation 561/2006, but your vehicle is over 3.5t, you must:

✅ Record duty time under the GB Domestic Rules, unless you're also exempt from those

✅ Complete log books or timesheets

✅ Be able to demonstrate working hours if asked

✅ Still maintain vehicle safety and maintenance records

What If You Drive Occasionally or for Multiple Roles?

Even if:

• You only use the vehicle part-time

• You use it for occasional deliveries

• You combine it with other roles (builder, farmer, caterer, etc.)

…you may still be in-scope. Tachograph law is based on vehicle use, weight, and journey, not how often you drive.

Top Mistakes Restricted Licence Holders Make

Mistake	Why It’s a Problem
❌ Assuming tacho rules don’t apply to Restricted Licences	Compliance is based on vehicle use, not licence type
❌ Relying on “we only drive short distances”	If over 100km, you’re likely in-scope
❌ Failing to download tacho data	Mandatory — risk of fines or PI
❌ Not training drivers on use	Drivers are legally responsible for compliance too
❌ No monitoring of infringements	Weakens your control systems

How to Stay Compliant (Checklist)

• Assess your operation: Are you in-scope for tachograph use?

• If yes, ensure tacho equipment is installed and calibrated

• Apply for and issue digital driver cards

• Train drivers on use and responsibilities

• Set up a schedule to download driver and vehicle data

• Monitor and act on infringements

• Store data securely for 12+ months

• Retain calibration certificates and supporting documents

• If exempt, keep duty records under GB Domestic Rules

Conclusion

Tachograph compliance isn’t just for big hauliers. Many small businesses on a Restricted Licence — from builders to delivery firms — fall within scope and don’t realise it until it’s too late.

Understanding your tachograph responsibilities is essential for protecting your licence, avoiding DVSA enforcement, and keeping your operation safe and legal.

If you're unsure about your status, seek advice — because guessing isn't worth the risk.

Next in the series:👉 Creating a Record-Keeping Policy for Your Transport Business