Health & Safety Policy
Last updated: 27th August 2026
This policy sets out how Cotswolds Expeditions Ltd ("we", "our", "us") manages health and safety in connection with its tours, vehicle operations, staff, contractors, customers and other people who may be affected by its activities.
It should be read alongside the company's Terms & Conditions, Accessibility Statement and relevant operational risk assessments.
1. Statement of Intent
Cotswolds Expeditions Ltd is committed to protecting, so far as is reasonably practicable, the health, safety and welfare of its employees, contractors, customers and others affected by its activities. It will do this by:
Identifying and assessing significant risks arising from its activities
Putting appropriate control measures in place and reviewing them when circumstances change
Providing safe systems of work and appropriate information, instruction and training
Maintaining vehicles and equipment used for the business in a safe condition
Consulting with workers on health and safety matters where applicable
Recording and investigating accidents, incidents and near misses where appropriate
Complying with applicable health and safety and road-safety requirements
The Health and Safety Executive states that every business must have arrangements for managing health and safety. Where a business employs five or more people, its health and safety policy must be recorded in writing and shared with employees.
2. Responsibility for Health & Safety
A company Director of Cotswolds Expeditions Ltd has overall responsibility for health and safety.
The person with overall responsibility will ensure that appropriate risk assessments, procedures, records and reviews are maintained.
All employees, drivers and contractors are expected to take reasonable care of their own health and safety and that of others, follow company procedures and report hazards, defects, accidents and near misses promptly.
3. Risk Assessment
Cotswolds Expeditions Ltd will assess significant risks associated with its operations and implement proportionate controls.
Risk assessments should cover the activities actually undertaken by the business and should be reviewed when there is a significant operational change, following a relevant accident or incident, or where there is reason to believe that an assessment is no longer suitable or sufficient.
The company director is responsible for maintaining the company risk assessments. Risk assessments and related health and safety records are stored securely within the company's internal records and are available to relevant staff and authorities where required.
4. Vehicle Safety and Road Operations
Tours are operated using a classic Land Rover Defender. The safety of the vehicle and its occupants is central to tour operations.
The vehicle must be maintained, insured and used in accordance with applicable legal and licensing requirements.
Any known defect that may affect safe operation must be reported and dealt with before the vehicle is used.
Drivers must hold the licence and any other authorisation required for the vehicle and activity being undertaken.
Drivers must comply with road traffic law and adapt their driving to road, traffic and weather conditions.
Passengers must wear seat belts where required and follow reasonable safety instructions from the driver.
The driver will carry out a thorough vehicle safety check before each tour. All drivers have access to a safety checklist, which must be completed in full before the tour begins. Records of completed vehicle safety checks are retained securely by Cotswolds Expeditions Ltd.
5. Driver Fitness and Conduct
Drivers must be fit to drive and must not undertake driving duties while impaired by alcohol, illegal drugs, fatigue, illness or medication that makes driving unsafe.
Handheld mobile devices must not be used while driving. Any operational communication must be handled in a lawful and safe manner.
6. Passenger Safety
Customers are expected to follow reasonable safety instructions and behave in a way that does not distract the driver or create a risk to themselves or others.
Cotswolds Expeditions Ltd may refuse or end participation where a customer's behaviour, intoxication, possession or use of illegal drugs, threatening or aggressive conduct, or refusal to follow safety instructions makes continued participation unsafe.
7. Children and Child Car Seats
Children must be supervised by a responsible adult. Under the standard UK rules, children must normally use a suitable child car seat until they are 12 years old or 135 cm tall, whichever comes first, subject to limited statutory exceptions.
The Land Rover Defender used by Cotswolds Expeditions Ltd does not have ISOFIX anchor points. Where a child seat is required under the company's booking conditions, the parent or guardian must provide a suitable seat that can be correctly installed using the vehicle's standard three-point seat belt.
Parents or guardians are responsible for fitting the child seat correctly and confirming that it is securely installed before travel. A tour will not proceed with a child who requires a suitable restraint under the company's booking conditions if the required seat has not been provided.
8. Boarding, Alighting and Tour Stops
Passengers should only enter or leave the vehicle once it has stopped and when it is safe to do so. Particular care may be needed at rural roadside locations or where surfaces are uneven, wet, steep or otherwise difficult.
Tour locations may include uneven pavements, gravel paths, steps, hills, roads without pavements and historic buildings. Customers should follow instructions and take reasonable care for their own safety while away from the vehicle.
9. Accessibility and Medical Requirements
The classic Land Rover Defender is not wheelchair accessible and access into and out of the vehicle requires a reasonable level of mobility. Large suitcases, wheelchairs, mobility scooters and other bulky items cannot be accommodated because of limited storage space.
Customers are asked to tell Cotswolds Expeditions Ltd before booking about medical or accessibility requirements that may affect safe participation. This allows the company to assess whether the experience is suitable and whether reasonable adjustments can be made.
Assistance dogs are welcome, but customers should notify Cotswolds Expeditions Ltd at the time of booking because vehicle space is limited. Other animals cannot normally be accommodated.
10. Weather and Route Conditions
Poor weather alone does not automatically prevent a tour from operating. The decision on whether road or weather conditions are safe for the tour to proceed rests with Cotswolds Expeditions Ltd.
Routes, stops or timings may be changed where necessary because of weather, road closures, vehicle breakdown, emergency situations, traffic or other safety concerns. Suitable alternative routes or stops may be used where available.
11. First Aid and Medical Emergencies
In an emergency, the immediate priority is the safety of those involved and contacting the appropriate emergency service where required. Staff and drivers should not provide treatment beyond their level of training or competence.
All drivers are first-aid trained. A first-aid kit is kept in the tour vehicle and is checked regularly, with contents replaced or replenished where required.
12. Accidents, Incidents and Near Misses
Accidents, relevant incidents and near misses should be recorded and reviewed so that appropriate corrective action can be taken.
Where an event is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), the responsible person will make the required report and retain the required record. HSE guidance requires records of reportable injuries, diseases and dangerous occurrences to be kept for at least three years.
A record will be kept of relevant accidents, incidents and near misses. The Director of Cotswolds Expeditions Ltd is responsible for maintaining these records and for deciding whether an incident is reportable under RIDDOR.
13. Vehicle Breakdown and Emergencies
If the tour vehicle becomes unsafe or unavailable because of mechanical failure, the driver must prioritise the safety of passengers and follow the company's breakdown and emergency arrangements. A suitable replacement vehicle may be used where available in accordance with the Terms & Conditions.
Breakdown cover is provided by Adrian Flux, Flux Rescue.
The 24-hour helpline numbers are 0330 123 0758 and 0800 032 5515.
In an emergency, the driver will contact a company Director. Returning customers safely to their agreed start location will be treated as a priority. Depending on the circumstances, this may involve use of an alternative vehicle or arranging another suitable form of transport.
14. Smoking, Vaping, Alcohol and Illegal Drugs
Smoking and vaping are prohibited inside the vehicle. Alcohol may only be consumed inside the vehicle where this has been agreed in advance by Cotswolds Expeditions Ltd. The use or possession of illegal drugs during an experience is prohibited.
15. Training and Information
Cotswolds Expeditions Ltd will provide employees and contractors with health and safety information, instruction or training appropriate to the work they undertake.
All drivers must hold appropriate first-aid training. First-aid training will be provided where a driver does not already hold suitable current training.
16. Monitoring and Review
This policy will be reviewed periodically and following any significant operational change, serious incident, change of vehicle or relevant change in legal requirements.
This policy will be reviewed every 6 months. The company Director is responsible for reviewing and approving the policy.