Workplace road safety

What is workplace road safety and why does it matter?

Traffic accidents are one of the leading causes of fatal workplace accidents in Spain: a significant proportion of work-related deaths occur on the road, whether during commutes or on journeys to and from work. This high incidence explains why road safety has shifted from being the individual driver’s responsibility to a matter of preventative management for companies, involving risk assessment, safety measures, and monitoring.

The legal framework combines two sets of regulations: occupational risk prevention regulations (Law 31/1995 and Royal Decree 39/1997), which mandate the assessment and prevention of risks associated with work-related travel as part of working conditions, and traffic and road safety regulations (Royal Legislative Decree 6/2015 and implementing regulations), which establish the obligations of drivers, vehicles, and road owners. Commuting accidents, although occurring outside the direct control of the company, are legally considered work-related accidents and can be addressed through mobility plans.

Travel on assignment (sales, technical, transport, home services, delivery) is fully part of the work activity, so the risk assessment of the position must include driving: times, routes, vehicle, load, fatigue, telephone use, weather conditions and training.

Risk factors and preventive measures

• Human factors. Fatigue, drowsiness, distractions (phone, GPS), alcohol consumption, medications and other substances, stress, and time pressure. Measures: scheduling of shifts and rest periods, phone use policy, safe driving training and awareness campaigns, health monitoring with attention to fitness to drive.
• Vehicle. Age, maintenance, tires, active and passive safety systems, load securing, emergency equipment. Measures: purchase and renewal criteria, scheduled maintenance, pre-use inspection, and incident log.
• Road and surroundings. Road type, traffic, roadworks, weather, nighttime hours. Measures: route planning, avoiding peak hours and sections, alternatives to travel (remote meetings, public transport).
• Organization. Performance-based compensation that puts pressure on deadlines, long working hours, and task allocation with no flexibility. Measures: realistic travel times, communication procedures, and incident protocols.
• Commuting routes. Mobility plans promoting public transport, flexible schedules, information on safe routes and parking, and agreements with local administrations and companies.

Management tools

• Mobility and road safety plan. Document that integrates the diagnosis of journeys, the objectives, the organizational, technical and training measures, the responsible parties and the indicators, approved by management and consulted with the representatives.
• Job-specific risk assessment. Includes driving on assignment as a working condition, with measures in preventive planning.
• ISO 39001 standard. Road traffic safety management system, applicable to organizations with a fleet or with significant movements, compatible with ISO 45001.
• Indicators. Work-related traffic accidents by type, kilometers traveled, incidents, penalties, maintenance and training.
• Accident investigation. Work-related traffic accidents are investigated like any other work accident, including commuting accidents when the company has the information.

Organizational application: how to implement a road safety plan

1. Diagnose the journeys: who drives, with what vehicles, how many kilometers, at what times and routes, and what accidents and incidents have occurred.
2. Include driving in the risk assessment of the affected positions and in preventive planning.
3. Define a road safety policy: phone use, speed, breaks, alcohol and other substances, securing loads and reporting incidents.
4. Establish vehicle criteria (safety, maintenance, pre-inspection) and route and time planning.
5. To train and raise awareness with practical content adapted to each group and to reinforce it periodically.
6. Develop the mobility plan for in itinere journeys in consultation with the staff, with realistic and measurable measures.
7. Measure indicators, investigate accidents and incidents, and review the plan annually.

Preventive management software allows you to register vehicles, authorizations, training, incidents and maintenance, and relate them to risk assessment and road accident indicators.

Limits and common mistakes

1. Consider driving as a risk unrelated to the company and exclude it from the risk assessment.
2. Setting sales or delivery targets that are incompatible with safe travel times.
3. Tolerate the use of the telephone while driving to answer work calls.
4. Do not investigate work-related traffic accidents or analyze incidents without damage.
5. Confusing the mobility plan with a one-off awareness campaign.
6. Forget about traveling by private vehicle, bicycle or personal mobility vehicle used for work purposes.

The classification of a traffic accident as a work accident depends on Social Security regulations and the interpretation of the courts; this information sheet is for informational purposes only.

Regulatory framework in Spain

• Law 31/1995, articles 14 to 16. Duty of protection, principles of preventive action and risk assessment applicable to travel on mission.
• Royal Legislative Decree 8/2015, General Social Security Law, article 156. Concept of work accident, including accidents in itinere and on assignment.
• Royal Legislative Decree 6/2015, of October 30. Consolidated text of the Law on Traffic, Motor Vehicle Circulation and Road Safety.
• ISO 39001. Road traffic safety management systems: requirements and recommendations for good practice.

Directive 89/391/EEC is the general European framework; occupational road safety does not have a specific directive and relies on risk assessment and the mobility policies of each company.