Rental and leasing compliance checklist

Work through every section that applies to your business. Tick off each item when you have confirmed it is in place.

Section 1 — Health and safety at work

• Have you identified your general duties as an employer (or self-employed person) under the Health and Safety at Work etc. Act 1974?
• Have you carried out a suitable and sufficient risk assessment covering vehicle movements in yards and depots, manual handling of hire goods, workshop maintenance, and customer-facing areas?
• If you employ five or more people, is the risk assessment recorded in writing?
• Do you have a written health and safety policy (required if you employ five or more people)?
• Have you appointed a competent person to assist with health and safety?

Section 2 — Fire safety

• Have you carried out a fire risk assessment for your premises — depots, showrooms, workshops, storage and yards?
• Are escape routes clear, signed and adequately lit?
• Is fire detection and alarm equipment installed and regularly tested?
• Are vehicle workshops, battery-charging areas and fuel stores assessed for specific fire risks?
• Have all staff received fire safety training?

Section 3 — Employers' liability insurance

• If you employ anyone (including part-time, contract or agency workers under your direction), do you hold employers' liability insurance with at least £5 million cover?
• Is the certificate issued by your insurer displayed at your premises or accessible electronically?

Section 4 — Equality and data protection

• Are you aware of your duties under the Equality Act 2010 (or equivalent Northern Ireland legislation) not to discriminate in employment or service provision?
• Have you considered reasonable adjustments for disabled employees and customers?
• Have you registered with the Information Commissioner's Office (ICO) for data protection (unless exempt)?
• Have you identified the lawful basis for each type of personal data you process — customer records, employee records, driving licence data, payment and creditworthiness data?
• Can you respond to a subject access request within one calendar month?

Section 5 — FCA-regulated consumer hire

• If you hire goods to consumers for more than 3 months, are you authorised by the FCA for consumer hire?
• Are you complying with the CONC sourcebook — pre-contract information, treating customers fairly, and arrears and repossession rules?
• Have you confirmed that short-term hires of 3 months or less and pure business-fleet leasing are outside the regulated regime?

Section 6 — Motor insurance and roadworthiness

• Does every vehicle you hire out have at least third-party motor insurance — either through your fleet policy or a hirer-arranged policy?
• Are all vehicles roadworthy with a valid MOT or annual test?
• Do you carry out driver-licence and identity checks before releasing a vehicle?
• For goods vehicles, do you verify the hirer's operator licence and driver entitlements?

Section 7 — Work equipment safety (PUWER and LOLER)

• If you hire out plant or machinery, is every item suitable, properly maintained and safe under PUWER?
• Do you supply adequate information and instructions with every hire?
• If you hire out lifting equipment (cranes, hoists, MEWPs, lifting accessories), is it thoroughly examined and certificated under LOLER before going out on hire?
• Do you provide the current report of thorough examination to the hirer?

Section 8 — Consumer protection

• Do your hired goods meet the Consumer Rights Act 2015 standards — satisfactory quality, fit for purpose, as described?
• Are you complying with the unfair trading rules in the DMCCA 2024 (no misleading actions, omissions or aggressive practices)?
• Are your terms and conditions transparent, in plain language and free from unfair terms?