Your Legal Duty is Personal. Your Compliance Platform Should Be Too.

Under the HVNL reforms, transport executives have a personal, non-delegable duty to exercise due diligence. Hubfleet gives you the visibility and evidence to prove you're doing exactly that.

Executive dashboards • Governance reporting • Audit-ready evidence across all 5 SMS areas

You can't delegate your duty. But you can have the right tools.
The new Heavy Vehicle National Law places personal liability on executives and directors. You need to know your business is compliant — not hope it is. Hubfleet gives you real-time oversight of your entire safety management system, with the evidence trail to prove due diligence if it's ever questioned

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The Executive Duty Under HVNL
— What You Need to Know

Section 26D, HVNL — Duty of Executive of Legal Entity

"If a legal entity has a safety duty, an executive of the legal entity must exercise due diligence to ensure the legal entity complies with the safety duty."
This is a personal, non-delegable duty. You can be convicted even if your business hasn't been prosecuted. Maximum penalties match those for individuals breaching the Primary Duty.

Who Does This Apply To?

If you're a director, CEO, COO, CFO, general manager, or any person who participates in making decisions that affect the whole or a substantial part of a transport business — this applies to you. The only exception is executives acting on an entirely voluntary, unpaid basis.

The Executive Duty applies to executives of any legal entity — including corporations, unincorporated partnerships, and unincorporated bodies — that is a party in the Chain of Responsibility for a heavy vehicle.

Under HVNL and the associated Master Code of Practice, exercising due diligence means taking proactive steps including:

Acquiring and maintaining knowledge of safety and compliance matters
Understanding the nature and operations of the business and the hazards and risks involved
Ensuring the business has appropriate resources and processes to eliminate or minimise risks
Ensuring the business has processes for receiving, considering, and responding to safety information
Verifying that the above is actually happening — not just documented

Critically, it is the executive's failure to exercise due diligence — not the outcome of an incident — that constitutes the offence. You don't need a crash to be prosecuted. You need evidence that your systems are working, not just that they exist.

The Problem:

You Can't Prove What You Can't See

Your SMS Lives in Scattered Documents

Policies in SharePoint. Incident reports in email. Training records in spreadsheets. Risk registers in Excel. When an auditor — or a court — asks you to demonstrate due diligence, you're relying on other people to compile evidence from disconnected systems.

You Have No Real-Time Visibility

You find out about breaches, incidents, and overdue actions days or weeks after the fact. You're governing based on monthly reports that are already out of date by the time you read them.

Your Personal Liability is Growing

HVNL penalties for executives are serious. Ignorance is not a defence. "I didn't know" doesn't work when the law says you ought reasonably to have known. And remember — it's your failure to exercise due diligence that constitutes the offence, regardless of whether an incident actually occurs.

You Can't Demonstrate Continuous Improvement

Auditors and courts want to see that your SMS isn't just present — it's suitable, operating, and effective. Without integrated data, you can't show trends, risk reduction, or systematic improvement.

You need a platform that gives you executive-level visibility — not just operational tools for your team.

What Hubfleet Gives You as an Executive

How Hubfleet Maps to Your Due Diligence Obligations

Under HVNL and the associated Master Code of Practice, due diligence requires proactive steps across several areas. Here's how Hubfleet helps you meet each element:

Due Diligence Element

What It Means

How Hubfleet Helps

Acquire and maintain knowledge

Stay informed about safety matters, hazards, and compliance obligations

Daily summaries, real-time dashboards, incident notifications, and trend analytics keep you informed without relying on verbal reports

Understand operations and risks

Know the nature of your business activities and the risks they create

Unified risk register showing all identified risks across fatigue, maintenance, mass, and operations — with risk ratings and control status

Ensure appropriate resources and processes

Make sure the business has what it needs to manage safety

Complete digital SMS covering all 5 outcome areas — policies, risk management, training, Safety Management System, and Audit Readiness

Ensure processes for receiving safety information

Have systems to receive, consider, and respond to safety issues

Automated escalation workflows, hazard and incident reporting from drivers' phones, NCR management, and corrective action tracking

Verify compliance

Confirm that safety processes are actually being followed and working

PSOE evidence across all modules — audit trails proving your SMS is Present, Suitable, Operating, and Effective

Complete SMS Oversight Across All 5 Outcome Areas

As an executive, you need to verify that your business has a functioning Safety Management System across every HVNL requirement. Hubfleet gives you visibility into each:

Blue icon of a person with a star on their chest, symbolizing leadership or achievement.

Leadership & Commitment

Safety policy sign-off and distribution tracking
Management review scheduling and completion evidence
Safety objective tracking with KPI dashboards
Evidence of resource allocation to safety initiatives
Communication records demonstrating safety culture

Blue gauge icon with a triangular warning symbol and an exclamation mark in the center.

Risk Management

Unified risk register fed by all safety modules
Consistent risk assessment using standardised matrix
Control effectiveness tracking and review schedules
Trend analysis showing risk reduction over time
Complete audit trails for every risk and control decision

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Leadership & Commitment

Training records and competency matrices by role
Certification expiry tracking with automatic alerts
Induction and onboarding evidence
Fit-for-duty checks and declarations
Link training gaps to incident investigations

Blue shield with a black gear icon in the center representing a safety system.

Safety Systems

Digital policy library with version control
Acknowledgement tracking with completion dashboards
Operational procedures with audit trails
EWD and fatigue management compliance
Maintenance and mass management workflows

Assurance, Monitoring
and Improvement

Performance analytics with leading and lagging indicators, scheduled internal audit workflows, management review processes, corrective action tracking, and continuous improvement evidence. This is where you prove your SMS is not just documented — it's operating and effective.

Learn more about audit readiness

The PSOE Test — And Why It Matters to You Personally

When NHVR audits your SMS, they apply the PSOE framework. As an executive, you need to demonstrate that your safety systems pass this test:

Present

Your SMS exists and covers all required elements

Hubfleet provides complete digital documentation across all 5 HVNL outcome areas

Blue gear icon with a shield symbol indicating security or protection.

Suitable

Your SMS is appropriate for your operations and risk profile

Configurable risk matrices, workflows, and policies tailored to your specific operations

Two overlapping gear icons, one large blue gear behind a smaller black gear.

Operating

Your SMS is actively being used, not just sitting in a folder

Real-time audit trails with timestamps, user actions, and operational data prove ongoing use

Target icon with an arrow hitting the bullseye.

Effective

Your SMS is actually achieving safety outcomes

Performance analytics demonstrate risk reduction, incident prevention, and continuous improvement

As an executive, your due diligence includes verifying that your SMS meets all four PSOE criteria. Hubfleet makes that verification automatic — not something you have to chase.

What Happens Without Executive Visibility

When your company upgrades to the full platform:

"What steps did you take to ensure fatigue was being managed?"
"How were you monitoring compliance with your fatigue management system?"
"When was the last time you reviewed fatigue breach trends?"
"What resources did you allocate to fatigue risk management?"

Without Hubfleet: You point to policies, hope your operations manager has the data, and spend weeks compiling evidence from scattered systems.

With Hubfleet: You show your daily compliance summaries, executive dashboard history, fatigue breach trend reports, NCR closure rates, and management review records — all timestamped, all traceable, all demonstrating active due diligence.

Your Team Gets Better Tools. You Get Better Governance.

Hubfleet isn't just an executive reporting layer — it's a complete operational platform your team actually uses every day. That's what makes the governance data real.

Blue and gray steering wheel icon centered on a white square with rounded corners and a blue shadow background.

For your drivers

Simple mobile app for EWD, incident reporting, hazard identification, pre-starts, and fit-for-duty checks

Icon of a person and a delivery truck representing customer delivery service.

For your fleet managers

Complete fleet management platform replacing 3-5 separate systems with one unified solution

For your safety managers

Full SMS platform covering risk management, incident investigations, training, policies, and audit preparation

For you:

Executive dashboards, daily summaries, governance reports, and audit-ready evidence — all generated automatically from the data your team creates during normal operations

No extra work for you. No extra reporting burden for your team. Just visibility and evidence, built into the workflow.

Getting Started is Straight forward

Week 1-2

Platform Setup

Your operations team configures Hubfleet with your policies, risk registers, and workflows. We provide pre-built SMS templates and free implementation support.

Week 3-4

Team Onboarding

Drivers, managers, and safety staff start using the platform. Your executive dashboard activates as operational data flows in.

Week 3-4

Week 5-8

Evidence Building

Your SMS is operational. Daily summaries and governance reports start building the evidence trail that demonstrates your due diligence.

Ongoing: Continuous Compliance

As your team works in Hubfleet every day, your due diligence evidence accumulates automatically. When audit time comes, you're ready in minutes, not weeks.Total executive time investment: A few minutes each day reviewing your dashboard and daily summary. That's due diligence made practical.

Frequently asked questions

Does having Hubfleet mean I've met my Executive Duty?

No software platform can guarantee legal compliance — your obligations remain your own. However, Hubfleet provides the tools, evidence, and visibility that support you in exercising due diligence. Having a functioning digital SMS with complete audit trails is significantly stronger evidence of due diligence than paper-based or disconnected systems.

I'm not involved in day-to-day operations. Do I still need this?

Yes — that's precisely the point. The Executive Duty requires you to exercise due diligence regardless of your operational involvement. The less involved you are in daily operations, the more you need a system that gives you visibility without requiring you to be on the ground. Hubfleet's executive dashboards and daily summaries are designed for exactly this situation.

What if our company already has an SMS?

Many operators have SMS documentation but lack the digital evidence trail that proves it's operating and effective. Hubfleet can replace or complement your existing SMS. The key question is: can you currently demonstrate PSOE evidence at a moment's notice? If not, Hubfleet fills that gap.

How quickly can we be operational?

Most fleets are fully operational within 4-8 weeks, including policy migration, team onboarding, and workflow configuration. Free implementation support is included — no consulting fees or surprise charges.

What does it cost?

Hubfleet is priced per driver per month with everything included — EWD, SMS, maintenance, fit for duty, executive reporting, and governance tools. No setup fees, no lock-in contracts. See full pricing details →

Can I see a demo focused on the executive view?

Absolutely. We offer tailored demos that focus on executive dashboards, governance reporting, and due diligence evidence — rather than operational features. Book a 20-minute walkthrough and we'll show you exactly what visibility you'd have.

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