This policy provides guidance to staff and drivers on how to manage and control lost property in an open, fair and documented way, protecting the interests of both drivers and passengers. Our business, by nature, deals with high volumes of lost and found items, and Cars 4 Executives Limited has a responsibility to provide safe custody of money and other personal property handed in by drivers or passengers found within a vehicle. Any such items, regardless of value, are considered lost property and should be dealt with as detailed in this policy.
"Lost property" identifies items that do not belong to drivers operating under Cars 4 Executives Limited and have been left (accidentally or otherwise) in our vehicles, or an item reported lost in one of our vehicles but not yet found or handed in. For this policy, lost property is separated into three classifications: (a) perishable items, (b) low value, non-perishable items, and (c) valuable items. If a driver is unsure of an item's value, advice should be sought from management.
Our aim is to reunite lost belongings with their owners wherever possible. Drivers should thoroughly check their vehicle once a journey has been completed. Where an item has been found, the driver should first contact the previous passenger to check whether they are missing any items. All lost property is to be secured and stored until it can be handed to the owner or a relevant member of staff, and recorded on the "Lost Property – Item Found" form. If a passenger reports an item lost, a "Lost Property – Item Reported Lost" form should be completed with a full description, details of where and when it was lost, and any distinguishing marks; the passenger should be given an emailed copy of the form.
Items such as wallets, purses, handbags and luggage should be searched for identifying information, always in the presence of another person where possible. Where debit/credit/similar cards are found and the owner cannot be traced within an hour, the number on the back of the card should be used to report the find to the issuing bank, who will advise whether the card should be shredded or returned. All details are recorded on the "Lost Property – Item Found" form.
Cash: any cash found should be counted in the presence of another person where possible, with note serial numbers recorded, placed in a sealed security bag and secured until it can be deposited at the offices of Cars 4 Executives Limited.
Mobile phones: if switched on, an attempt should be made to contact someone in the address book (including any contact listed as "ICE – in case of emergency") to inform the owner their phone is in the driver's possession. Once contact has been made, the phone should be switched off and kept in a secure place.
Other valuable items: such as cameras, headphones and jewellery should be immediately placed in a secure location, with all details recorded on the "Lost Property – Item Found" form.
Every attempt should be made to contact passengers who used the service that day to try to reunite lost property with its owner. The relevant form should be completed with a full description of the item, the date found, vehicle details and any distinguishing marks, along with details of any attempts made to return the item. All completed forms are retained in a file kept at the office of Cars 4 Executives Limited.
Perishable items are kept until the end of the driver's working day on the day found, after which unclaimed items are safely disposed of. Non-perishable and valuable items are kept for three calendar months to allow rightful owners time to claim their property; unclaimed non-valuable items are then donated to charity or destroyed, with a receipt filed with the relevant form. Valuable items are transferred to the Police, who hold and dispose of them under their own lost property policy. Unclaimed cash is donated to a charity of choice, with a receipt obtained and the form updated accordingly. The rightful owner must sign, date and supply an address on the lost property form when collecting an item, and this information is protected in accordance with data protection legislation. All records relating to lost property are retained for a period of 12 months.
To report a lost item or make an enquiry, please contact us at bookings@cars4executives.com or call +44 07853 165360.