Sellar Distribution Site Key Security and Access Policy

Customer information for unattended dray deliveries

Sellar Distribution will safeguard the keys and access devices you entrust to us and use them only for agreed deliveries and collections at your premises. This policy explains how we store keys, issue them to authorised drivers and secure your premises after each visit. It applies to physical keys, fobs, access cards and associated access codes.

Version 1 |  Policy owner: Operations Manager  |  Effective date: 15th October 2026

1 )Agreeing access and receiving your keys

Before unattended deliveries begin, we will record your permission to access the premises, the agreed delivery times, authorised entrance and delivery area, locking and alarm instructions, and a primary and backup contact. Drivers will only enter the areas needed to complete the agreed delivery or collection.

We will record the number and type of keys or devices received, the handover date and the names of the people handing them over and receiving them. You will receive confirmation of the handover. Alarm and access codes must be supplied through an agreed secure channel, separately from the physical keys.

2) Locked storage at our depot

When not issued for an authorised route, keys will be kept in a locked key cabinet fixed securely within our depot. The cabinet will remain locked except when keys are being issued, returned or checked. Only the Depot Team Leader and designated staff responsible for key control may open it. Cabinet keys or access codes will be controlled and will not be freely available to drivers.

Each set will carry a unique reference number. Key tags will not display your venue name, address or alarm code. A separate, access-restricted register will link the reference to your premises. Access instructions and alarm codes will be held securely and made available only to staff who need them for the job.

3) Issuing keys to drivers

Keys will only be issued to authorised drivers who have been briefed on this policy and your site instructions. A designated member of staff will check the route and key reference before issuing each set.

The issue record will show the key reference, number of keys or devices, driver’s name, issue date and time, route or purpose, and expected return. The driver will sign or electronically acknowledge receipt and take responsibility for the keys while they are in their possession.

Keys must not be lent, passed to another driver or given to a third party without Operations approval and a recorded transfer. External or subcontract drivers may only receive keys where you have agreed to that access and they follow the same controls.

4) Looking after keys on the route

Drivers will keep keys secured on their person in a closed pocket or secured key holder. Keys must never be left in an unattended vehicle, on display, at a delivery point or with an unauthorised person. They must not be photographed, copied or used for personal purposes. Any additional set requires the site key holder owners prior written permission and a register entry.

Drivers must not take keys home or retain them overnight. Any exceptional arrangement requires advance Operations approval and recorded secure storage and return arrangements. Missing or damaged keys must be reported immediately.

5) Entering and securing your premises

Drivers will follow your agreed access and alarm instructions, prevent unauthorised entry and use only the agreed delivery or collection area. They will not open unrelated rooms or handle unrelated stock, cash, equipment or belongings.

Before leaving, drivers will close and lock the doors and gates they used, physically check the lock where practicable, restore any affected security fittings and rearm the alarm as instructed. The delivery record will confirm the visit.

If access is unsafe, instructions are unclear, there are signs of a break-in, or a door or alarm cannot be secured, drivers will stop and contact Operations immediately. Operations will contact your nominated representative. Drivers will remain nearby where safe until responsibility for securing the premises is handed over or a safe alternative is agreed. Immediate danger will be reported to the emergency services.

6) Returning keys and checking the register

At the end of each shift, drivers must return keys to designated staff. Staff will check the reference and number of keys or devices, record and acknowledge the return, and lock them in the cabinet. An unstaffed return is permitted only through an approved locked key deposit facility, with a recorded return and reconciliation at the next staffed opening. Keys must never be left on a desk or in an unlocked drawer.

Operations will reconcile issued keys at each shift end and immediately follow up overdue or unaccounted-for sets. Cabinet contents will be checked against the register at least weekly. Staff access will be reviewed when roles change or staff leave.

7) Lost keys and ending the arrangement

We will promptly notify your nominated contact of lost or stolen keys, suspected misuse or disclosed codes. We will explain what is known and agree on urgent action, such as disabling a fob, changing a code or replacing a lock. Incidents and actions will be recorded and investigated.

Keys remain your property. If permission is withdrawn or the arrangement ends, we will stop using them, arrange a recorded return to an authorised representative, and remove access permissions and instructions when no longer required.

8) Your instructions and our contact details

Please notify us of changes to locks, alarms, delivery areas, access times or contacts, and any withdrawal of access permission. The person authorising access must have authority to do so.

Contact Sellar Distribution Operations on distribution@sellar.io. An emergency contact arrangement will need to be agreed before unattended deliveries start.

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