Businesses have a legal and ethical responsibility to ensure the wellbeing and safety of their employees. An employer has a duty of care to provide a safe working environment, including during travel.
A business travel policy plays an integral part to make sure that employees are safe and secure when travelling as part of their job.
Most business travel policies have plans and procedures in place for accommodation, air and rail travel, however taxis are often left out of the robust processes for managing compliance - even though it is the preferred method of transport.
CMAC’s independent study conducted in 2023 revealed that employees often book their own taxi travel, even though it is one of the least regulated modes of transport. This can be detrimental to a business if an incident occurs along the way.
The report commissioned by CMAC reviews the use of taxis for corporate travel and the extent to which organisations are taking necessary steps to improve duty of care across their organisation.
The research focused on the areas that can affect the safety and security of business travellers, with the aim to provide organisations with the insights into why they should include travel by taxi, minicabs, and private hire vehicles in their corporate travel policies when it comes to facilitating travel for employees.
Following the study, the findings in our 2026 Business Travel report - based on independent research with 500 business travellers - provides insight into todays real-world behaviours, preferences, and perceptions of safety.
What is duty of care?
Duty of care refers to your legal and ethical responsibility, as an employer, to care for your employees.
It is a recognised essential for any corporate travel programme, helping to ensure the welfare of employees and reducing their risk of harm while travelling for work.
For duty of care to comply across an organisation’s travel policy, it is essential to cover every part of the journey itinerary. If you are unable to locate your employees at any given time it is impossible to fulfil this obligation.
Duty of care has been brought into sharp focus over recent years, therefore it is vital for organisations to take the appropriate measures to ensure that individuals are safe when on the road.
A robust corporate taxi travel policy helps protect your employees, finances and reputation.
The importance of monitoring business travellers and their taxi trips
When it comes to business travel and ensuring the duty of care towards employees, monitoring the journeys and transportation methods used plays a crucial role.
In 2023, a third of respondents said that their organisation does not place a priority on their safety whilst travelling for business.
Independent sourcing and safety risks: The data indicates that 50% of business travellers independently source their own taxis, often without the review or guidance of their organisation.
This poses potential safety risks, as the quality and reliability of independent taxi providers can vary significantly. By implementing a fully managed taxi solution, businesses can exercise greater control over the selection of reputable and reliable taxi suppliers, thereby mitigating safety concerns and ensuring consistent standards of service.
Frequent solo travel: The data reveals that 40% of respondents travel alone for business on every trip.
This underscores the importance of closely monitoring their taxi journeys. By utilising technology and personnel to track and monitor trips, businesses can ensure that employees reach their destinations safely and on time. Monitoring systems can provide real-time updates on journey progress, enabling immediate intervention in case of any unexpected situations or emergencies.
Benefits of a fully managed taxi solution: Promoting a fully managed taxi solution offers several advantages.
By employing technology and dedicated personnel, businesses can monitor journeys, times, and suppliers. This helps to identify any potential issues promptly, ensuring compliance and safety standards. Additionally, a managed solution enables the consolidation of invoicing, expense tracking, and reimbursement processes, streamlining administrative tasks for both travellers and finance departments.
Overall, a fully managed taxi solution enhances safety, efficiency, and duty of care, providing peace of mind for both the organisation and its business travellers.
Utilisation of local private hire companies and taxi ranks: Approximately 46% of business travellers use local private hire companies or taxi ranks.
While these options may be convenient, they still require careful monitoring. By implementing a fully managed solution, businesses can establish partnerships or preferred arrangements with taxi providers. This allows for better control over the quality of vehicles, driver training, and adherence to safety regulations, reducing the potential risks associated with unfamiliar or unverified taxi services.
Solo travel and communication gaps: Addressing safety concerns for business travellers in taxis.
Solo travel in taxis is a prevalent practice among business travellers, with 76% of them travelling alone more than 75% of the time.
Additionally, the lack of communication regarding the chosen taxi provider is concerning, with a third of business travellers failing to inform anyone of their transportation details.
Increased vulnerability of solo travellers: Travelling alone in a taxi exposes business travellers to higher vulnerability and potential risks. Without companions, individuals may be more susceptible to theft, assault, or other security incidents. The absence of another person can also limit the availability of immediate assistance or witnesses in case of emergencies, further heightening concerns for their safety.
Lack of visibility and accountability: The fact that a significant percentage of business travellers do not disclose the provider they are travelling with presents a communication gap that limits visibility and accountability. In the event of an incident or emergency, it becomes challenging for organisations to assist their employees promptly. This lack of information also impedes the ability to verify the safety standards and reliability of the chosen taxi service.
Importance of communication: Open and transparent communication regarding taxi providers is crucial for ensuring the safety of business travellers. By sharing this information with designated contacts, organisations can facilitate timely assistance and support in case of unforeseen circumstances. Communicating the selected provider also enables companies to maintain records, track usage patterns, and evaluate the safety and quality of services utilised by their employees.
Encouraging safety protocols and reporting: To address safety concerns, organisations should establish clear protocols and guidelines for solo travel in taxis.
This may include:
- Encouraging business travellers to inform a trusted contact within the organisation about their chosen taxi provider, including details such as the company name, driver’s name, and vehicle information.
- Promoting the use of ground transport management tools that facilitate real-time tracking and 24/7/365 monitoring.
- Establishing a reporting mechanism for incidents or concerns related to taxi travel, encouraging employees to provide feedback on their experiences to improve safety measures.
Increased vulnerability and safety risks for business travellers using taxis outside 9-to-5 hours
The utilisation of taxis by business travellers outside traditional working hours is a common occurrence, with 47% of travellers using taxis for work purposes outside of 9am and 5pm.
However, this section highlights the increased vulnerability and associated safety risks that arise when using taxis during non-standard hours. By addressing these concerns, organisations can implement measures to ensure the safety and well-being of their employees, even during off-peak travel times.
Limited availability and reduced safety standards: Outside of regular 9-to-5 hours, taxi availability may be limited, leading to a reliance on fewer providers. This reduced availability can result in travellers resorting to less reputable or unverified transport options, potentially compromising safety standards. The absence of strict regulation or safety protocols during these hours increases the vulnerability of business travellers to unsafe or unprofessional drivers and vehicles.
Increased exposure to crime and security risks: Travelling during non-standard hours often involves quieter streets and less crowded areas, creating an environment conducive to criminal activities. Business travellers relying on taxis during these times may face a higher risk of robbery, assault, or other security-related incidents. The lack of witnesses and decreased police presence can further exacerbate the vulnerability of travellers during off-peak hours therefore a reliable and punctual service is imperative.
Mitigating risks and enhancing safety measures: To address the increased vulnerability and safety risks faced by business travellers using taxis outside of 9-to-5 hours, organisations can implement proactive measures.
These measures may include:
- Establishing partnerships or contracts with trusted taxi providers that operate across all geographical areas 24/7/365, ensuring consistent safety standards regardless of the time of day.
- Encouraging the use of a managed service that work with taxi suppliers to offers safety features such as real-time tracking, a 24/7/365 contact centre and vehicle details available prior to pick-up.
- Providing safety guidelines and resources to educate employees about potential risks and precautionary measures when travelling during off-peak hours.
- Utilising technology solutions for real-time monitoring and support, ensuring prompt assistance in case of emergencies or safety concerns.
Bridging the gap: Why addressing visibility challenges is key to traveller safety
In our ever-evolving world of business and technology, it can be challenging to stay up to date with the transport industry. Today, business travellers use a broad range of taxi services, booking and payment methods which can make traveller traceability difficult.
The lack of visibility and ownership regarding the booking of taxis for business travellers can have detrimental effects on their safety. With data indicating that travellers rely on various methods to book taxis, such as self-sourcing, office managers, HR departments, and others, it becomes challenging to establish a unified and comprehensive approach to ensure traveller safety.
When different individuals or departments are responsible for booking taxis, it creates a fragmented system where no single entity has complete visibilty.
This lack of centralisation can lead to inconsistencies in safety measures and difficulty in implementing standardised protocols to protect travellers. For example, self-sourcing may result in travellers utilising unfamiliar and potentially unsafe taxi services, while relying on office managers or HR departments could lead to miscommunication or delays in booking transportation.
Moreover, without clear visibility into the booking process, it becomes difficult to track and monitor the safety of travellers effectively. In the event of an emergency or security concern, having a centralised system ensures swift communication and coordination
to address the situation promptly. However, when the responsibility is distributed among various sources, it increases the risk of delays in response and challenges in identifying the whereabouts of travellers.
To mitigate these risks and enhance traveller safety, it is crucial to establish a unified and centralised approach to business taxi bookings. Implementing a standardised system or platform that allows for transparent visibility and ownership can greatly improve safety protocols.
This could involve using dedicated ground transport management tools, services or platforms that provide real-time tracking and communication capabilities, enabling businesses to monitor and assist travellers more effectively.
By promoting a culture of ownership and accountability, businesses can ensure that all aspects of travel, including taxi bookings, are conducted with the highest regard for safety. Clear guidelines and policies should be established to outline the responsibilities of different stakeholders involved in the booking process. Regular training and communication initiatives can also help raise awareness about the importance of traveller safety and the role each individual plays in maintaining it.
Balancing duty of care and travel restrictions
When considering taxi services for business travel, companies and their travellers often prioritise factors such as price and punctuality.
However, it is crucial to recognise the importance of vehicle safety and the duty of care that businesses owe to their employees.
We have explored the potential impact of placing restrictions on cost, number of journeys, and mileage on taxi safety, emphasising the potential consequences such limitations may have on the well-being of business travellers:
Price and punctuality versus vehicle safety: It is understandable that businesses prioritise price and punctuality when selecting taxi services for their employees. However, it is essential to strike a balance between these factors and vehicle safety. While cost-effective options may exist, compromising on safety measures can expose employees to unnecessary risks. Emphasising the importance of safety in taxi selection should be a key consideration for businesses to fulfil their duty of care.
Restrictions on cost: According to our data, 27% of businesses place restrictions on the cost of taxi services.
While managing expenses is a valid concern, excessively limiting the budget allocated to taxi services may lead to compromises in safety. Lower-cost options may not provide the same level of safety features, vehicle maintenance, or visibility of all journeys, potentially putting business travellers at risk. Businesses should carefully evaluate the potential trade-offs between cost-saving measures and ensuring adequate safety standards.
Restrictions on number of journeys: 18% of businesses impose restrictions on the number of journeys for their employees.
While this restriction may be intended to control expenses, it can inadvertently impact safety. Limiting the number of journeys could lead to increased rush and time pressure on employees, potentially resulting in them taking risks to meet tight schedules. Striking a balance between travel requirements and employee well-being is crucial to maintain a safe travel environment.
Restrictions on mileage: Around 17% of businesses place restrictions on mileage for taxi travel.
While mileage restrictions can be an effective cost control measure, they can also impact safety. By imposing rigid limits, employees may be compelled to opt for less direct routes or longer journeys to stay within the approved mileage limits. This may increase the exposure to potential risks, such as unfamiliar areas, less secure routes, or drivers who lack local knowledge. Balancing mileage restrictions with safety considerations is essential to mitigate such risks.
Addressing the risks associated with taxi payments for business travellers
When it comes to paying for taxi services during business travel, the method of payment chosen can have implications for both convenience and security.
Almost a quarter of those surveyed said they pay for corporate taxis using cash.
This section focuses on the risks associated with travellers using cash as a payment method for taxis. By highlighting these risks, businesses can make more informed decisions about the payment options they provide to their employees, promoting both financial safety and peace of mind.
Vulnerability to theft and loss: Using cash as a payment method for taxis exposes travellers to the risk of theft or loss. Carrying large amounts of cash increases the likelihood of being targeted by thieves or pickpockets, especially in unfamiliar or high-crime areas. Additionally, misplaced or forgotten cash can lead to financial losses for the traveller, whilst making it difficult for them to reach their destination. Utilising alternative payment methods can significantly reduce these risks.
Lack of accountability: Cash payments offer limited or no electronic record keeping, making it difficult to track and reconcile expenses accurately. This can pose challenges for businesses when it comes to expense management, reimbursement, and ensuring compliance with company policies. Adopting electronic payment methods enables efficient expense tracking, reducing administrative burdens and enhancing financial transparency.
Centralised invoicing advantages: Sourcing a solution that can offer centralised invoicing offers numerous advantages over cash payments. Firstly, it enhances accountability and transparency by providing detailed transaction records, including pick-up and drop-off locations plus days and times travelled. This streamlines expense management processes and reduces administrative burdens for both travellers and finance departments.
Secondly, this omits the need for travellers to carry cash, reducing the risks of theft and loss. Finally, centralised invoicing allows for efficient expense reporting, enabling travel managers to accurately allocate all costs and maintain compliance with internal policies and procedures.
Essential steps to creating a secure and supportive environment for business travellers
The safety and duty of care of business travellers in taxi usage are crucial aspects that organisations must prioritise. This report has examined various dimensions of taxi usage in business travel, highlighting key insights and offering recommendations to enhance safety standards and mitigate potential risks.
It is evident that while price and punctuality are important considerations for business travellers, vehicle safety should never be compromised. Organisations must strike a balance between cost considerations and ensuring the well-being of their employees by selecting reputable partners with stringent safety measures.
Restrictions imposed on taxi usage, such as cost limitations, restrictions on the number of journeys, and mileage constraints, can inadvertently impact safety. Organisations should carefully assess these restrictions, considering their potential impact on traveller choices and the quality of taxi services accessed. By finding a balance between cost control and safety, organisations can safeguard their employees during business travel.
Cash payments pose risks for business travellers, including theft and loss. Adopting centralised invoicing systems provides numerous benefits, such as enhanced financial accountability, streamlined expense management, and a more secure payment experience. Organisations should encourage the use of centralised invoicing to mitigate risks associated with cash payments and ensure a safer transaction process.
Monitoring business travellers and their taxi trips is crucial for maintaining safety and fulfilling duty of care responsibilities. The prevalence of independent taxi sourcing, reliance on local private hire companies or taxi ranks, and the frequency of solo travel necessitate a fully managed taxi solution. By leveraging technology and employing managed ground transport experts, organisations can ensure real-time monitoring, appropriate supplier selection, and prompt assistance during emergencies, thereby enhancing the safety and overall well-being of business travellers.
Travelling outside of standard working hours increases vulnerability and safety risks for business travellers. Limited availability, reduced safety standards and increased exposure to crime are prevalent during off-peak travel times. Organisations should establish ground transport partnerships with 24/7/365 support, that encourage safety protocols, and utilise technology solutions for real-time tracking and support to mitigate these risks and provide a safer travel environment.
Solo travel in taxis without disclosing the chosen provider presents communication gaps that hinder visibilty and accountability. Organisations should emphasise the importance of open communication, encouraging business travellers to share taxi details with designated contacts within the company. A trusted transport partner who implements safety protocols, utilisises technology tools for tracking and check-ins, and establishes reporting mechanisms contribute to creating a safer environment and ensuring the well-being of solo business travellers.
CMAC Group solutions: one platform for every journey
CMAC facilitates specialist ground transport solutions across the globe via our vetted supply network, ensuring that you can create a secure and supportive environment for all travellers - no matter the size or scope of your requirements.
We work in collaboration with businesses to understand their individual requirements, before designing a personalised travel solution that enhances the safety and security of travellers.
Providing peace of mind for businesses
Our experienced travel experts have developed specialist corporate solutions that provide a unified and centralised approach to business taxi bookings:
- An extensive network of vetted and reliable ground transport suppliers.
- Accountable supply chain management teams who verify the safety standards and reliability of suppliers taxi services and ensure quality control over vehicles.
- A dedicated team of ground travel experts that track journeys in real-time, providing 24/7/365 monitoring and customer service support.
- Established reporting mechanism with a gold-command process for handling incidents or concerns related to taxi travel.
- Purpose-built platform to monitor journeys, times, pick-up and drop-off locations and suppliers.
- Full reporting suite to maintain records, track usage patterns and easily manage expenses.
- Additional safety feature whereby vehicle details are made available prior to pick-up via SMS or email and the booking platform.
- Configurable platform ensuring bookers and travellers are compliant with internal travel policies and procedures.
- Centralised invoicing omitting the need for travellers to carry cash and allowing for efficient expense reporting.
CMAC Group places safety at the forefront of its solutions, helping organisations to uphold their duty of care obligations and safeguard the well-being of their employees during business travel.
Our managed corporate travel solution is a comprehensive and technology-driven service that handles all aspects of ground transportation for individuals or organisations.
It goes beyond the traditional taxi service or ride-hailing model by offering:
- A more structured and coordinated approach utilising advanced software, dispatch systems and tools to efficiently allocate and track vehicles, drivers and passengers.
- Advanced bookings and scheduling, alongside immediate or on-demand bookings – useful for events, corporate travel or airport transfers.
- Ability to implement protocols, in-line with your corporate travel policy, to ensure that rules and guidelines are adhered to.
- Integrated reporting tools allowing you to manage and track ground transportation and accommodation expenses easily.
- Solutions that are designed to cater to specific client needs with enhanced safety and security for travellers.
- Consistency in vehicle standards, driver behaviour and customer experience.
- Customer service teams available 24/7/365.
With our dedicated services, you can have peace of mind, knowing that your employees are in safe hands throughout their journeys. Take the next step by reaching out to us today to discover more about our services and to discuss your business travel requirements: Contact | CMAC Group
Access CMAC Group's latest Business Travel Report 2026 and discover how leading organisations are winning travellers back to managed programmes that are just as convenient - and significantly safer.