Drive Management Policy

Brand: ZippyCarna · Legal Business Name: Zippycarna Fleet Management · https://zippycarna.com Policy Category: Fleet & Vehicle Operations · Effective Date: 03 October 2026 · Version: 1.0

1. Purpose

This Drive Management Policy establishes the rules, procedures and responsibilities for managing vehicles, drivers, bookings, trips, vehicle inspections, maintenance, safety, tracking and operational activities conducted through ZippyCarna. Its purpose is to:

• Maintain vehicles in safe and roadworthy condition
• Establish consistent vehicle handover and return procedures
• Protect customers, vehicle owners, employees and company assets
• Maintain accurate trip, mileage, fuel and expense records
• Prevent unauthorised vehicle use, fraud and misuse
• Ensure transparent management of vehicle-related incidents and disputes

2. Scope

This policy applies to customers renting vehicles through ZippyCarna; vehicle owners and hosts; company-managed and host-managed vehicles; field executives and inspection personnel; maintenance, cleaning and technical teams; operations, fleet management and administrative employees; and authorised third-party service providers. All parties must follow this policy together with their booking agreements, host agreements and other applicable policies.

3. Vehicle Management Categories

3.1 Host-Managed Vehicles

Host-managed vehicles remain under the operational management of their owners. The host is responsible for providing accurate vehicle information, maintaining valid documents, keeping the vehicle clean and roadworthy, making it available for confirmed bookings at the registered pickup location, cooperating with inspections and incident investigations, and informing ZippyCarna about changes in condition, availability or legal status.

3.2 Company-Managed Vehicles

Company-managed vehicles remain owned by their hosts but are managed operationally by ZippyCarna, which may coordinate storage and hub operations, booking preparation and handover, customer pickup and return, cleaning and maintenance, inspections, authorised GPS monitoring, damage reporting and repair coordination, and operational expenses and financial reconciliation. Company management does not transfer ownership of the vehicle to ZippyCarna.

4. Vehicle Eligibility and Documentation

Every listed vehicle must satisfy applicable legal and operational requirements. Required documents may include the Registration Certificate (RC), valid motor insurance, PUC certificate, applicable permits, fitness certificate, road tax documentation and other legally required documents. ZippyCarna may verify submitted information through authorised verification providers and manual review. Vehicles with expired, invalid, inconsistent or incomplete mandatory documentation may be suspended until resolved. Hosts must update documents before expiry.

5. Vehicle Inspection and Condition

Vehicles undergo the required inspection before being made available and whenever operationally necessary, covering exterior body condition, existing scratches/dents, tyres and spare, brakes and lights, windshield and mirrors, interior, seat belts and safety equipment, fuel level, odometer, warning lights and mechanical condition, and required documents and accessories. Inspection photographs are stored against the vehicle and inspection record; pre-existing damage is recorded to reduce disputes. A vehicle must not be released for a booking if it has a known safety-critical defect or fails roadworthiness requirements.

6. Customer Eligibility and Driving Requirements

Customers must meet the minimum age and eligibility requirements, provide a valid driving licence appropriate for the vehicle, complete identity and any selfie/liveness verification, provide accurate information, accept the rental agreement, and complete payment and the security deposit. Only an authorised driver permitted under the booking agreement may operate the vehicle; customers must not permit an unauthorised person to drive. ZippyCarna may refuse handover if eligibility, identity or documentation requirements are not satisfied.

7. Booking and Vehicle Allocation

Availability, pricing and confirmation are controlled by the ZippyCarna platform. A vehicle must not be assigned to overlapping confirmed bookings; availability must reflect bookings, maintenance, damage holds and operational restrictions; a vehicle under maintenance or damage investigation is not bookable until released; customers receive the applicable booking details and rental conditions; approved substitutions follow platform procedures and customer consent. Hosts must not independently alter confirmed bookings or collect unauthorised charges from customers.

8. Vehicle Pickup and Handover

Before a trip starts the handover procedure must be completed: confirming the booking and customer identity; verifying the authorised driver and licence; recording the starting odometer with photograph; capturing exterior and interior photographs; recording fuel level, condition, existing damage and accessories; completing selfie/liveness checks; obtaining the pickup OTP; and confirming the handover through the platform. For host-managed vehicles the pickup OTP is available through the host workflow; for company-managed vehicles it is available to the assigned executive through the operations workflow. A trip is not marked started until all mandatory checks and OTP verification are complete.

9. Vehicle Usage During the Trip

Customers must operate the vehicle responsibly and safely, follow traffic laws, use it only for permitted purposes, keep it reasonably clean, protect it from avoidable damage, follow the mileage package and booking conditions, return it at the agreed time and location, and report accidents, breakdowns, theft or other incidents promptly.

Customers must not use the vehicle for unlawful activities; drive under the influence of alcohol or prohibited substances; use it for racing or unauthorised commercial activities; sublet, rent or transfer it; tamper with GPS devices, odometers or safety equipment; carry prohibited goods; take it outside permitted geographical restrictions; or make unauthorised mechanical modifications.

10. Vehicle Return and Check-Out

At the end of the rental the return procedure must be completed: confirming booking and identity; recording the final odometer with photograph; recording fuel level; capturing exterior and interior photographs; inspecting for new damage; recording missing accessories, late return or other exceptions; completing the return OTP; and submitting the return inspection through the platform. Any suspected damage is processed under the Vehicle Damage, Insurance & Repair Policy.

11. Mileage, Fuel and Toll Management

The applicable mileage package and charges are disclosed before booking confirmation. The platform maintains starting and ending odometer readings, total distance, mileage allowance and additional mileage, fuel level at pickup and return, and FASTag/toll transactions where available. Additional charges apply only according to the booking agreement and published pricing rules; toll and parking charges must be supported by transaction records or other reasonable evidence.

12. Maintenance and Vehicle Servicing

Hosts and ZippyCarna cooperate to ensure appropriate maintenance: scheduled servicing, oil and filter changes, tyre inspection and replacement, brake servicing, battery checks, mechanical and electrical repairs, AC servicing, cleaning and detailing, and safety inspections. For company-managed vehicles ZippyCarna may coordinate authorised workshops. Maintenance expenses must be supported by work orders, photographs and invoices. Vehicles under maintenance are blocked from new bookings until the authorised release process is completed.

13. Accidents, Damage and Breakdowns

Customers must immediately report accidents, breakdowns, theft, fire or other significant incidents through ZippyCarna support, prioritise personal safety, contact emergency services where necessary, follow legal reporting requirements, avoid unauthorised repair commitments, preserve evidence and cooperate with ZippyCarna and the insurer. Insurance coverage, deductibles, exclusions and claim decisions are subject to the actual policy and insurer assessment. Customer liability is determined using the booking agreement, evidence, insurance terms and applicable law; no arbitrary or unsupported damage charges may be imposed.

14. GPS and Vehicle Tracking

Where GPS/telematics equipment is installed and configured, ZippyCarna may use it for legitimate operational purposes: location monitoring, fleet operations, theft prevention and recovery, trip-related security, movement alerts, and maintenance monitoring. Access is role-based, logged and limited to authorised personnel, subject to privacy requirements, contractual disclosures and permissions. GPS information must not be represented as live or accurate when the provider is disconnected or has not supplied a recent update.

15. Vehicle Cleaning and Presentation

Vehicles must be reasonably clean and presentable before handover (exterior wash, interior vacuuming, dashboard and surfaces, seats and floor, boot, odour management, removal of belongings and waste). Cleaning completion is recorded where required. Vehicles must not be handed over in an unsafe or unhygienic condition.

16. Host Responsibilities

Hosts must provide accurate vehicle and ownership information, maintain valid documents, cooperate with verification, keep the vehicle roadworthy, honour confirmed bookings, follow inspection and handover procedures, report changes in condition or legal status, cooperate with damage and insurance investigations, provide supporting documents for approved expenses and follow financial settlement procedures. Hosts must not bypass the platform to collect unauthorised payments or impose unsupported charges. Earnings and deductions are handled through the platform's financial records and host agreement.

17. Executive and Employee Responsibilities

Authorised executives and employees must follow assigned tasks and permissions, verify customer and vehicle details, complete inspections accurately, capture genuine photographs and readings, record handovers and returns, report incidents promptly, protect customer and host information, maintain professional conduct, avoid unauthorised vehicle use, submit genuine expense records and follow safety and security procedures. Employees must not falsify inspection results, OTP confirmations, GPS records, expenses or trip information. All significant operational actions are recorded in the system audit trail.

18. Expenses and Financial Records

Vehicle-related expenses are recorded against the appropriate vehicle, booking or activity with supporting evidence (tax invoices, workshop bills, fuel receipts, cleaning bills, towing, parking and other approved expenses). Transactions are processed through the authorised financial workflow. No employee or host may directly modify finalised wallet balances or ledger entries; corrections follow the authorised adjustment and audit process. Host earnings are finalised per the host agreement, booking completion, inspection and reconciliation requirements.

19. Vehicle Suspension and Restrictions

ZippyCarna may temporarily restrict a vehicle when mandatory documents expire, a safety issue is identified, maintenance is pending, damage is under investigation, insurance or permit requirements are unmet, the vehicle is reported stolen or missing, material information is inaccurate, a legal or regulatory restriction applies, or an operational investigation requires a hold. Suspended vehicles are restored only after resolution and the authorised release process.

20. Data Protection and Confidentiality

Vehicle, customer, host and employee information is collected and processed only for legitimate operational, contractual, security and legal purposes, with access restricted by job responsibility. Sensitive information (identity documents, driving licences, bank details, photographs, location data) is protected through appropriate security controls and retained or deleted per applicable law and company retention requirements. Unauthorised access, disclosure, copying or misuse is prohibited.

21. Policy Violations

Non-compliance may result in operational warnings, temporary booking restrictions, vehicle suspension, account restrictions, employee disciplinary procedures, financial recovery where contractually and legally permitted, and reporting to authorities where required — always following applicable agreements, evidence requirements and law.

22. Relationship With Other Policies

Read together with the Customer Rental Agreement, Host Agreement, Cancellation and Refund Policy, Vehicle Damage, Insurance & Repair Policy, Privacy Policy, Cookie Policy, Payment and Security Deposit Terms and the Employee and Executive Operations Policy. Where a specific agreement governs a transaction, that agreement and mandatory legal requirements apply alongside this policy.

23. Policy Changes

ZippyCarna may revise this policy when operational requirements, technology, contractual arrangements or laws change. Changes are reviewed and published through the authorised policy management process; previous accepted agreement versions remain available for historical reference.

24. Contact Information

ZippyCarna – Zippycarna Fleet Management, SDP NILAYA, 1st Floor, 8th Cross, 2nd Main Road, Belthur, Kadugodi, Bangalore 560067, Karnataka, India.

• Customer Support: support@zippycarna.com · 080 1254 525 · 24/7
• Grievance Officer: Javeed S · admin@zippycarna.com · 080 1254 526

Document Status: Final – Approved and Published · Version 2.2 · Effective 1 June 2026