Private Car Pooling Arrangements.
Terms and Conditions.
These terms and conditions apply to all external parties which validly share ARDS vehicles on a private pooling basis and, to the extent applicable, all staff using ARDS vehicles.
Booking a vehicle
All vehicles bookings can be made in online booking systems only (will be listed here):
Use of ARDS vehicles under the by external parties in accordance with standard charge rate of $220/day or $30/hour + GST. This is considered a recompense of cost and is in not a hire charge.
Requests for transport can exceed total fleet numbers during peak demand. You may be asked to consider:
the need for a vehicle
public transport alternatives
vehicle share.
All drivers will need to have presented a current drivers licence and have completed an ARDS driver questionnaire to the satisfaction of ARDS. Drivers of external parties will also need to have entered a Private Car Pooling Agreement with ARDS before using ARDS vehicles.
Cancellations and non-honoured bookings
You can self-manage vehicle cancellations. A charge may be incurred for bookings by external parties that are not honoured.
Extended bookings
Requests for a vehicle normally limited to a week at a time. For longer term use, approval of the CEO may be required.
Safety check
Before starting a vehicle, it is recommended you complete a vehicle safety check, including checking that:
tyres are fully inflated and have adequate tread
front and rear windscreens are clean and free of damage
side mirrors and interior rear vision mirror are clean and adjusted to the right angle and height for you
vehicle is free of damage
headlights and taillights are operational.
Please refer to the owner’s handbook, located in the vehicle glovebox or ask Asset Management (08) 8941 4174 assets@ards.com.au for assistance.
Log books
Log books are not required at this point in time.
Vehicle collision
In a collision, the driver must not admit liability.
At the scene of a collision, you should:
exchange vehicle and personal details with others involved
provide contact details of ARDS, 64 Winnellie Road, Winnellie, (08) 8941 4174, assets@ards.com.au
take photos of the damage to both cars and note the day and time it occurred.
Upon return observe the following:
report incidents to david.ray@ards.com.au (staff will use an internal Incident and Hazard Report)
complete an insurance claim form (if requested).
Vehicle faults and damage
Damage or urgent repairs must be reported immediately to Asset Management (08) 8941 4174 assets@ards.com.au.
Drivers are responsible for contacting roadside assist (AANT is available for vehicles which frequent Darwin only and in Darwin/Katherine/Alice Springs and surrounds) for issues such as:
flat battery
flat tyre
breakdown
out of fuel
lockout.
Drivers must ensure such occurrences are reported to David Ray (08) 8941 4174 assets@ards.com.au so that subsequent bookings can be managed.
Theft
In instances of vehicle theft, it is the driver’s responsibility to notify police and Asset Management (08) 8941 4174 assets@ards.com.au immediately. Stolen items should also be reported to
Please note that personal property, such as laptops, phones or sunglasses stolen from vehicles are not covered by insurance. It is not recommended to leave such items in view of sight in vehicles.
Returning a vehicle
On return, drivers should observe the following:
vehicle must be returned with a full tank of fuel
all personal items and rubbish must be removed from the vehicle
all logs are completed correctly.
Heavily soiled vehicles should be cleaned prior to return. Additional costs may be added to bookings where vehicles are made unavailable due to return condition.
Late return of vehicles
Pool vehicles are allocated consecutively. Please respect others by returning the vehicle on time in accordance with your booking.
If you anticipate a late return, please advise Asset Management (08) 8941 4174 assets@ards.com.au.
Non-compliance
Drivers who do not comply with the conditions of vehicle use may have their access to private pool vehicles revoked.
Reviewed 16 November 2023