1. Introduction
The Haryana Transport Department oversees the operation of bike and car rental services within the state. These regulations are designed to protect both service providers and users, ensuring a standardized framework for operations.
Vehicle Registration and Permits:
- Registration: All rental vehicles must be registered under the Motor Vehicles Act and possess the necessary permits issued by the Haryana State Transport Authority.
- Permits: Rental vehicles should have valid permits, such as the Rent-A-Cab permit, which allows vehicles to be used for hire and reward purposes.
Driver Qualifications:
- Age Requirement: Drivers must be at least 20 years old to operate transport vehicles, including passenger vehicles used for hire.
- Licensing: Drivers should hold a valid commercial driving license appropriate for the vehicle type.
Insurance Coverage:
- Comprehensive Insurance: Rental vehicles must have comprehensive insurance covering third-party liability, passenger injury, and vehicle damage.
- Driver Insurance: Drivers should be insured against accidents and injuries during the rental period.
Vehicle Standards:
- Maintenance: Rental vehicles must be well-maintained, regularly serviced, and meet safety standards set by the Haryana Transport Department.
- Equipment: Vehicles should be equipped with necessary safety features, including seat belts, fire extinguishers, and first-aid kits.
Operational Guidelines:
- Fare Structure: Rental agencies must adhere to approved fare structures and provide transparent billing to customers.
- Service Agreements: Clear rental agreements outlining terms, conditions, and responsibilities should be provided to customers.
Interstate Operations:
- Permits for Interstate Travel: For vehicles operating across state borders, appropriate interstate permits are required.
- State Entry Taxes: Rental vehicles may be subject to state entry taxes when entering other states. For instance, when driving a rental car from Haryana to Himachal Pradesh, a state entry tax of ₹600 for 3 months was applicable.
Compliance and Monitoring:
- Inspections: Regular inspections by transport authorities ensure compliance with regulations.
- Penalties: Non-compliance can lead to penalties, suspension, or revocation of operating licenses.
2. Policies
- Registration and Licensing: All rental service providers must register with the Haryana Transport Department and obtain the necessary permits to operate legally.
- Vehicle Standards: Vehicles offered for rent must adhere to safety and emission standards as prescribed by the state authorities.
1. Registration and Licensing
- Step 1: Register with Haryana Transport Department
- Contact the Haryana Transport Department to inquire about the specific registration process for rental services.
- Prepare the necessary documentation, including proof of business, identity, and address.
- Submit the registration application along with required fees.
- Step 2: Obtain Necessary Permits
- Ensure you meet the legal requirements set by the Transport Department.
- Apply for permits that authorize you to operate a vehicle rental business, which may include vehicle rental licenses.
- Follow up with the department for approval and issuance of permits.
2. Vehicle Standards
- Step 1: Understand Safety and Emission Standards
- Familiarize yourself with the state-mandated safety and emission guidelines, which may include vehicle inspection and maintenance procedures.
- Refer to the Haryana Transport Department or Central Motor Vehicle Rules (CMVR) for specific regulations related to vehicle condition, safety features, and environmental compliance.
- Step 2: Check Vehicle Compliance
- Ensure that all vehicles offered for rent meet safety standards (e.g., working brakes, airbags, seat belts, etc.).
- Verify that the vehicles comply with emission standards (i.e., ensure that the vehicles have the necessary pollution control equipment and pass emission tests).
- Step 3: Regular Inspection and Maintenance
- Set up a system to regularly inspect and maintain the vehicles to ensure compliance with state standards.
- Maintain records of these inspections and services as part of your legal documentation.
3. Additional Steps
- Step 1: Insurance Coverage
- Obtain proper insurance coverage for both the vehicles and the rental service. This will protect both your business and the customers.
- Insurance should include coverage for accidents, theft, and third-party liability.
- Step 2: Staff Training
- Train your staff in vehicle safety protocols, customer service, and handling rental agreements.
- Ensure staff members are aware of all licensing and vehicle regulations to stay compliant.
- Step 3: Implement Booking and Payment Systems
- Set up a secure, easy-to-use online booking system for customers to reserve vehicles.
- Implement secure payment methods that comply with state and national regulations.
3. Terms and Conditions
- Rental Agreement: A formal rental agreement must be executed between the service provider and the renter, detailing the terms of use, rental duration, and associated charges.
- Usage Limitations: Vehicles are to be used solely for personal transportation. Subletting or using the vehicle for commercial purposes is strictly prohibited.
1. Rental Agreement
- Step 1: Agreement Creation
- A formal rental agreement must be drafted by the service provider.
- The agreement should be signed by both the service provider and the renter.
- Step 2: Details to Include
- Personal Information: Full name, contact details, and identification of both parties.
- Rental Duration: Clearly specify the start and end dates of the rental period.
- Charges: Include all fees, taxes, and additional costs, such as security deposits, late fees, and optional insurance.
- Terms of Use: Explain how the vehicle can be used, including any restrictions (e.g., driving in certain areas, driving hours).
- Return Conditions: Clarify the condition the vehicle should be in when returned, including cleanliness and fuel level.
- Step 3: Signatures
- Both the renter and service provider must sign the agreement, with a witness if necessary.
2. Usage Limitations
- Step 1: Personal Use Only
- Vehicles should only be used for personal transportation purposes.
- The renter should not use the vehicle for business purposes, delivery services, or any form of commercial use.
- Step 2: No Subletting
- The renter is prohibited from subletting the vehicle to a third party or allowing anyone else to drive the vehicle without prior approval from the service provider.
- Step 3: Penalties for Misuse
- Detail the consequences if the vehicle is used for prohibited activities, including fines, early termination of the rental, or legal action.
3. Vehicle Care and Responsibility
- Step 1: Renter’s Responsibility
- The renter must ensure the vehicle is well-maintained, clean, and in good working order.
- Step 2: Reporting Damages
- Any damages or accidents involving the vehicle must be reported immediately to the service provider.
- Step 3: Insurance and Liability
- The renter may be required to take out insurance for the duration of the rental.
- Liability for damages caused by accidents or misuse should be clearly outlined.
4. Rental Payment and Fees
- Step 1: Payment Methods
- Specify the payment methods accepted, such as credit card, cash, or online payment systems.
- Step 2: Deposit and Refund
- A refundable security deposit may be required, with conditions for its return (e.g., vehicle returned in good condition).
- Step 3: Late Fees
- Outline the charges for late returns or failure to return the vehicle on time.
5. Termination of Agreement
- Step 1: Early Termination
- Provide the conditions under which either party can terminate the agreement early.
- Step 2: No Refund on Early Termination
- In some cases, there may be no refund if the renter terminates the agreement early without valid reasons.
6. Dispute Resolution
- Step 1: Governing Law
- Mention the legal jurisdiction and governing law that will apply to the agreement.
- Step 2: Arbitration/Legal Proceedings
- Specify the procedure for resolving disputes, such as arbitration or mediation, before proceeding to court.
7. Vehicle Return Procedure
- Step 1: Return Location
- Define where the vehicle must be returned.
- Step 2: Inspection of Vehicle
- A joint inspection should be conducted to check for any damages or issues with the vehicle at the time of return.
8. Force Majeure
- Step 1: Unforeseen Circumstances
- Include a clause detailing the conditions under which neither party is held responsible for not fulfilling their obligations due to events beyond their control (e.g., natural disasters, strikes, or government actions).
4. Eligibility Criteria
- Age Requirement: Renters must be at least 18 years old to rent a bike and 21 years old to rent a car.
- Driving License: A valid driving license appropriate for the vehicle category is mandatory.
1. Age Requirement
- Bike Rental: Renters must be at least 18 years old to rent a bike.
- Car Rental: Renters must be at least 21 years old to rent a car.
2. Driving License
- Bike Rental: Renters must have a valid driving license that is appropriate for a bike.
- Car Rental: Renters must have a valid driving license that is appropriate for a car.
3. Additional Requirements (Optional)
- Depending on your region or the rental company’s policy, additional requirements like a security deposit, insurance, or proof of address might be needed.
- Ensure the driving license is not expired and covers the type of vehicle you wish to rent (e.g., two-wheeler or four-wheeler).
5. Documents Required
- Proof of Identity: Acceptable documents include Aadhaar Card, Passport, or Voter ID.
- Proof of Address: Documents such as the Electoral Roll or Life Insurance Policy are accepted as proof of residence.
1. Proof of Identity
The following documents are acceptable as proof of identity:
- Aadhaar Card: A government-issued unique identification card with your demographic and biometric data.
- Passport: A government-issued document that certifies your nationality and identity.
- Voter ID: A government-issued card for identifying voters in elections.
2. Proof of Address
The following documents can serve as proof of address:
- Electoral Roll: A list of registered voters used during elections, often available as proof of residence.
- Life Insurance Policy: A document from a life insurance provider indicating the policyholder’s address.
6. Rental Agreement and Exclusions
- Agreement Details: The rental agreement should specify the rental period, charges, vehicle condition, and responsibilities of both parties.
- Exclusions: The renter is liable for any traffic violations, misuse of the vehicle, or damages not covered under the rental agreement.
1. Rental Agreement Details:
Step 1: Specify the Rental Period
- Start and End Dates: Clearly state the pickup and return dates and times for the rental period.
- Extension of Rental Period: Mention the process for extending the rental period (if applicable).
Step 2: Outline the Charges
- Base Rental Fee: Specify the daily or hourly rental rate.
- Additional Charges: Include any additional charges such as fuel costs, insurance, taxes, etc.
- Security Deposit: Mention the refundable security deposit amount, if any.
Step 3: Describe the Vehicle Condition
- Inspection Before Rental: Include a pre-rental inspection clause where both parties (renter and rental company) inspect the vehicle for any existing damage.
- Condition of Vehicle: State that the vehicle must be returned in the same condition, except for normal wear and tear.
- Maintenance Responsibilities: Specify whether the renter is responsible for routine maintenance during the rental period.
Step 4: Responsibilities of Both Parties
- Renter’s Responsibilities: Outline the renter’s duties, including:
- Ensuring the vehicle is used within legal limits.
- Adhering to traffic rules.
- Not modifying the vehicle without permission.
- Returning the vehicle on time.
- Rental Company’s Responsibilities: Include responsibilities such as:
- Ensuring the vehicle is in good working condition.
- Providing necessary documents (registration, insurance) for the vehicle.
- Responding to any emergencies or breakdowns.
2. Exclusions:
Step 1: Traffic Violations
- Renter’s Liability for Violations: State that the renter is solely responsible for any fines or penalties incurred due to traffic violations (speeding, parking violations, etc.) during the rental period.
Step 2: Misuse of Vehicle
- Types of Misuse: Define misuse, including:
- Using the vehicle for illegal activities.
- Using the vehicle in unsafe conditions (e.g., driving under the influence of alcohol or drugs).
- Subletting or lending the vehicle to another person without permission.
Step 3: Damages Not Covered Under the Agreement
- Damage Exclusions: Specify damages that the renter is liable for, such as:
- Accidental damage beyond normal wear and tear.
- Damage caused by negligence (e.g., driving in off-road conditions if the vehicle is not designed for it).
- Damage from unauthorized repairs or modifications.
- Theft or loss of vehicle accessories (e.g., tires, GPS systems).
- Insurance and Damage Waivers: Clarify what damages are covered by the renter’s insurance and what is excluded.
Step 4: Other Exclusions
- Natural Disasters or Acts of God: Mention that damages caused by floods, earthquakes, or other uncontrollable events are excluded.
- Unauthorized Use: Note that if the vehicle is used for any purpose not outlined in the agreement (e.g., racing, transporting hazardous materials), the renter will be liable for all damages.
7. Cost Components
| Component | Responsibility | Details |
|---|---|---|
| Fuel Cost | Renter | Renters are responsible for refueling the vehicle during the rental period. |
| Interstate Taxes | Renter | Any taxes applicable when crossing state borders are to be borne by the renter. |
| Parking Charges | Renter | All parking fees incurred during the rental period are the renter’s responsibility. |
| Toll Taxes | Renter | Toll charges encountered during travel are to be paid by the renter. |
| Inclusions | Service Provider | Standard accessories such as one helmet for bike rentals are typically included. |
| Mechanical Warranty | Service Provider | Providers must ensure vehicles are in good working condition and address any mechanical failures not caused by the renter’s misuse. |
| One Helmet | Service Provider | For bike rentals, supplying at least one helmet is mandatory. |
| Returning the Bike | Renter | Vehicles should be returned in the same condition as at the time of rental, barring normal wear and tear. |
| Payment Procedure | Both Parties | Payment terms, including security deposits and rental fees, should be clearly outlined in the agreement. |
| GST Rate | Service Provider | Goods and Services Tax (GST) applicable to vehicle rental services must be included in the pricing as per prevailing rates. |
| Renter’s Liability | Renter | Renters are liable for damages resulting from negligence, traffic violations, or unauthorized use. |
| Car Repair and Maintenance | Service Provider | Routine maintenance is the provider’s responsibility; however, damages due to renter’s fault must be covered by the renter. |
1. Fuel Cost
- Responsibility: Renter
- Details: Renters must ensure the vehicle is refueled during their rental period. The cost of fuel is borne by the renter.
2. Interstate Taxes
- Responsibility: Renter
- Details: If the renter crosses state borders, any applicable taxes must be paid by the renter.
3. Parking Charges
- Responsibility: Renter
- Details: Renters are responsible for any parking fees incurred while using the vehicle.
4. Toll Taxes
- Responsibility: Renter
- Details: Renters must cover the toll charges that they encounter during travel.
5. Inclusions
- Responsibility: Service Provider
- Details: The service provider typically includes standard accessories, such as one helmet in the case of bike rentals.
6. Mechanical Warranty
- Responsibility: Service Provider
- Details: The service provider is responsible for ensuring that the vehicles are in good working condition. They must address any mechanical failures unless caused by misuse from the renter.
7. One Helmet
- Responsibility: Service Provider
- Details: For bike rentals, the service provider is required to supply at least one helmet to the renter for safety purposes.
8. Returning the Bike
- Responsibility: Renter
- Details: Renters must return the vehicle in the same condition as it was at the time of rental, accounting for normal wear and tear. Any additional damage must be reported and compensated for.
9. Payment Procedure
- Responsibility: Both Parties
- Details: Payment terms, including any security deposits and rental fees, must be clearly outlined in the rental agreement to avoid any misunderstandings.
10. GST Rate
- Responsibility: Service Provider
- Details: The Goods and Services Tax (GST) applicable to vehicle rental services should be included in the pricing as per prevailing rates, ensuring compliance with tax laws.
11. Renter’s Liability
- Responsibility: Renter
- Details: Renters are liable for damages arising from negligence, traffic violations, or unauthorized use of the vehicle during the rental period.
12. Car Repair and Maintenance
- Responsibility: Service Provider
- Details: Routine maintenance, such as oil changes or tire checks, is the responsibility of the service provider. However, if any damage occurs due to the renter’s fault (e.g., accidents or misuse), the renter must cover repair costs.
8. Additional Provisions
- Insurance: Service providers must ensure that all vehicles have valid insurance coverage. Renters should verify the extent of coverage and may opt for additional insurance at their discretion.
- Emergency Assistance: Providers should offer 24/7 roadside assistance to address any unforeseen issues during the rental period.
- Cancellation Policy: Terms related to booking cancellations, including any applicable fees, should be clearly stated in the rental agreement.
1. Insurance
- Vehicle Insurance: Ensure that all vehicles available for rent have valid and comprehensive insurance coverage.
- Verification: Renters should verify the coverage details before booking, ensuring that the insurance meets their needs.
- Additional Coverage Option: Renters may opt for additional insurance if they wish for extra protection beyond the basic coverage.
2. Emergency Assistance
- 24/7 Roadside Assistance: Service providers must offer round-the-clock emergency assistance. This should include support for breakdowns, accidents, or other issues.
- Clear Contact Information: Provide a hotline number or other contact methods for renters to easily reach roadside assistance during emergencies.
3. Cancellation Policy
- Clear Terms: Clearly outline the terms and conditions related to cancellations in the rental agreement.
- Fees: Specify any applicable cancellation fees, including:
- Full refund if cancelled within a specific timeframe.
- Partial refund depending on the timing of the cancellation (e.g., 50% refund for cancellations made within 24 hours of booking).
- No refund for cancellations made within a few hours of the rental period.
- Refund Process: Clearly state how refunds will be processed, the time frame, and any deductions from the rental amount.