VAHAN XPERT SERVICES

POLICIES & TERMS

Our policies are designed to provide transparency, safety, accountability and a consistent service experience across all VahanXpert locations.

CCTV Surveillance & Security Recording Policy

CCTV may be used for workshop, vehicle and asset security.
Access to CCTV recordings is restricted to authorised persons.
Relevant footage may be preserved for incidents, insurance or legal requirements.
Unauthorised sharing or misuse of CCTV footage is prohibited.

View Policy

Complaint, Grievance & Dispute Resolution Policy

Customers may raise complaints regarding service, billing, repairs or delays.
Complaints are recorded and reviewed through an appropriate process.
Material or unresolved complaints may be escalated to management.
Customers are provided appropriate channels for grievance resolution.

View Policy

Customer Promotional Communication & Marketing Consent Policy

Promotional messages may include offers, service reminders and membership benefits.
Approved communication channels are used where applicable.
Appropriate opt-out mechanisms may be provided.
Customer contact information is not used for unauthorised marketing.

View Policy

Customer Vehicle Damage & Incident Reporting Policy

Vehicle condition and relevant incidents should be documented.
Damage or incidents identified during service are reported appropriately.
Customers may be notified regarding material incidents.
Relevant records and evidence may be preserved for review.

View Policy

Customer Vehicle Pickup, Delivery & Transportation Policy

Pickup and delivery are handled through authorised personnel.
Vehicle condition and keys are checked during movement.
Transportation follows applicable safety procedures.
Delivery is made to the Customer or authorised representative.

View Policy

Environmental & Used Oil / Waste Disposal Policy

Used oil, fluids, batteries, tyres and workshop waste are segregated.
Hazardous and contaminated materials are handled appropriately.
Waste is stored and transferred through suitable channels.
Automotive fluids must not be discharged into drains, soil or open ground.

View Policy

Garage Services Terms & Conditions Policy

Defines the general terms applicable to garage services.
Covers service estimates, approvals and customer responsibilities.
Explains repair, payment and vehicle handover conditions.
Applicable warranty and service conditions are addressed.

View Policy

Insurance / Cashless Claim Coordination Policy

VahanXpert may coordinate with insurers and surveyors where authorised.
Claim approval remains subject to the applicable insurance policy.
Cashless repair may still involve Customer payment obligations.
Deductibles, depreciation and non-payable items may apply.

View Policy

Membership & Coupon Book Terms, Offer & Validity Policy

Defines membership and coupon book validity conditions.
Explains coupon redemption and usage restrictions.
Coupons and benefits are subject to applicable offer conditions.
Expired or misused coupons may not be accepted.

View Policy

Payment, Billing & Invoice Policy

Invoices are generated through authorised systems or personnel.
Customer payments are accepted through authorised channels.
Employees must not direct Customers to personal payment accounts.
Billing, refunds and payment records are reconciled appropriately.

View Policy

Refund & Cancellation Policy

Cancellation requests are handled according to applicable service terms.
Refund eligibility may depend on work completed and parts ordered.
Refunds should ordinarily use traceable authorised channels.
Insurance and payment status may affect cancellation handling.

View Policy

Repair Approval & Additional Work Authorization Policy

Customer approval is obtained before applicable repair work.
Material additional work or cost should be communicated.
Approvals may be signed, digital or through authorised communication.
Unauthorised material work should not be performed.

View Policy

Repair & Parts Warranty Policy

Warranty may apply to eligible repair work and spare parts.
Warranty conditions and exclusions are applicable.
Manufacturer or supplier warranty terms may also apply.
Warranty claims may require inspection and supporting records.

View Policy

Spare Parts Inventory & Stock Management Policy

Parts inventory is recorded and appropriately stored.
Stock movements and parts issued to vehicles are tracked.
Defective or damaged stock is segregated where required.
Inventory may be periodically counted and reconciled.

View Policy

Spare Parts Procurement, Replacement & Return Policy

Parts are selected according to vehicle and repair requirements.
Customer approval may be required before procurement.
Defective or incorrect parts are handled through applicable procedures.
Unused parts may be returned subject to applicable conditions.

View Policy

Staff / Technician Code of Conduct Policy

Staff are expected to act professionally and honestly.
Customer information and property must be handled confidentially.
Unauthorised vehicle use, payment diversion and record manipulation are prohibited.
Workshop safety and operational procedures must be followed.

View Policy

Vehicle Abandoned / Uncollected Vehicle Policy

Reasonable attempts are made to contact Customers regarding uncollected vehicles.
Written notice may be issued where appropriate.
Applicable storage charges may apply under valid terms.
Vehicles are not sold or disposed of without an appropriate lawful basis.

View Policy

Vehicle Damage, Loss & Incident Reporting Policy

Vehicle condition is recorded during intake and custody.
Damage, loss, theft or other incidents should be reported promptly.
Customers may be notified regarding material incidents.
Relevant evidence and records may be preserved.

View Policy

Vehicle Delivery & Handover Policy

Vehicle readiness and final inspection are completed before delivery.
Payment and applicable documentation are verified.
Keys, documents and accessories are handed over appropriately.
Handover details and recipient information are recorded.

View Policy

Vehicle Inspection, Road Test & Test Drive Safety Policy

Vehicles are inspected before authorised road tests.
Road tests follow defined safety and driving requirements.
Customer test drives require appropriate consent and controls.
Accidents or damage during testing are reported and documented.

View Policy

Vehicle Job Card & Work Authorization Policy

A job card records the Customer concern and requested work.
Vehicle condition and inspection findings are documented.
Initial and additional work requires appropriate authorisation.
Job cards are updated and closed after completion.

View Policy

Vehicle Key, Customer Property & Vehicle Custody Policy

Vehicle keys are recorded and stored securely.
Key access is restricted to authorised personnel.
Customer belongings are handled with reasonable care.
Vehicle custody and handover procedures are documented.

View Policy

Vehicle Parking, Custody & Security Policy

Vehicles are parked in designated and controlled areas.
Vehicle movement is restricted to legitimate purposes.
Keys and vehicle access are controlled.
Security incidents or vehicle damage are reported appropriately.

View Policy

Vehicle Pickup, Delivery & Transportation Safety Policy

Pickup and delivery are performed by authorised personnel.
Vehicle condition and keys are checked before movement.
Transportation follows safe driving and towing procedures.
Delivery condition is verified with the receiving person.

View Policy

Vehicle Repair & Parts Warranty Policy

Repair workmanship may be covered under applicable warranty conditions.
Eligible spare parts may have separate warranty coverage.
Manufacturer or supplier warranty terms may apply.
Warranty claims may require inspection and documentation.

View Policy

Vehicle Service & Customer Data Privacy Policy

Customer and vehicle information is collected for legitimate purposes.
Service and payment records are handled confidentially.
Access to customer data is restricted to authorised purposes.
Customer information is protected against unauthorised disclosure.

View Policy

Vehicle Service Estimate, Customer Approval & Job Card Policy

An estimate is prepared before applicable chargeable work.
Customer approval is obtained before authorised repairs.
Additional work or cost should be communicated appropriately.
Job cards connect inspection, approval, repair and billing records.

View Policy

Vehicle Service Warranty & Workmanship Warranty Policy

Eligible workmanship may be covered under the applicable warranty.
Warranty claims follow inspection and verification procedures.
Unauthorised repairs may affect warranty eligibility.
Manufacturer and supplier warranties remain subject to their terms.

View Policy

Vehicle Spare Parts Procurement, Genuine Parts & Parts Replacement Policy

Parts are selected according to vehicle compatibility and repair needs.
Genuine, OEM or other applicable parts may be used as authorised.
Parts should be verified and recorded where practicable.
Replacement and removed-part records support traceability.

View Policy

Vehicle Test Drive & Road Test Policy

Road tests are performed only for authorised service purposes.
Pre-test vehicle checks are completed where applicable.
Safe driving and route requirements must be followed.
Accidents, breakdowns or damage during testing are reported.

View Policy

Vehicle Washing, Cleaning, Detailing & Customer Property Protection Policy

Vehicle cleaning and detailing follow applicable service procedures.
Vehicle surfaces and interiors are handled with reasonable care.
Customer belongings are protected during cleaning activities.
Any damage or incident identified during the process is reported.

View Policy

Vendor & Supplier Management Policy

Vendors are selected through appropriate business controls.
Quality, pricing, delivery and warranty support may be monitored.
Vendor records and commercial documentation are maintained.
Conflicts of interest and improper benefits are prohibited.

View Policy

Workshop Fire Safety, Emergency Response & Evacuation Policy

Fire risks and flammable materials are controlled.
Emergency exits and evacuation routes must remain accessible.
Fire equipment is maintained and available.
Fire, evacuation and emergency incidents are reported and documented.

View Policy

Workshop Health, Safety & Fire Prevention Policy

Workshop personnel must follow applicable safety procedures.
PPE, lifting, electrical and equipment safety requirements apply.
Fire prevention and emergency procedures must be followed.
Unsafe conditions, accidents and near misses should be reported.

View Policy

Workshop Tools, Equipment & Machinery Safety and Maintenance Policy

Workshop equipment is used only by authorised personnel.
Tools and machinery should be inspected before use.
Defective equipment should be isolated and reported.
Maintenance, calibration and safety records should be maintained.

View Policy

These policies apply to VahanXpert Services operations and may be updated periodically based on operational, legal, safety and customer-service requirements.

VahanXpert Services | Policies & Terms

VAHAN XPERT SERVICES

POLICIES & TERMS

Our policies are designed to provide transparency, safety, accountability and a consistent service experience across all VahanXpert locations.

CCTV Surveillance & Security Recording Policy

CCTV may be used for workshop, vehicle and asset security.
Access to CCTV recordings is restricted to authorised persons.
Relevant footage may be preserved for incidents, insurance or legal requirements.
Unauthorised sharing or misuse of CCTV footage is prohibited.

View Policy

Complaint, Grievance & Dispute Resolution Policy

Customers may raise complaints regarding service, billing, repairs or delays.
Complaints are recorded and reviewed through an appropriate process.
Material or unresolved complaints may be escalated to management.
Customers are provided appropriate channels for grievance resolution.

View Policy

Customer Promotional Communication & Marketing Consent Policy

Promotional messages may include offers, service reminders and membership benefits.
Approved communication channels are used where applicable.
Appropriate opt-out mechanisms may be provided.
Customer contact information is not used for unauthorised marketing.

View Policy

Customer Vehicle Damage & Incident Reporting Policy

Vehicle condition and relevant incidents should be documented.
Damage or incidents identified during service are reported appropriately.
Customers may be notified regarding material incidents.
Relevant records and evidence may be preserved for review.

View Policy

Customer Vehicle Pickup, Delivery & Transportation Policy

Pickup and delivery are handled through authorised personnel.
Vehicle condition and keys are checked during movement.
Transportation follows applicable safety procedures.
Delivery is made to the Customer or authorised representative.

View Policy

Environmental & Used Oil / Waste Disposal Policy

Used oil, fluids, batteries, tyres and workshop waste are segregated.
Hazardous and contaminated materials are handled appropriately.
Waste is stored and transferred through suitable channels.
Automotive fluids must not be discharged into drains, soil or open ground.

View Policy

Garage Services Terms & Conditions Policy

Defines the general terms applicable to garage services.
Covers service estimates, approvals and customer responsibilities.
Explains repair, payment and vehicle handover conditions.
Applicable warranty and service conditions are addressed.

View Policy

Insurance / Cashless Claim Coordination Policy

VahanXpert may coordinate with insurers and surveyors where authorised.
Claim approval remains subject to the applicable insurance policy.
Cashless repair may still involve Customer payment obligations.
Deductibles, depreciation and non-payable items may apply.

View Policy

Membership & Coupon Book Terms, Offer & Validity Policy

Defines membership and coupon book validity conditions.
Explains coupon redemption and usage restrictions.
Coupons and benefits are subject to applicable offer conditions.
Expired or misused coupons may not be accepted.

View Policy

Payment, Billing & Invoice Policy

Invoices are generated through authorised systems or personnel.
Customer payments are accepted through authorised channels.
Employees must not direct Customers to personal payment accounts.
Billing, refunds and payment records are reconciled appropriately.

View Policy

Refund & Cancellation Policy

Cancellation requests are handled according to applicable service terms.
Refund eligibility may depend on work completed and parts ordered.
Refunds should ordinarily use traceable authorised channels.
Insurance and payment status may affect cancellation handling.

View Policy

Repair Approval & Additional Work Authorization Policy

Customer approval is obtained before applicable repair work.
Material additional work or cost should be communicated.
Approvals may be signed, digital or through authorised communication.
Unauthorised material work should not be performed.

View Policy

Repair & Parts Warranty Policy

Warranty may apply to eligible repair work and spare parts.
Warranty conditions and exclusions are applicable.
Manufacturer or supplier warranty terms may also apply.
Warranty claims may require inspection and supporting records.

View Policy

Spare Parts Inventory & Stock Management Policy

Parts inventory is recorded and appropriately stored.
Stock movements and parts issued to vehicles are tracked.
Defective or damaged stock is segregated where required.
Inventory may be periodically counted and reconciled.

View Policy

Spare Parts Procurement, Replacement & Return Policy

Parts are selected according to vehicle and repair requirements.
Customer approval may be required before procurement.
Defective or incorrect parts are handled through applicable procedures.
Unused parts may be returned subject to applicable conditions.

View Policy

Staff / Technician Code of Conduct Policy

Staff are expected to act professionally and honestly.
Customer information and property must be handled confidentially.
Unauthorised vehicle use, payment diversion and record manipulation are prohibited.
Workshop safety and operational procedures must be followed.

View Policy

Vehicle Abandoned / Uncollected Vehicle Policy

Reasonable attempts are made to contact Customers regarding uncollected vehicles.
Written notice may be issued where appropriate.
Applicable storage charges may apply under valid terms.
Vehicles are not sold or disposed of without an appropriate lawful basis.

View Policy

Vehicle Damage, Loss & Incident Reporting Policy

Vehicle condition is recorded during intake and custody.
Damage, loss, theft or other incidents should be reported promptly.
Customers may be notified regarding material incidents.
Relevant evidence and records may be preserved.

View Policy

Vehicle Delivery & Handover Policy

Vehicle readiness and final inspection are completed before delivery.
Payment and applicable documentation are verified.
Keys, documents and accessories are handed over appropriately.
Handover details and recipient information are recorded.

View Policy

Vehicle Inspection, Road Test & Test Drive Safety Policy

Vehicles are inspected before authorised road tests.
Road tests follow defined safety and driving requirements.
Customer test drives require appropriate consent and controls.
Accidents or damage during testing are reported and documented.

View Policy

Vehicle Job Card & Work Authorization Policy

A job card records the Customer concern and requested work.
Vehicle condition and inspection findings are documented.
Initial and additional work requires appropriate authorisation.
Job cards are updated and closed after completion.

View Policy

Vehicle Key, Customer Property & Vehicle Custody Policy

Vehicle keys are recorded and stored securely.
Key access is restricted to authorised personnel.
Customer belongings are handled with reasonable care.
Vehicle custody and handover procedures are documented.

View Policy

Vehicle Parking, Custody & Security Policy

Vehicles are parked in designated and controlled areas.
Vehicle movement is restricted to legitimate purposes.
Keys and vehicle access are controlled.
Security incidents or vehicle damage are reported appropriately.

View Policy

Vehicle Pickup, Delivery & Transportation Safety Policy

Pickup and delivery are performed by authorised personnel.
Vehicle condition and keys are checked before movement.
Transportation follows safe driving and towing procedures.
Delivery condition is verified with the receiving person.

View Policy

Vehicle Repair & Parts Warranty Policy

Repair workmanship may be covered under applicable warranty conditions.
Eligible spare parts may have separate warranty coverage.
Manufacturer or supplier warranty terms may apply.
Warranty claims may require inspection and documentation.

View Policy

Vehicle Service & Customer Data Privacy Policy

Customer and vehicle information is collected for legitimate purposes.
Service and payment records are handled confidentially.
Access to customer data is restricted to authorised purposes.
Customer information is protected against unauthorised disclosure.

View Policy

Vehicle Service Estimate, Customer Approval & Job Card Policy

An estimate is prepared before applicable chargeable work.
Customer approval is obtained before authorised repairs.
Additional work or cost should be communicated appropriately.
Job cards connect inspection, approval, repair and billing records.

View Policy

Vehicle Service Warranty & Workmanship Warranty Policy

Eligible workmanship may be covered under the applicable warranty.
Warranty claims follow inspection and verification procedures.
Unauthorised repairs may affect warranty eligibility.
Manufacturer and supplier warranties remain subject to their terms.

View Policy

Vehicle Spare Parts Procurement, Genuine Parts & Parts Replacement Policy

Parts are selected according to vehicle compatibility and repair needs.
Genuine, OEM or other applicable parts may be used as authorised.
Parts should be verified and recorded where practicable.
Replacement and removed-part records support traceability.

View Policy

Vehicle Test Drive & Road Test Policy

Road tests are performed only for authorised service purposes.
Pre-test vehicle checks are completed where applicable.
Safe driving and route requirements must be followed.
Accidents, breakdowns or damage during testing are reported.

View Policy

Vehicle Washing, Cleaning, Detailing & Customer Property Protection Policy

Vehicle cleaning and detailing follow applicable service procedures.
Vehicle surfaces and interiors are handled with reasonable care.
Customer belongings are protected during cleaning activities.
Any damage or incident identified during the process is reported.

View Policy

Vendor & Supplier Management Policy

Vendors are selected through appropriate business controls.
Quality, pricing, delivery and warranty support may be monitored.
Vendor records and commercial documentation are maintained.
Conflicts of interest and improper benefits are prohibited.

View Policy

Workshop Fire Safety, Emergency Response & Evacuation Policy

Fire risks and flammable materials are controlled.
Emergency exits and evacuation routes must remain accessible.
Fire equipment is maintained and available.
Fire, evacuation and emergency incidents are reported and documented.

View Policy

Workshop Health, Safety & Fire Prevention Policy

Workshop personnel must follow applicable safety procedures.
PPE, lifting, electrical and equipment safety requirements apply.
Fire prevention and emergency procedures must be followed.
Unsafe conditions, accidents and near misses should be reported.

View Policy

Workshop Tools, Equipment & Machinery Safety and Maintenance Policy

Workshop equipment is used only by authorised personnel.
Tools and machinery should be inspected before use.
Defective equipment should be isolated and reported.
Maintenance, calibration and safety records should be maintained.

View Policy

These policies apply to VahanXpert Services operations and may be updated periodically based on operational, legal, safety and customer-service requirements.

VahanXpert Services | Policies & Terms