Introduction and Background 

As part of Hireup’s overall approach to making health and safety a priority, Hireup is committed to providing an environment in which all Approved Users and other road users are safe when Vehicles are being driven as part of a Booking. Unless otherwise defined in the Policy, capitalised terms have the meaning set out in the Glossary. 

 

Purpose 

This policy sets our expectations for all Hireup Approved Users including Support Workers, Clients and Account Managers for the safe operation of a Vehicle while providing transport as part of a Booking. This includes transport to or from a Booking as well as during a Booking. 

This policy governs the use of personal vehicles, leased vehicles of any kind, and Client-owned vehicles being used for work purposes. 

The use of motorcycles, heavy vehicles, trailers, or machinery is excluded from Grey Fleet operations and is not permitted under this policy except with prior written approval from Hireup as determined in our sole and absolute discretion.

For the purpose of this policy: 

“Vehicle” means  cars, utes, vans and other light four-wheeled vehicles only. 

“Grey Fleet” means vehicles used for Hireup work that are not owned by Hireup and for the purpose of this policy, only includes light four wheeled vehicles.

 

Governance

This policy may be reviewed on a periodic basis, including where legislative or organisational changes require review. 

This policy should be read in conjunction with a Support Worker’s employment contract, as well as Hireup’s Code of Conduct and Health and Safety Policy.  To the extent of any inconsistency, the terms of those documents will prevail.  This policy may be amended, replaced or removed by Hireup from time to time in our sole and absolute discretion.

Any breach of this policy by a Support Worker may result in disciplinary or other action up to, and including, termination of a casual employment contract or engagement with Hireup.

 

Safety

Both Clients and Support Workers must ensure, so far is reasonably practicable, the health and safety of themselves and others.  This applies during transport provided as part of a booking.  This includes, but is not limited to:

• committing to safe driving behaviour by remaining alert, managing fatigue and fitness to drive, observing road rules  (including licence conditions and passenger limits), wearing a seatbelt and utilising defensive driving techniques where appropriate;
• avoiding any act or omission which could give rise to a risk to the health and safety of themselves or others, including any driving which is, or could be regarded as, reckless;
• not consuming alcohol or drugs while providing transport, or otherwise operating any vehicle while under the influence of alcohol or drugs;
• not operating any vehicle while presenting with symptoms of fatigue, including tiredness, sleepiness, headache, dizziness, muscle weakness or other impairments which could impact decision making;
• not operating any mobile phone or other hand held device while operating a vehicle;
• ensuring that any vehicle is maintained in a roadworthy condition, remains regularly serviced and registered;
• conducting a vehicle inspection prior to entering or operating a vehicle for the first time and at least annually thereafter;
• notifying Hireup immediately of any medical condition, medication or other circumstances which could give rise to a risk to the health and safety of themselves or others as part of transport during a Hireup Booking; and
• notifying Hireup immediately using the online incident report for in the case of any accident, near miss event or other incident while transport is provided during a Hireup Booking.

Both Support Workers and Clients have a responsibility to ensure that any vehicle to be used during a Hireup Booking can be operated in a healthy and safe manner in accordance with this policy.  

Where a Support Worker or Client is not the owner of the relevant vehicle, prior to operating the vehicle, they must:

• request and sight a copy of the registration certificate for the vehicle;
• request and sight copies of relevant insurances held by the owner of the vehicle (see below);
• make enquiries as to any training or vehicle modifications which need to be addressed; and
• complete a visual vehicle inspection and make any other enquiries as necessary to satisfy themselves that the vehicle can be operated in a healthy and safe manner in compliance with this policy.

Where a Support Worker or Client has any concern regarding risks to health and safety associated with transport provided during a Hireup Booking, they must immediately cease providing transport and notify Hireup.

 

Driver Responsibilities

A Grey Fleet driver must provide all documentation to Hireup upon request regarding Vehicle licence, registration, and insurance during onboarding, and provide updates as requested by Hireup. 

A Grey Fleet driver must regularly service their Vehicle in accordance with manufacturer’s servicing schedules to maintain a roadworthy and safe Vehicle.

A Grey Fleet driver must maintain accurate records and data related to the Vehicle/s that they drive for work as prompted within the Hireup platform. 

Hireup reserves the right to remove your ability to provide transport support on the Platform in the event that you do not comply with this policy. 

 

Planning your journey 

Approved Users are required to plan for each journey prior to driving. This could include:

• scheduling rest stops or leaving at suitable times to avoid fatigue;
• avoiding travel at times when travel may be more risky due to weather conditions, heavy traffic, the driver’s sleepiness or the presence of wild animals or more;
• allowing sufficient time for the journey to avoid pressure to speed;
• avoiding certain roads, intersections or turning movements and selecting safer, higher standard roads;
• ensuring that you can easily navigate the journey with minimum distractions; and
• otherwise not committing to any journey which gives rise to any health and safety concern.

We also strongly recommend that a first aid kit and reasonable emergency and safety equipment be kept in any Vehicle to ensure that any health and safety issues can be addressed efficiently.  Otherwise, Approved Users must ensure that they call 000 in the event of any emergency requiring immediate support.

 

Insurance

The owner of a Vehicle to be used as part of a Booking must ensure that they obtain and maintain appropriate insurance policies to cover any accident, near miss, property damage (including third party property damage) or other incident which may occur.  This includes, but is not limited to, maintaining compulsory third party insurance.

It is important to note that the owner of the Vehicle and / or the operator of the Vehicle will be responsible at all times for any issues which may arise, including those that may arise on a Booking.  The owner of a Vehicle must confirm that their insurance cover is appropriate having regard to the nature of transport being provided during a Booking and the requirements of this policy. If you are driving a Vehicle that has not been registered by you, you must ensure the owner has appropriate insurance cover as listed above.

The holder of the relevant insurance policies must provide copies of such policies, records or certificates of insurance as may be required by any Approved User or Hireup representative from time to time.

They must also keep all other records as may be appropriate to evidence compliance with the insurance requirements under this policy.

Hireup will not be responsible for any loss, cost, expense, liability, damage or other amount which may become payable as a result of any issue arising while transport is provided during a Booking.  As a result, such issues will not be covered by Hireup’s insurance, meaning that maintaining appropriate insurance cover is critical.

 

Compliance and other responsibilities

Whether as a driver or passenger, Approved Users must comply with all applicable laws, road rules and other transport requirements in the relevant state or territory in which the Booking takes place.  This includes:

• maintaining a current, valid and unrestricted driver’s licence which permits driving in Australia at all times;
• complying with the limitations associated with such a licence by not operating any vehicle which is not permitted under such a licence, or otherwise operating any vehicle in a manner which is not permitted under such a licence;
• keeping updated copies of relevant documentation, including current driver’s licence information on a Support Worker’s profile on the Platform;
• contacting Hireup immediately if any licence issues arise such as cancellation, restrictions or modifications; and
• keeping accurate records in relation to your transport work including date of journey, start location, end location, and distance travelled. This is especially important when submitting any kilometres driven during a Booking, we recommend keeping a logbook to help you keep record.

Drivers are not permitted to provide driving instruction or driving lessons to any other person during a Booking, unless they are licensed to do so.

Drivers may accept additional passengers in a vehicle during a Booking if they deem it necessary and they are comfortable in doing so. All parties must acknowledge that a Support Worker’s responsibility is to provide 1:1 support to the Hireup Client at all times. It is important that all passengers understand that Hireup does not provide car insurance. Any additional passenger under the age of 18 must be accompanied by an adult. 

Hireup may, on a case by case basis, in its sole and absolute discretion, permit certain individuals to provide transport during a Booking in circumstances where they do not hold an unrestricted driver’s licence but hold some other appropriate licence type.  

Hireup reserves the right to impose additional terms and conditions in addition to those outlined in this policy in such circumstances.