This Fleet Operator Payment Policy governs payment processing services provided by Deliverix Pty Ltd to fleet operators ("Merchants"/"Fleet Operators") who use the Flexi Platform to manage vehicle rental operations and receive rental payments.

Applies To: Fleet operators receiving rental payments, business entities registered as Merchants, payment processing and settlement services.

Deliverix/Flexi's Role:

• B2B fleet management SaaS platform operator
• Payment processing facilitator via licensed payment processors
• Transaction reconciliation and reporting provider
• NOT a party to rental agreements between you and your renters
• NOT responsible for vehicle quality, maintenance, or renter disputes

2.1 Registration Requirements

Business Entity Requirements:

• Valid Australian Business Number (ABN) or Australian Company Number (ACN)
• Registered and authorized to operate in Australia
• Current business registration status
• Appropriate licenses for vehicle rental operations

Identity Verification:

• Complete identity verification for all Beneficial Owners
• Government-issued identification documents
• Proof of business registration
• Complete Know Your Customer (KYC) checks

Banking Requirements:

• Active Australian business bank account in your business name
• Accurate BSB and account number
• Account capable of receiving electronic funds transfers

2.2 Beneficial Owner Requirements

Who Must Be Registered:

• Individuals with 25%+ ownership interest or voting rights
• Persons with power to appoint/remove directors
• Senior managing officials (if no one meets above criteria)
• Trustees, beneficiaries, and settlors (for trusts)

Required Information: Full legal name and any previous names, date of birth and residential address, contact details, ownership percentage, and role, government-issued identification, Tax File Number (as required by law)

3.1 Payment Flow

1. Renter authorizes PayTo payment mandate via banking app
2. Rental payment becomes due per rental agreement schedule
3. Flexi initiates payment request through Zai Australia (AFSL 527370)
4. Payment processor debits renter's bank account
5. Funds collected and held in clearing account
6. Platform fees deducted
7. Net funds transferred to your Platform wallet
8. Funds disbursed to your bank account per settlement schedule

Timeline: Approximately 3-6 business days from payment initiation to bank receipt.

3.2 Supported Payment Methods

Primary Method - PayTo (NPP):

• Real-time payment mandates via New Payments Platform
• Renter-authorized recurring payments
• Strong customer authentication through banking apps
• Irrevocable once authorized (no chargeback rights for renters)

Manual Payment Recording: Cash, EFTPOS, direct bank transfers (recorded in system but bypass Platform settlement).

3.3 Payment Authorization Standards

You Must Only Process Payments When:

• Valid, signed rental agreement exists
• Renter authorized PayTo mandate via banking app
• Payment amount matches rental agreement terms
• Rental period is active and vehicle has been provided
• No outstanding disputes exist

Prohibited Practices: Processing payments without valid authorization, charging amounts exceeding rental agreement terms, processing payments after rental termination without authorization, submitting fraudulent or fabricated transactions, circumventing Platform payment systems

4.1 Platform Fee Structure

Transaction Fees:

• Charged per successful rental payment processed
• Covers payment processing, technology infrastructure, support, and compliance
• Deducted automatically before settlement
• Non-refundable except in cases of Flexi system error
• Current fee schedule available in Merchant portal

No Hidden Fees - We Do NOT Charge:

• Monthly account maintenance, setup, or onboarding fees
• Statement or reporting fees
• Dispute lodgment fees (for legitimate disputes)
• Inactivity or account closure fees

4.2 Fee Changes

Notice Requirements: Minimum 30 days' written notice for fee increases via email and Merchant portal.

Your Options: Continue using services, terminate account before effective date without penalty, or contact us to discuss.

5.1 Settlement Process

1. Payment successfully collected from renter
2. Funds held in clearing account by Zai Australia
3. Platform fees deducted
4. Net amount transferred to your Flexi Platform wallet
5. Funds accumulate in wallet until disbursement

Settlement Schedule: Standard 2-3 business days after successful payment collection.

Settlement Statements: Detailed statement for each settlement (gross payment, fees deducted, net settlement) available in Merchant portal in PDF and CSV formats.

5.2 Disbursement to Your Bank Account

Automatic Disbursement (Default):

• Funds automatically transferred to your bank account on schedule
• Typically daily at specified time
• Minimum balance threshold may apply

Manual Disbursement:

• You initiate disbursement requests via Merchant portal
• Processed within 1-2 business days
• Subject to minimum disbursement amounts

5.3 Delayed and Held Disbursements

Reasons for Holds:

• New Merchant status (initial disbursements delayed pending verification)
• High dispute rate or risk review
• Bank account issues or compliance review
• Suspected fraud or legal requirements

Duration: Temporary holds typically 7-21 days; extended holds until issue resolved.

6.1 Reserve Requirements

A reserve is a percentage or fixed amount of your settlements held to cover potential refunds, disputes, or other liabilities.

When Reserves May Be Required:

• New Merchants (first 30-90 days)
• Elevated dispute or refund rates
• High-risk business categories, large transaction volumes
• Compliance or regulatory concerns
• History of violations

Types of Reserves:

• Rolling Reserve: Percentage of each settlement held for specified period (e.g., 10% held for 90 days)
• Fixed Reserve: Specific dollar amount maintained at minimum level
• Upfront Reserve: One-time deposit required before processing begins

6.2 Risk Monitoring

We Monitor: Transaction volumes/patterns, dispute rates, customer complaints, refund frequency, payment failure rates, unusual activity.

Risk Indicators:

• Dispute rate exceeding 1% of transactions
• Sudden increase in transaction volume (over 200%)
• Unusually large transactions inconsistent with history

7.1 Transaction Authorization and Documentation

You Must:

• Obtain valid, written rental agreements before processing payments
• Ensure renters authorize PayTo mandates through banking apps
• Maintain copies of all rental agreements for 7 years
• Verify renter identity and driver's license validity
• Process payments only for services actually provided
• Issue receipts and tax invoices promptly

7.2 Customer Service and Communication

You Are Responsible For:

• Responding to renter inquiries about rentals within 48 hours
• Resolving service quality issues and vehicle-related complaints
• Processing rental cancellations per agreement terms
• Providing clear cancellation and refund policies
• Maintaining professional communication standards

7.3 Compliance with Laws and Regulations

You Must Comply With:

• Australian Consumer Law
• Privacy Act 1988 and Australian Privacy Principles
• Taxation Laws (GST registration, income tax, record keeping for 7 years)
• Industry-specific regulations (state/territory vehicle rental licensing, road safety, insurance requirements)
• Anti-Money Laundering and Counter-Terrorism Financing (AML/CTF)

8.1 Renter Payment Disputes

Dispute Process:

1. Renter initiates dispute through Flexi platform
2. Flexi notifies you via email and portal
3. You have 48 hours to respond with evidence
4. Flexi reviews submissions from both parties
5. Investigation completed within 7-21 days
6. Determination communicated to both parties
7. Refunds processed if dispute found in renter's favor

Failure to Respond: Automatic decision in renter's favor after 7 days; refund processed from your settlement or reserve.

8.2 Merchant Liability

You Are Liable For:

• Fraudulent transactions you processed
• Unauthorized charges and services not provided as agreed
• Refunds and chargebacks
• Losses due to your breach of this Policy
• Costs incurred by Deliverix in resolving disputes
• Legal fees and collection costs

8.3 Deliverix's Liability Limitations

Deliverix Is NOT Liable For:

• Quality, safety, or condition of your vehicles
• Your rental agreements or renter relationships
• Your compliance with laws and regulations
• Payment processor errors/delays (subject to their terms)
• Bank processing delays/failures
• Losses from fraud committed by your renters
• Business losses, lost profits, or consequential damages

Maximum Liability: Limited to Platform fees you paid in 12 months preceding claim

9.1 Security Measures

Platform Security:

• TLS 1.3 encryption
• PCI DSS compliance
• AES-256 encryption for data at rest
• Multi-factor authentication
• Regular security audits

9.2 Fraud Prevention

We Monitor For: Unusual transaction patterns/volumes, geographic anomalies, velocity violations, mismatched renter information, known fraud indicators.

9.3 Merchant Security Obligations

You Must:

• Maintain secure password (minimum 12 characters, mixed case, numbers, symbols)
• Enable two-factor authentication
• Not share account credentials
• Log out from shared/public devices
• Report suspected unauthorized access immediately
• Review transaction reports regularly for anomalies

10.1 Anti-Money Laundering and Counter-Terrorism Financing (AML/CTF)

Your Obligations:

• Provide accurate identification information
• Disclose Beneficial Owners (25%+ ownership or control)
• Update ownership information when changes occur
• Respond to verification requests promptly
• Report suspicious renter activity
• Not use Platform for money laundering or terrorism financing

10.2 Taxation and GST

GST Registration: Required if annual turnover exceeds GST threshold; optional if below.

Tax Reporting: You are responsible for lodging BAS and tax returns; settlement reports include GST breakdown; maintain records for 7 years.

10.3 Privacy and Data Protection

Privacy Act 1988 Compliance: Collect, use, and disclose personal information per Australian Privacy Principles; obtain renter consent; provide privacy notices; secure personal information; allow renters to access/correct data.

11.1 Suspension by Deliverix

Immediate Suspension (Without Prior Notice):

• Suspected fraudulent activity
• Breach of Policy or Terms of Service
• Violation of laws or regulations
• High dispute or refund rates
• Risk to Deliverix, renters, or payment systems
• Non-compliance with verification requirements
• Court order or regulatory directive

11.2 Termination by Merchant

Voluntary Termination: Provide 30 days' written notice; complete all active rental commitments or arrange renter transitions; settle all outstanding financial obligations.

Final Settlement: All pending settlements processed, reserves released after hold period (typically 90-180 days), final reconciliation statement provided.

11.3 Termination by Deliverix

Termination for Cause (Immediate):

• Serious breach of Policy or Terms of Service
• Fraudulent activity or misrepresentation
• Repeated violations after warnings
• Criminal activity, insolvency, bankruptcy, or administration
• Loss of required licenses or registrations
• Excessive disputes

Deliverix Pty Ltd
ABN: 72 656 095 251
19 Domain Drive, Beveridge VIC 3753, Australia
Email: info@deliverix.com.au

Business Hours: Monday-Friday, 9:00 AM - 5:00 PM AEST (excluding Victorian public holidays)

Payment Service Provider:
Zai Australia Pty Ltd
ABN: 96 637 632 645, AFSL: 527370
Website: www.hellozai.com