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New Activa Contracts app to help avoid end-of-contract disputes

The app, which forms part of the firm’s ongoing focus on tackling damage charges, can be used for both newly delivered vehicles and those imminently due to be returned.

When an employee is not available to sign for a newly delivered daily rental vehicle, time-stamped photos can be taken and emailed to Activa Contracts identifying any damage that may already be present in the event of a subsequent query arising.

In addition, fleet decision-makers or drivers can take photos of any vehicles due to imminently be returned to the firm along with any damage and forward them to Activa. Advice will then be provided as to whether or not the damage is within guidelines or a charge will be made. Fleets can then decide whether or not to repair the vehicle prior to its return.

In each scenario, app users are able to attach their own comments to the photographs asking Activa Contracts for feedback. All images are also stored in the smartphone gallery for future download.

The app has already been successfully trialled by firms including Ipswich-based Mediterranean Shipping Company (UK) Ltd, which has a fleet of some 100 company cars and five vans.

Mark Hastings, HR systems and payroll specialist with fleet responsibility at MSC UK, said: “The app is extremely easy to use and saves a lot of time.

“All of our drivers are now able to use the app, populate information on their company vehicle, take photos of any damage and submit to Activa Contracts direct from the app. That eases the administrative burden significantly.”

Activa Contracts’ remarketing manager Martin Hughes said: “We are more understanding of our customers’ perspective than many other leasing companies are and the policies and processes that we adopt in dealing with refurbishment costs ensure that we simply do not get into dispute in this area.

“But we do not want our customers having repairs carried out on damage that may well be within our guidelines. Taking and sending us photos means customers will be able to obtain a definitive answer.

“Just as Activa Contracts was one of the first leasing companies to publish our own wear and tear guide, we believe the app initiative is potentially an industry first.”

Android and iOS smartphone users can download the Activa Contracts’ app from Google Play Store and the App Store.

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Natalie Middleton

Natalie has worked as a fleet journalist for nearly 20 years, previously as assistant editor on the former Company Car magazine before joining Fleet World in 2006. Prior to this, she worked on a range of B2B titles, including Insurance Age and Insurance Day.