REGULATION FOR INSPECTION ACTIVITIES

1. PURPOSE AND AVAILABILITY OF THE REGULATION

This Regulation outlines the general criteria, responsibilities and methods adopted by GreenKar Technical Service Srl for conducting inspection activities relating to vehicles, systems, components, separate technical units and devices intended for vehicles and the related general obligations in compliance with the methods set out in the Framework Regulations (EU) 2018/858 (Vehicles category M, N, O), (EU) 167/2013 (Vehicles category T, C, R, S), (EU) 168/2013 (Vehicles category L), EC Directives, EC Regulations and EU Regulations related to them, ECE/UN Regulations.

The current version of the Regulation is available on the GreenKar Technical Service Srl website at https://greenkar-technicalservice.it/ and can be sent electronically upon request. The revision referred to in the accepted offer constitutes an integral part of the contractual documents applicable to the assignment, unless mandatory updates are made or otherwise agreed upon in writing between the Parties.

2. SCOPE OF APPLICATION

This Regulation governs the inspection activities carried out by GreenKar Technical Service Srl on vehicles and/or components and defines the respective obligations and responsibilities of the Inspection Body and the Applicant within the scope of the inspection assignment.

3. REGULATORY REFERENCES AND APPLICABLE DOCUMENTS

To define the relationship between GreenKar Technical Service Srl and the customer, the requirements contained in the following documents apply:

Regulation (EU) 2018/858 of the European Parliament and of the Council of 30 May 2018 establishing a framework for the approval of motor vehicles and their trailers, and of systems, components and separate technical units intended for such vehicles, amending Regulations (EC) No 715/2007 and (EC) No 595/2009 and repealing Directive 2007/46/EC;
Regulation (EU) No 168/2013 of the European Parliament and of the Council of 15 January 2013 on the approval and market surveillance of two- or three-wheel vehicles and quadricycles;
Regulation (EU) No 167/2013 of the European Parliament and of the Council of 5 February 2013 on the approval and market surveillance of agricultural and forestry vehicles;
Commission Implementing Regulation (EU) 2020/683 of 15 April 2020 implementing Regulation (EU) 2018/858 of the European Parliament and of the Council as regards administrative requirements for the approval and market surveillance of motor vehicles and their trailers, and of systems, components and separate technical units intended for such vehicles;
Commission Implementing Regulation (EU) 2021/535 of 31 March 2021 implementing Regulation (EU) 2019/2144 of the European Parliament and of the Council with regard to uniform procedures and technical specifications for the approval of vehicles and systems, components and separate technical units intended for such vehicles, with regard to their general construction characteristics and safety;
Commission Delegated Regulation (EU) 2021/1958 of 23 June 2021 supplementing Regulation (EU) 2019/2144 of the European Parliament and of the Council by laying down detailed rules on test procedures and specific technical requirements for the type-approval of motor vehicles with regard to intelligent speed assistance systems and for the type-approval of such systems as separate technical units;
Commission Implementing Regulation (EU) 2021/646 of 19 April 2021 implementing Regulation (EU) 2019/2144 of the European Parliament and of the Council with regard to uniform procedures and technical specifications for the approval of motor vehicles with regard to their emergency lane-keeping systems (ELKS);
Commission Delegated Regulation (EU) 2021/1243 of 19 April 2021 supplementing Regulation (EU) 2019/2144 of the European Parliament and of the Council by laying down detailed rules on the interface for the installation of alcohol interlock devices in motor vehicles;
Commission Delegated Regulation (EU) 2021/1341 of 23 April 2021 supplementing Regulation (EU) 2019/2144 of the European Parliament and of the Council by laying down detailed rules on test procedures and specific technical requirements for the type-approval of motor vehicles with regard to driver inattention and drowsiness warning systems;
Commission Delegated Regulation (EU) 2022/545 of 26 January 2022 supplementing Regulation (EU) 2019/2144 of the European Parliament and of the Council by laying down detailed rules on test procedures and specific technical requirements for the type-approval of motor vehicles with regard to event data recorders and for the type-approval of such systems as separate technical units;
UN/ECE Regulations “UN/ECE Agreement 1958 – Concerning the adoption of uniform technical prescriptions for wheeled vehicles, equipment and parts which can be fitted to and/or be used on wheeled vehicles and the conditions for reciprocal recognition of approvals granted on the basis of these prescriptions”;
UNI CEI EN ISO/IEC 17000:2020 “Conformity assessment – general vocabulary and principles”;
ISO/IEC 17020:2012 “Requirements for the operation of various types of inspection bodies”;
ILAC P15:05/2020 Application of ISO/IEC 17020:2012 for the Accreditation of Inspection Bodies;
ILAC P10:07/2020 “ILAC Policy on the Traceability of Measurement Results”;
General Regulations, Technical Regulations and provisions of the Single Accreditation Body (ACCREDIA), in the schemes and sectors covered by accreditation;
RG-01; RG-01-04 in the applicable version;
RG-09 – ACCREDIA “Regulations for the use of the ACCREDIA trademark”;
Guideline EA 5/02 INF: 2021 “Guideline on the application of ISO 17020 in vehicle inspections”;
Testing standards and directives referred to in the directives and regulations;
Any additional requirements contained in technical regulations, circulars or documents from the competent Authorities, etc.

4. MAIN DEFINITIONS

For the purposes of this Regulation, the following definitions shall apply: Applicant: the person or body responsible to the approval authority for all aspects of the approval process and for ensuring conformity of production; it is not essential that such person or body be directly involved in all stages of construction of the vehicle, system, component or separate technical unit subject to approval (Applicant); Motor vehicle: any vehicle propelled by an engine which moves by its own means, whether complete, completed or incomplete; Component: a device subject to the requirements of a regulatory act and intended to be part of a vehicle, which may be type- approved independently of the vehicle if the regulatory act expressly provides for this; Trailer: any non-self-propelled wheeled vehicle designed and manufactured to be towed by a motor vehicle; Inspector (IBO): personnel who carry out conformity assessment activities, whether employed or contracted by the Body; Inspection (or Verification): activity conducted through documentary, instrumental and functional analyses, for the purpose of verifying compliance with defined requirements through the verification of objective evidence; Responsibility: burden assumed or resulting from the conduct of a process, the execution of a job, or the management of an assigned task (or duty) to be carried out with due commitment. Complaint: expression of dissatisfaction, whether verbal or written, by entitled parties (direct customers, indirect customers, public authorities, ACCREDIA), regarding the services provided by the Organization and, in general, its operations; Appeal: formal appeal, by Subjects having specific cause, against decisions taken or assessments expressed or certifications issued by the Body;

Final Inspection Report: Document certifying the outcome of an inspection activity on a single component and/or vehicle required by a Regulation or Directive or by applicable and current standards. The terminology and definitions used in the documentation supporting the performance of the activities comply with the contents of the documents referred to in point 3 of this Regulation.

5. PRINCIPLES OF INDEPENDENCE, IMPARTIALITY AND TRANSPARENCY

The organizational structure of GreenKar Technical Service Srl, its employees, and the assigned inspectors operate under conditions that ensure the autonomy, independence, and impartiality of the judgments made during inspection activities. Should conflicts of interest be identified that cannot be eliminated or adequately managed, and that could compromise the objectivity of the assessments, the Inspection Body will refrain from carrying out the relevant inspection activities.

Access to inspection services is guaranteed, under equal conditions, to all interested public and private entities. There is no discrimination based on the size of the applicant, membership in associations or organizations, or the number of products inspected. Only entities subject to legal provisions that limit or prevent their access to the services are excluded.

To ensure fairness and transparency in conducting inspections, GreenKar Technical Service Srl adopts specific commitments and codes of conduct. Management and technical personnel are required to operate without being subjected to undue pressure, internal or external, commercial, financial, or otherwise, that could influence their activities or their results. Personnel involved in inspections may not participate in activities that could compromise, even potentially, trust in their independence, impartiality, and professional integrity. The Organization does not conduct inspections on assets owned or otherwise available to it, nor on assets for which it or its personnel have performed design, consulting, marketing, or technical assistance activities. GreenKar Technical Service Srl also refrains from any other activity that could compromise the reliability, impartiality, or credibility of its work.

6. RESPONSIBILITY

This Regulation defines the respective responsibilities and obligations of the Applicant and GreenKar Technical Service Srl, necessary to ensure the proper performance of the individual phases of the verification activities, in compliance with the methods and timeframes indicated in the following paragraphs and in the contractual documents signed by the Parties.

7. APPLICANT’S COMMITMENTS

The Applicant shall make available to GreenKar Technical Service Srl, when required, technical personnel, tools and equipment accompanied by valid LAT calibration certificates, also ensuring the necessary collaboration with GreenKar Technical Service Srl representatives during all phases of the verification activity described in point 9. The Applicant accepts the requirements and provisions established by this Regulation and undertakes to communicate its contents to all parties involved, ensuring compliance. In particular, the Applicant undertakes to:

make all requested documents and information available to GreenKar Technical Service Srl staff, ensuring their completeness and accuracy, so that verification activities can be correctly planned and executed;
arrange any permits and authorizations necessary to allow the personnel appointed by GreenKar Technical Service Srl to access the sites concerned in safe conditions and to correctly carry out the required checks, even when such personnel are supported by representatives of the relevant bodies (Authorities and Accreditation Body), inspectors in support or in training, or by other individuals present as Observers;
promptly communicate to GreenKar Technical Service Srl any changes to the data provided or any inaccuracies found in previous communications, in order to allow the Inspection Body to guarantee the regular execution and successful outcome of the checks;
Accept that the activities covered by the contract signed with GreenKar Technical Service Srl may be carried out in the presence of personnel from the designated bodies (Authorities and Accreditation Body) or other parties acting as Observers. Failure to accept such presence will result in the interruption of the inspection process.

7.1 INFORMATION DOCUMENTATION

The Applicant must send GreenKar Technical Service Srl all the technical and administrative documentation necessary to enable the forwarding of the approval request to the competent Authority, in accordance with the regulations in force in the Automotive sector. This documentation includes, by way of example, the information document containing the characteristics and drawings, the technical reports, the minutes and/or certifications regarding the components and systems installed, as well as any further document requested that does not fall within the remit of GreenKar Technical Service Srl. The documentation can also be sent in electronic format.

7.2 INFORMATION DOCUMENT

In compliance with the requirements set out in the annexes of the individual Directives and Regulations referred to in point 3, the Applicant must provide the information document containing the information relating to the component and/or vehicle, prepared in accordance with the methods established by the legislation in force on the matter. The information document can be transmitted in electronic format.

7.3 PRODUCT PROTOTYPE

The Applicant must prepare a Type representative of the component and/or vehicle subject to the application, built in compliance with the information document, so that GreenKar Technical Service Srl can carry out the checks, measurements and tests deemed necessary to verify the compliance of the component and/or vehicle with the requirements established by the applicable Directives and Regulations. The Applicant must also issue or procure the necessary authorisations and permits to allow GreenKar Technical Service Srl representatives to access the location where the prototype to be inspected is located.

8. COMMITMENTS OF THE INSPECTION BODY

GreenKar Technical Service Srl undertakes to provide the necessary resources and to plan and execute the inspection activities in accordance with the quotation. GreenKar Technical Service Srl also guarantees the presence of adequate insurance coverage for the risks that may arise for the Applicant from carrying out the evaluation activities of the components and/or vehicles and related prototypes governed by this Regulation.

GreenKar Technical Service Srl cannot be held responsible for any failure to fulfill obligations arising from circumstances that were objectively unforeseeable at the time of acceptance of the assignment given by the Applicant for the performance of the inspection activities.

Likewise, GreenKar Technical Service Srl cannot be held responsible for failure to comply with the agreed deadlines if such delay is attributable to the Applicant or results from the latter’s failure to comply with the commitments undertaken pursuant to point 7 of this Regulation.

GreenKar Technical Service Srl undertakes to promptly inform the Applicant in the event of revocation, suspension, or waiver of

the accreditations issued by the competent Authorities and required to carry out the inspection activities governed by this Regulation. In such circumstances, the Applicant may withdraw from the contract signed with the Inspection Body, which cannot be held liable for any breaches resulting from such events.

Finally, GreenKar Technical Service Srl allows the Approval Authority, if it deems it appropriate, to attend the performance of activities relating to the inspection body designated as the Technical Service.

9. INSPECTION PROCEDURE

The inspection process carried out by GreenKar Technical Service Srl includes the phases described in the following paragraphs and is conducted in compliance with the requirements contained in the applicable Directives and Regulations. Each phase is carried out according to the internal procedures and regulations adopted by GreenKar Technical Service Srl. These documents can be consulted by the Applicant at the headquarters of the Inspection Body, limited to the aspects relating to the sector affected by the inspection.

9.1. ACCESS TO INSPECTION SERVICES

To access the component and/or vehicle evaluation services provided by GreenKar Technical Service Srl, the Applicant must submit a request for quotation in written or verbal/telephone form.

9.2. REVIEW OF THE REQUEST AND SENDING OF THE OFFER

The Technical Manager (TM) or Deputy Technical Manager (DTM) verifies that the request submitted by the Applicant has been completed correctly and contains all necessary information. If the request is incomplete, GreenKar Technical Service Srl will request the missing information, possibly by written communication. Following review of the request, GreenKar Technical Service Srl will send the applicant a quote for the requested services. In addition to the cost of the inspection services, the quote will include the expected timeframe and applicable regulatory references for the tests to be performed.

9.3. START OF THE INSPECTION PROCESS AND ACCEPTANCE OF THE OFFER

Acceptance of the offer determines the completion of the contract relating to the requested inspection activities. The personnel appointed by GreenKar Technical Service Srl will inform the Applicant of the procedures for carrying out the activities, the inspection timeframe, and the names of the inspector(s) assigned. The Applicant will also communicate the location where the activities will be carried out and any laboratories used.

The Applicant may reject the names provided within three working days, providing adequate written reasons. If these reasons are found to be well-founded, GreenKar Technical Service Srl will assign a new assignment and communicate the names of the new designated inspectors to the Applicant.

9.4. DOCUMENT VERIFICATION

The first phase of the inspection process consists in examining the documentation relating to the component and/or vehicle, prepared by the Applicant pursuant to point 7.1. The inspector appointed by GreenKar Technical Service Srl examines the documents contained in the information documentation, such as, for example, the information document, drawings, technical data sheets and certifications, in order to verify their completeness and compliance with the applicable requirements.

9.5. RESULT OF THE DOCUMENTARY VERIFICATION

At the end of the document review, GreenKar Technical Service Srl assesses the suitability of the submitted documentation for the

purpose of continuing the inspection process. If the documentation is complete and compliant with the applicable requirements, the document check is considered passed and the component and/or vehicle can proceed to the next phase of the inspection process, which involves carrying out inspections and tests. However, if the documentation contains deficiencies, incompleteness, or unmet requirements, the document review is considered unsuccessful. In this case, GreenKar Technical Service Srl will notify the applicant in writing, specifying the reasons for the refusal.

Following this notification, the Applicant may choose to update the documentation or cancel the process. In the latter case, the cancellation must be communicated in writing to GreenKar Technical Service Srl and will result in the closure of the inspection process and the charging of fees for the activities already performed.

If the Applicant decides to continue the process, they must submit new information to GreenKar Technical Service Srl, which will be subjected to a complete re-document review. The documentation review will be charged through an additional fee to the offer already issued.

9.6. FUNCTIONAL EVALUATION – FIELD INSPECTION

The component and/or vehicle evaluation is performed at the manufacturer’s premises or at a laboratory chosen by the applicant. If the tests are performed at a laboratory, the latter must be accredited according to the UNI CEI EN ISO/IEC 17025 standard or recognized by GreenKar Technical Service Srl.

The checks required to complete the evaluation process include examining a representative specimen of the “Type” requested, to verify its correspondence with what is declared in the information documentation. GreenKar Technical Service Srl performs the necessary checks, measurements, and tests to ensure that the solutions adopted meet the requirements of the applicable Directives and/or Regulations and the related testing provisions. At the end of the inspection activities, GreenKar Technical Service Srl reports the results obtained in the Inspection Report, depending on the type of activity performed.

9.7. REPEATING THE TESTS

If the test results show that the component and/or vehicle does not meet the applicable requirements, GreenKar Technical Service Srl issues the Final Inspection Report with a negative result and informs the Applicant accordingly in writing. When it becomes necessary to repeat the tests, due to negative results or to verify the modifications made by the Applicant to the prototype, GreenKar Technical Service Srl will apply the same foreseen amounts or will evaluate the issuance of a new specific offer.

9.8. ISSUANCE OF FINAL INSPECTION DOCUMENTATION

Upon completion of the activities envisaged in the offer and any repeated tests agreed upon with the Applicant, GreenKar Technical Service Srl issues the final technical documentation, consisting of the Final or Partial Inspection Report, depending on the type of activity performed.

9.9. PRESERVATION OF INSPECTION DOCUMENTATION

GreenKar Technical Service Srl and the Applicant undertake to retain a copy of the documentation relating to the activities carried out for a period of ten years, unless the legislation or other applicable legislative documents provide for a different retention period.

9.10. COMPLETION OF THE INSPECTION ACTIVITY AND DEROGATIONS FROM THE TIMES INDICATED IN THE OFFER GreenKar Technical Service Srl cannot be held responsible for failure to meet the deadlines indicated in the offer if, during the document review or functional assessment, problems arise whose resolution falls under the sole responsibility of the Applicant. If, during the inspection, one or more requirements set forth by the applicable legislation or criteria are found not to be met, the

activity will be terminated with a negative outcome. Based on the Applicant’s wishes, the subsequent procedure will be as set forth in point 9.7.

10. COMPLAINTS AND APPEALS

GreenKar Technical Service Srl examines all complaints submitted in writing by Applicants or other interested parties. Complaints submitted verbally or by telephone will be considered as long as they are not anonymous and are subsequently formalized in writing. Anonymous complaints will not be considered.

For each complaint received, the Inspection Body confirms receipt to the complainant via email within five working days. The complaint is identified and recorded in a special register, then reviewed by the Quality Manager with the support of personnel competent in the relevant field, provided they are not involved in the events that gave rise to the complaint.

The analysis is aimed at verifying the availability of all the information necessary to assess the validity of the complaint and proceed with its management.

If the complaint is found to be unfounded, GreenKar Technical Service Srl will notify the complainant in writing, indicating the reasons that led to this conclusion.

If the complaint is found to be well-founded, the following procedures are followed:

If the complaint directly concerns the work of GreenKar Technical Service Srl, the reported facts and related documentary evidence are examined, as well as any deficiencies in the inspectors’ technical, procedural, and ethical practices. Based on the analysis results, where required and applicable, necessary corrections are first adopted to eliminate, where possible, or at least minimize the negative consequences for the complainant. Subsequently, once the causes of the deficiencies that gave rise to the complaint have been identified, appropriate corrective actions are taken.
If the complaint arises from the unsuitability of an inspected item, a complete review of the related file is conducted. The Inspection Body verifies the accuracy of the work performed, with particular reference to the methods applied, the tools employed, the inspection procedures, and the reporting of the results. If the review reveals deficiencies in the work of GreenKar Technical Service Srl, the procedure described in the previous letter a) will be followed. If, however, it emerges that the unsuitability of the item is attributable to causes other than the work of GreenKar Technical Service Srl, the Inspection Body will communicate to the Customer in writing the assessments made during the review of the file;
If the complaint concerns aspects related to the impartiality of the Inspection Body, it is brought to the attention of the Top Management, which evaluates the actions to be taken to eliminate the identified threat.

The activities referred to in points i. and ii. are carried out by specifically assigned personnel, under the supervision of the Quality Manager. Upon written request from the complainant, GreenKar Technical Service Srl will provide information on the progress of the complaint management.

Upon completion of the process, GreenKar Technical Service Srl will communicate the outcome of the complaint management process to the complainant in writing within thirty days of receiving the complaint. GreenKar Technical Service Srl will also evaluate, together with the complainant and other parties involved, whether to disclose the content of the complaint and its resolution, and, if so, to what extent.

Appeals filed against decisions adopted or actions performed by the Inspection Body are handled according to the procedures indicated below. Filing an appeal does not suspend the effectiveness of the contested decision or action until the relevant proceedings have been concluded. The appeal must be submitted by registered letter with acknowledgement of receipt or certified email within fifteen working days of notification of the contested act.

GreenKar Technical Service Srl will confirm receipt and processing of the appeal in writing within five business days. The same communication will also indicate the names of the persons responsible for reviewing it. Upon the appellant’s request, GreenKar Technical Service Srl will also provide information on the progress of the appeal. After making the necessary distinctions, appeals are processed according to procedures similar to those established for complaints management. Management begins with a review of the merits and admissibility of the appeal, conducted by the relevant Technical Manager, provided they are not involved in the facts and decisions being appealed, with the assistance of the Quality Manager. The process must ensure that any similar cases previously examined are adequately considered, that all management phases are correctly recorded, and that applicable corrections and corrective actions are identified and proposed.

Final decisions are formulated, reviewed, and approved by a Commission composed of the Technical Manager responsible for the activity in question, the Director, and the Sole Administrator. GreenKar Technical Service Srl will complete the appeal process and communicate the outcome to the appellant via certified email or email within three months of the appeal filing date.

11. LITIGATION

Any dispute that may arise between the Parties in relation to the interpretation, implementation, execution, validity or effectiveness of the inspection activities carried out, shall be subject to the exclusive jurisdiction of the Court of Rome.

12. CONFIDENTIALITY AND DATA PROTECTION

Carrying out the activities entrusted to GreenKar Technical Service Srl requires the examination of data and documents that may contain sensitive elements of the company’s know-how and/or information subject to the Applicant’s confidentiality protection.

To ensure adequate protection, GreenKar Technical Service Srl operates in compliance with Regulation (EU) 2016/679 – General Data Protection Regulation and adopts appropriate measures to protect the data and information acquired during verification activities.

GreenKar Technical Service Srl does not disclose such data and information, except as required or required by law. In such circumstances, it will request the interested party’s consent or provide them with specific written information.

The obligation of confidentiality extends to all internal and external personnel involved in the activities governed by this Regulation. GreenKar Technical Service Srl also adopts appropriate measures to control, manage, and store information processed using IT tools, including to protect its customers’ intellectual property rights.

The Applicant expressly authorizes GreenKar Technical Service Srl, ACCREDIA and, where applicable, the approval Authority referred to in paragraph 8 to access the information and documents relating to the activities carried out, exclusively for the performance of the checks and controls required by the applicable standards.

13. CHANGES TO THE REGULATION

The ongoing evolution of the regulations and legislation applicable to the activities governed by this Regulation may make it necessary to update one or more paragraphs thereof. GreenKar Technical Service Srl makes the current version of the Regulation available on its website and at its headquarters or, upon request of the Customer, transmits a copy in electronic format.

The Applicant undertakes to comply with the new conditions introduced by the Regulation, as set out in point 1. The update of the Regulation does not, in itself, constitute just cause for withdrawal from the contract signed with GreenKar Technical Service Srl When a new revision of the Regulations is issued, GreenKar Technical Service Srl will inform Customers with whom it already has an existing contract, recognizing their right to withdraw if they believe the introduced changes are disadvantageous.

14. ECONOMIC AND CONTRACTUAL CONDITIONS

https://greenkar-technicalservice.it/, apply.

15. WITHDRAWAL AND SUSPENSION

https://greenkar-technicalservice.it/, apply.

16. USE OF THE ACCREDIA MARK

The use of the Accredia trademark is governed by the provisions of the current Accredia regulation, RG-09. The Client is expressly prohibited from using the ACCREDIA trademark in any form or manner.