0800 731 4378Conditions of Hire & Cancellation Policy
1. Application - These conditions apply whether a contract has been made verbally or in writing. The hirer acts on behalf of all the passengers travelling in the vehicles. If the hirer is a Company, group or partnership, an individual must be named as a responsible person. The hirer is responsible for the actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party. The company will only accept instructions from the hirer and if the hirer is not travelling with the party, a representative must be chosen and the company informed prior to hire taking place.2. Quotations - Quotations are given on the basis of the most direct route and on the information provided by the hirer. The route will be at the discretion of the Company unless it has been particularly specified by the hirer in which case it will be clearly shown on the confirmation. All parking fees will be the responsibility of the hirer unless otherwise specified. All quotations are given subject to availability at the time the hirer accepts the quotation.
3. Use of Vehicle - The hirer cannot assume the use of the vehicle between outward and return journeys, nor that it will remain at the destination for the hirer’s use unless this has been agreed with the Company in advance. Any variation in hire details can involve significant cost increases, e.g. the need to dispatch a relief driver in order to comply with legal work limitations or the securing of another vehicle and driver if a later than scheduled return affects other work to which your coach and/or driver was assigned.
4. Route & Time Variation - The Company reserves the right to levy additional charges for additional mileage and time, to that agreed. The charges will be pro-rata to the cost of the original hire. The vehicle will depart at times agreed by the hirer, and it is the responsibility of the hirer to account for all passengers at those times. The Company will not accept liability for any losses incurred by passengers who fail to follow instructions given by the hirer.
5. Drivers’ Hours - The hours of operation for the driver are regulated by law and the hirer accepts the responsibility of ensuring the hire keeps to the hours and times agreed by the Company. Neither the hirer nor any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur the hirer, will be responsible for any additional costs incurred unless it is outside the control of the hirer. Any additional costs will be as in condition 4.
6. Seating Capacity - The Company will at the time of booking, agree and specify the legal seating capacity of the vehicle to be supplied. The hirer must not load the vehicle beyond this capacity.
7. Vehicle Facilities - The company will, at the time of booking, agree and specify the facilities on board the vehicle you are hiring. These facilities will also be detailed on your confirmation. It is the hirer’s responsibility to check the details and inform the Company if they are not correct. Whilst the company will endeavor to ensure that all facilities are in working order on every vehicle if a breakdown should occur with any of the facilities i.e. fridge, toilet, PA system etc., the company’s liability is limited to £10.00 per facility.
8. Conveyance of Animals - On a private hire no animals (other than guide and hearing dogs notified to Company in advance), may be carried on any vehicle without prior written agreement with the Company.
9. Confirmation - Normally written confirmation by the company is the only basis for the acceptance of a hiring or for a subsequent alteration to its terms.
10. Payment - The hirer is responsible to pay any deposit and the full hire cost when due. If you fail to make due payments we are entitled to either terminate the contract or take legal action to enforce payment. The company reserves the right to add interest at the rate of 2% per annum above the base rate of Barclays Bank, calculated on a daily basis, from the date by which payment should have been made.
11. Cancellation by Hirer - If the hirer wishes to cancel any agreement the following scale of charges will apply in relation to the total hire charge: Up to 14 days prior to hire – 10% charge. Up to 7 days prior to hire – 25% charge. Between 168 hours & 48 hours prior to hire – 50% charge. Less than 48 hours prior to hire – 100% charge. All non-recoverable costs incurred by the company including, but not limited to, event tickets, parking charges, airport fees, ferry or Le Shuttle bookings, accommodation and third party services which have already been purchased by the Company at the request of the hirer or to facilitate the hire, will be charged to the hirer. The Company reserves the right to invoke cancellation charges due to inclement weather conditions as in the above.
12. Cancellation by the Company - In the event of an emergency, riot, civil commotion, strike, lock out, stoppage or restraint of labour or on the happening of any event over which the Company has no control (including adverse weather and road conditions) or in the event of the hirer taking action to vary agreed conditions unilaterally, the Company may, by returning all money paid and without further or other liability, cancel the contract.
13. Vehicle to be provided - The Company reserves the right to provide a larger vehicle than that specified at no additional charge unless any extra seats are used, in which case an additional pro rata charge will be made to the hire charge. The Company reserves the right to substitute another vehicle (including those of other operators) or ancillary facilities for all or part of the hiring subject to such substitutes being at least equivalent quality.
14. Breakdown and Delays - The Company gives advice on journey time in good faith. However, as a result of traffic congestion or breakdown, or other events beyond reasonable control of the Company, journeys may be longer than predicted and in these circumstances, the Company will not be liable for any loss or inconvenience suffered by the hirer as a result.
15. Agency Agreements - Where the Company hires in vehicles from other operators at the request of the hirer and where the Company arranges ancillary facilities such as ferries, parking, permits etc. or any other services provided by another supplier, it does so as an agent for and on behalf of the hirer. Any terms and conditions imposed by such other suppliers though the Company shall, insofar as they are supplied to the hirer, be binding on the hirer as if he had directly contracted such services and the hirer shall indemnify the Company against any loss, claim, damage or award in respect of a breach of such supplier’s terms and conditions brought about by the hirer’s action.
16. Package Travel Regulations - If the hirer organises other elements of a package in addition to the provision of transport, the hirer may be defined as a “organiser” or a “retailer” for the purposes of the Package Travel , Package Holidays, and Package Tour Regulations 1992 and as such may be required to comply with the provisions of those Regulations. In this instance, the Company cannot accept any liability that may be incurred for injury, losses or damage that it would otherwise accept under the terms of those regulations. The hirer therefore accepts responsibility for establishing whether they are so defined and the Company cannot accept liability for loss or damage incurred that should have been the responsibility of the hirer if the hirer was the legally defined organiser or retailer.
17. Passengers Property & Lost Property - All vehicles hired by the Company are subject to restrictions on carrying luggage for statutory safety reasons. The hirer accepts that the driver shall be sole judge as to whether and to what extent passengers property is carried. Large bulky items may not be able to be carried and the hirer should notify the Company in advance of such requirements. Whilst we take all reasonable care with passengers’ luggage and other items which passengers may bring on our coach, we do not accept responsibility for any loss or damage caused to these items whilst on the vehicle and therefore they are carried at owner’s risk. The Company accepts no responsibility for property or equipment left on the coach. Personal insurance of luggage and valuables is strongly recommend. All articles of lost property recovered from the vehicle will be held at the Company’s premises where the vehicle is based in accordance with regulations laid down by the Road Traffic Act 1960 and the Public Service Vehicles (Lost Property) Regulations 1995.
18. Conduct of Passengers -The driver is responsible for the safety of the vehicle at all times and as such may remove any passengers whose behavior prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These regulations set out certain rights and responsibilities on all parties and full details of these can be obtained from the Company on request. The hirer is responsible for any damage caused to the vehicle by any passenger for the duration of the hire . The Company reserves the right to charge for any additional cleaning due to, but not limited to, spillages, damage or illness caused by excessive behaviors by passengers at a rate commensurate with the level of cleaning to be conducted. Where a hire is to a sporting event, the hirer should be aware of the legal requirements relating to alcohol contained in the Sporting Events (Control of Alcohol) Act 1985 (as amended) and the conditions of entry to race courses as laid down by the Race Course Association Ltd. The Company will provide details of these restrictions on request.
19. Refreshments & Alcoholic Drinks - Food and drink (except confectionary), may not be consumed on the vehicle without prior written consent from the Company.
20. Notices - No bill, poster or notice to be displayed on any vehicle without the written consent of the Company.
21. Complaints - In the event of a complaint about the Company’s services the hirer should endeavor to seek a solution at the time by seeking assistance from the driver or from the Company. If this has not provided a remedy complaints should be submitted in writing and within 14 days of the termination date of the hire. The Company will acknowledge all complaints within 14 days and will normally reply fully within 28 days.
22. Surcharges - Once a confirmation has been issued to the hirer, providing there are 30 days prior to the departure date, the Company reserves the right to pass on increases in the cost of fuel, taxes imposed by the Governments of the UK and of other countries to be visited during the journey, road tolls, and foreign currency. No surcharges will be levied within 30 days of departure. On notification of such surcharges the hirer may cancel the booking subject to the scale of cancellation charges shown in paragraph 10. The liability of the Company will be limited to the cost of the hire and any ancillary services supplied.