Terms & Conditions of Hire Please read this document carefully as it provides important information about your booking and rental, including what to bring with you when you pick up your vehicle and your responsibilities. These Terms and conditions form part of a legally binding contract and apply to any Hire Agreement between Don Valley Motorhomes (hereinafter referred to as The Owner) and the individual signing this document (hereinafter referred to as The Hirer). By signing this document, The Hirer accepts these terms and conditions and confirms that they will be complied with in full. If there is anything you do not understand or do not agree with, please ask for clarification. 1.0 Basis of contract The Contract is based on the following documents: I. Booking Request II. Booking Confirmation III. Terms and Conditions of Hire IV. Vehicle Handover Checklist / Vehicle Condition Report V. Rental Agreement The Contract comes into effect when The Owner receives payment of The Hirers Booking Deposit. By entering in to the Contract, The Hirer agrees to: I. Hire the Vehicle for the Hire Period. II. Pay the Hire Charges, in addition to any charges for the extension of the Rental Period and the purchase of Optional Extras where applicable. III. Pay relevant charges for; administration, theft and damage tolls, parking, traffic or other fines or charges, reasonable court costs and / or any other reasonable charges, in the circumstances set out within these Terms and Conditions. We reserve the right to amend these Terms and Conditions from time to time, giving the Hirer not less than thirty days prior written notice. 2.0 Booking and Payment 2.1 Initial Deposit A Deposit of £250 per hire is required to confirm your booking. The Booking Deposit is normally non-refundable (see 3.0 Availability for exceptions). 2.2 Hire Charge / Optional Extras The Hire Charge is the cost of The Vehicle and included equipment. Optional Extras will be added to the Hire Charge and payable at the same time as the Hire Charge. The Booking Deposit will be deducted from the balance due. The balance of the Hire Charge and Optional Extras is payable 6 weeks prior to the start date of the Hire Period, or at the time of booking if less than 6 weeks from the start of the Hire Period. 2.3 Security Deposit A refundable Security Deposit of £1,000 is payable 7 days prior to the commencement of the Hire Period. This deposit covers the potential for loss or damage whether it be negligent, wilful, accidental or otherwise to The Vehicle, fixtures, fittings and equipment therein. The Security Deposit will normally be returned within 7 days from the end of the Hire Period subject to The Vehicle being returned in the same condition as it was provided at the start of the Hire Period (See 8.0 Consequential Charges). 2.4 Payment All payments will be in £ Sterling unless agreed otherwise and made by bank transfer to the following account: Royal Bank of Scotland, 21 Market Place, Inverurie, AB51 3PU Account Name: Don Valley Motorhomes Sort Code: 83-23-12 Account No.: 00278319 3.0 Availability From the point The Hirer completes the Reservation by paying the deposit, The Owner agrees to use all reasonable efforts to make the vehicle that The Hirer has selected available for the Rental Period. If, due to circumstances outwith The Owner’s reasonable control the selected vehicle is not available, The Owner will make reasonable efforts to provide an alternative vehicle of equivalent similar specification. If an alternative vehicle is not available or if The Hirer does not wish to accept the vehicle offered, The Hirer will be entitled to a full refund of all payments made. The Owner’s liability will be limited to the refund and The Owner shall not be responsible or liable for any additional or consequential costs associated with The Vehicle not being available. It is recommended that The Hirer take out separate insurance to cover such eventualities. 4.0 Cancellation Cancellation must be notified in writing. If notification of cancellation is received more than 4 weeks before the start of the Hire Period, the Hire Charge plus Optional Extras will be refunded, less the £250 Booking Deposit. If notification of cancellation is received less than 4 weeks but more than 2 weeks before the start of the Hire Period, 50% of the Hire Charge plus 100% of any Optional Extras will be refunded. If notification of cancellation is received less than 2 weeks before the start of the Hire Period, no refund will normally be made. In all cases, The Owner will endeavour to rehire The Vehicle and, if successful, The Hirer will receive a full refund of the Hire Charge plus any Optional Extras less the initial £250 deposit. 5.0 Collection Unless otherwise agreed, or due to circumstances beyond The Owner’s control, The Vehicle will be available for collection at 14:00 on the first day of the Hire Period. Please allow 1 hour for the Handover, to demonstrate the various functions within The Vehicle and conduct a joint inspection. By taking possession of the keys to the Vehicle, The Hirer agrees with the vehicle condition set out in the Vehicle Condition Report, that the Inventory is accurate and agrees to return The Vehicle in the same condition, allowing for fair and reasonable wear and tear. We will need to see the original photocard driving licence of every Named Driver prior to handing over The Vehicle. The Owner retains the right not to hand over The Vehicle to any person who, in the reasonable opinion of The Owner, is not suitable to hire The Vehicle. Should such an instance occur The Hirer shall not be entitled to any refund. 6.0 Return The agreed collection / return times and location(s) form part of The Contract between The Hirer and The Owner. The Hirer will be liable for additional charges of £100 for every full and part hour that the vehicle is late, plus any additional costs that may be incurred by The Owner. The Owner must be notified in advance of any potential late returns as this may invalidate the insurance and render The Hirer liable for all loses howsoever sustained, including claims by third parties. The Vehicle Return time is specified in the Booking Confirmation and is the time it is returned to The Owner, in the same condition as it was provided at the start of the Hire Period, emptied of The Hirer’s personal possessions. The return process will also include a full joint inspection of The Vehicle and Inventory. The Hirer and The Owner shall sign the Vehicle Condition Report plus Inventory List with any damage and / or shortages noted. The Owner has a further 24 hour grace period to note any missing or damaged items not highlighted during the joint inspection. Where this is the case, The Hirer will be notified immediately. The Hirer will not be entitled to any refund of the Hire Charge for early return. 7.0 The Hirer’s Responsibilities The Hirer shall be responsible for; I. Looking after The Vehicle, The Vehicle Keys, Fixtures, Fittings and Inventory at all times. II. Ensuring that any Additional Drivers are aware of and comply with the Terms and Conditions of the Contract. III. The cost of recovery of The Vehicle if it has become bogged or stuck. IV. All fines and costs (including court costs) for parking, traffic, tolls, or any other offence relating to The Vehicle during the Hire Period. V. All costs associated with running out of fuel and / or incorrect fuelling. VI. Al costs associated with damage to The Vehicle, Fixtures, Fittings and Inventory, inside or out. VII. Advising The Owner as soon as practically possible of any accidents, damage or faults with The Vehicle, Fixtures, Fittings and Inventory. VIII. All costs associated with driving The Vehicle with insufficient engine oil and / or coolant or ignoring warning lights. The Hirer shall not: I. Allow The Vehicle to be driven by anyone other than the Named Drivers on the Booking Acceptance. II. Drive, or allow any other person to drive, The Vehicle while under the influence of alcohol or drugs. III. Carry more passengers than the seat belt capacity of The Vehicle. IV. Sell, rent or dispose of The Vehicle or any of its parts. V. Give anyone any legal rights over The Vehicle. VI. Let anyone work on The Vehicle without The Owners permission (see 10.0 Accidents and Mechanical Breakdown for exceptions). VII. Modify or let anyone else modify The Vehicle. VIII. Use The Vehicle for any illegal purpose. IX. Use The Vehicle for hire or reward. X. Use The Vehicle for racing, pacemaking, testing The Vehicle reliability and speed or teaching someone to drive. XI. Use The Vehicle for towing. XII. Add a roof box or awning. XIII. Take The Vehicle to any Festivals of any nature unless prior written permission has been granted by The Owner. XIV. Overload The Vehicle. XV. Carry goods of an explosive, dangerous or hazardous nature goods or goods that may cause damage to The Vehicle with the exception of the onboard gas bottle(s). 8.0 Consequential Charges Should there be any damage or requirement for any repair, replacement or additional charges beyond reasonable wear and tear incurred during the Hire Period the associated costs will be deducted from the Security Deposit prior to the balance being returned to The Hirer. The Hirer irrevocably authorises The Owner to deduct from the Security Deposit any amounts due arising out of this Agreement. The Owner reserves the right to retain the Security Deposit for such a period as is necessary to fully quantify the costs or charges which are to be deducted. Should the Security Deposit be insufficient to cover the cost of any repair / replacement The Hirer hereby agrees to reimburse any additional documented shortfall not covered by Insurance to The Owner. The Hirer may incur additional charges during the course of the Hire Period as follows: Insurance Excess or cost in the case of any claim due to loss or damage Up to £1,000 i.e. Up to total of Security Deposit Un-emptied toilet cassette £50 Un-emptied waste water tank £50 Refuelling service charge in addition to the cost of the fuel if The Vehicle is not returned with a full tank of fuel £50 Returned empty gas bottles £30 Missing gas bottle Replacement cost + 10% Late return charges £100 for every full and part hour that the vehicle is late. Plus any additional costs that may be incurred by The Owner. Where the vehicle needs more than The Owners standard valeting / cleaning regime to restore The Vehicle to its pre-hire condition. £50 or Documented Third Party cost +10% at owners discretion. 9.0 Insurance Comprehensive Commercial Vehicle Insurance for Self-Drive hire is included in the Hire Charge for the first Named Driver on the Booking Confirmation for the Hire Period only. The Vehicle must not be taken outwith the United Kingdom of Great Britain & Northern Ireland the Isle of Man and the Channel Islands unless The Owner has issued prior written permission to do so. Additional Named Drivers and geographic locations may be included, subject to approval by The Owner. The Hirer agrees to be bound by any additional terms and conditions of the Insurance Policy which extend beyond those contained in this document. Prior to the commencement of any hire, copies of the following documents must be provided for each driver to comply with the requirements of our insurers: 9.1 The driving licence of the hirer and any other permitted driver We will need to see the original photocard driving licence of every Named Driver prior to handing over The Vehicle. Throughout the Hire Period, drivers: I. Must not be under the age of 23 or over 75 years of age during the hire period. II. Must have held a full UK or EU licence for a minimum of two years (unless agreed by insurer). III. Must not had their licence suspended for any period within the last three years IV. Must not have been involved in more than one fault incident within the last three years V. Must not have had more than two convictions with a maximum of 3 points per conviction. VI. Must not have obtained a BA,DD or UT conviction. 9.2 Online DVLA Check Result / Print Out A Driving Licence ‘Check Code’ must be provided by The Hirer for each proposed Named Driver. 9.3 Hirer Proof of Address Two separate Utility Bills (Mobile Phone Bills cannot be accepted) which must be dated within 90 days of the hire start date that state the Hirer’s address details. 9.4 Deposit A deposit must be paid by a clear and traceable means such as a bank transfer. 9.5 Duration of Cover The insured vehicle shall only be released on hire to a person who has signed and completed a rental agreement for each period of hire. 9.6 Specific Exclusions The Insured vehicle shall not be used for the carriage of goods of an explosive, dangerous or hazardous nature or for the carriage of goods or passengers for hire and reward or any other form of profit or remuneration. If any of the conditions above are not met, or any of the documents are not available, or are found to be unacceptable prior to, or on arrival to collect The Vehicle, The Vehicle cannot be released for hire and The Hirer will not be entitled to any refund. The Owner must be notified in advance of any potential late returns as this may invalidate the insurance and render The Hirer liable for all loses howsoever sustained including claims by third parties It will be at the sole discretion of The Owner whether to initiate an insurance claim or deduct the cost of any damage from The Hirers Security Deposit. Please note; Failure to provide accurate information may invalidate the insurance and render The Hirer liable for all loses howsoever sustained including claims by third parties. 10.0 Accidents and Mechanical Breakdown In the event that The Vehicle is involved in an accident, is damaged, breaks down or requires repair or salvage, regardless of cause The Hirer shall notify The Owner as soon as practically possible on the contact number provided. 10.1 Accidents In the event of an accident The Hirer shall: I. Stop as soon as possible in a safe place. II. If anyone has been injured, call the police and ambulance service. III. Obtain the names, addresses, vehicle registration number and insurance details of any third parties involved plus names and contact details of any witnesses (and the name and address of anyone who is injured, or suggesting they have been injured if possible). IV. If any third party refuses to provide these details, report the event to the nearest police station. V. Provide any third party involved with The Named Driver’s name, address and The Vehicle Insurance details. VI. Obtain the name, number and constabulary of any police officer who attends the accident. VII. Not make any admission of liability to other parties, settlement offer or other like offer. VIII. Take photographs and make a sketch of the direction of travel and final position of each vehicle. IX. Provide reasonable assistance to The Owner in handling any claim arising from any event, including providing all relevant information and attending Court to give evidence. 10.2 MECHANICAL BREAKDOWN Breakdown Cover is provided for The Vehicle. The Breakdown Cover does not cover the following and any and all associated costs will be the responsibility of The Hirer: I. The Vehicle running out of fuel or breakdown caused by being incorrectly fuelled. II. The Vehicle is unable to be accessed due to a lock out or the keys being lost. III. Flat batteries caused by incorrect usage of the batteries and / or incorrect usage of any equipment that requires the batteries in order to operate. IV. Flat tyres, however caused. V. The Vehicle is unattended at the time the Breakdown Cover Representative arrives at the breakdown location. VI. The Vehicle is not on a public or formed road or is trapped or bogged. VII. Call-out charges for non-mechanical faults. The Hirer shall not arrange or undertake any repairs or salvage without the explicit authority of The Owner except to the extent that repairs or salvage are necessary to prevent injury or prevent further damage to The Vehicle or other property. 11.0 Pets The acceptance of any pets in The Vehicle will be by agreement with The Owner. 12.0 Smoking Smoking and Vapourisers (Vaporizers) are strictly prohibited in The Vehicle. The Hirer will be fully liable for any damage or smoke contamination caused to The Vehicle, fixtures, fittings or equipment caused by smoking or vapeing. 13.0 Gas Two 6kg Calor gas methane bottles will be supplied; one full gas bottle and one partially full. Subsequent refills are the responsibility of The Hirer during the Hire Period. The Hirer is responsible for ensuring that The Vehicle is returned with one full gas bottle and one partially full gas bottle of the same size and type. 14.0 Drinking Water The Owner has no control over the cleanliness of water supplies at campsites and by implication that of the water in The Vehicle clean water storage system. This will be drained and replenished during The Vehicle Turnaround, but should not be considered suitable for drinking. ? 15.0 Parking The Owner will provide parking for one vehicle during the Hire Period if required. While reasonable care will be taken, The Owner cannot accept any liability for loss or damage to The Hirers vehicle or contents. 16.0 Release and Indemnity The Owners liability in the event of any loss, damage or mechanical breakdown extends only to a refund of a portion of the Hire Charge for any full days that The Hirer is unable to use The Vehicle due to mechanical breakdown that was not attributable to the actions or inactions of The Hirer. Subject to its obligation to deliver The Vehicle, The Hirer releases The Owner, its employees and agents, from any other liability to The Hirer (regardless of who is at fault) for all other loss or damage incurred by The Hirer by reason of this Agreement, including but not limited to: I. Out of pocket expenses, accommodation charges, travel costs, meals or any consequential costs resulting from any loss, damage or mechanical breakdown II. Any loss or damage to The Hirer’s property left in or on The Vehicle, or on The Owners premises. III. Subject to any insurance arrangements agreed with The Owner, The Hirer hereby indemnifies and shall keep indemnified The Owner, its employees and agents against any claims, demands and expenses (including legal costs) incurred or sustained by The Hirer by reason of hiring The Vehicle. 17.0 Personal Data During the Booking Process, The Owner will collect personal data such as names, addresses, driving licence numbers, etc. for the sole purpose of administering The Contract for hiring The Vehicle. The Hirer and other Named Drivers identity may be shared with The Owners Insurers if requested. The Owner will not share or sell any personal data with any other company or individual. 18.0 Governing Law These Terms and Conditions, any Agreement and any conflict which may arise from then shall be governed by the laws of Scotland.