Setters Farm RV Hire (Self Drive Contract) Terms & Conditions 1. Setters Farm RV Hire is a trading name of Setters Farm Partnership. 2. ‘We’ / ‘Us’/ ‘Our’ refers to Setters Farm RV Hire T/A Setters Farm Partnership 3. ‘Customer’ / ‘Hirer’ / ‘I’ means the person(s) nominated on the rental agreement under the heading ‘Hirers Name / Contact’. 4. ‘Vehicle’ means the vehicle stated on the rental agreement and shall include tyres, tools, accessories, living equipment and anything contained within or associated with. 5. ‘Extra’s’ refers to any extra equipment hired and as detailed within the rental agreement under the heading ‘Extra’s 6. Vehicle Usage During the rental of this vehicle I will not, and will not allow the vehicle to be: • Driven other than in a normal, cautious & prudent manner • Driven by persons other than stipulated on the hire agreement • Driven by persons under the influence of alcohol, illicit drugs or prescribed drugs that may affect your driving • Driven on anything other than bitumen or hard-made roads – do not drive this vehicle on grass, as the weight is too great and the vehicle may well become stranded. • Used for racing or on a race circuit • Used for towing • Used to carry passengers or goods for hire or reward • Used to carry more passengers than certified seats (maximum 8 passengers with belts) • Sub-Let • Damaged by submersion in water or contact with salt water • Left unlocked whilst vehicle is unoccupied • Left with the ignition key in the vehicle whilst unoccupied • Left unoccupied without the alarm set • Used to carry hazardous goods • Used in breach of any of my obligations under this agreement 7. Hire rates To Include: • VAT @ 20% • Unlimited Miles • UK Comprehensive insurance (1 Driver) • UK Breakdown cover 8. Drivers Age Limits: • Standard insurance (included) applicable to driver between the ages of 25-70 • We may be able to accept drivers between 23-25 & 70-75. This will need to be declared at time of booking and will be through special arrangements with our insurers – charges may apply and cover is not guaranteed Licences and driving competence demonstration: • All drivers must hold a valid UK license with a category of C1 or greater (eg. HGV, PSV) Page 1 of 7 Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex RH20 2LH Setters Farm RV Hire (Self Drive Contract) • All drivers must be able to demonstrate competent handling of the vehicle (3 point turn, drive through a width-limited gap and reverse into a confined space). This may be demonstrated on a separate visit prior to hire, or on the day of hire - but if the driver is unable to demonstrate their competence to drive the vehicle in confined spaces, they will not be permitted to leave with the vehicle. All drivers must be present at checkout of the motorhome • Identification: • Full, valid Driving license must be presented & registered to your current home address • Passport must also be presented • You must be able to produce 2 additional form of identification. Acceptable forms of ID are: Bank Statement, Utility Bill or letter from inland revenue – these must be dated with the last 90 days. • Non-UK drivers must present passports for all drivers / passengers at checkout. • For UK drivers we will need to perform a DVLA license check. For this you will need your photocard license and your national insurance number – this can be done up to 2 weeks prior to hire • Should any driver fail to present the correct documentation and identification on collection of the motorhome, or demonstrate their competence to drive, then we will not be able to release the motorhome. There are no exceptions to this and no refunds will be given • We are able to accept drivers with up to 3 penalty points (in last 5 years) under our standard insurance. Drivers with more than 3 points will have to be referred to our insurers – This will need to be declared at time of booking, charges may apply, cover is not guaranteed • We are able to accept drivers with up to 1 previous insurance claim within the last 5 years under our standard insurance. If you have more than this then we will have to refer this to our insurers – This will need to be declared at the time of booking, charges may apply, cover is not guaranteed • Driver Occupations – We are unable to insure anyone in the following occupation (be it full / part time) o Persons engaged wholly or partly in professional entertainment or professional sportspersons o Jockeys or persons connected with racing, gaming industry or press of any sort o Undergraduates and/or students under the age of 25 • Occupation must be declared at time of booking. Failure to disclose will render the agreement as void and the hirer shall be fully liable • Driver(s) will be personally liable for all legal penalties during the hire of the vehicle (e.g. Parking tickets, congestion charges, speeding fine, etc.) 9. Insurance • The vehicle is insured for damage to the vehicle and the property of a third party. • Our insurance does not cover personal insurance for the driver or passengers (Including death or bodily injury) • Our standard excess is £3,000 per claim (and not per hire) – this will increase for drivers who fall outside of our ‘standard’ insurance criteria • In the event of an accident (regardless of fault), the hirer shall be liable to pay the full £3,000 in respect of each and every claim. • Please note that windscreen & tyres are NOT covered under our insurance. The named hirer shall be responsible for any damage caused. Page 2 of 7 Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex RH20 2LH Setters Farm RV Hire (Self Drive Contract) 10. Responsibility in the event of an accident In the event of an accident, loss or damage to the vehicle the hirer will: • Notify Setters Farm RV Hire at the earliest opportunity and certainly within 24hrs of the incident • Obtain the names, addresses, registration numbers or all third parties / witnesses involved • Where possible, take photo’s before any vehicle is moved • Report the event to the nearest police station and obtain an incident number • Complete the supplied accident claim form • Do not admit liability at the scene • Assist Setters Farm RV Hire in handling any claim, including providing all necessary relevant information and attending court to give evidence if requested to. The Hirer acknowledges that the excess due as set out in the rental agreement in respect of any accident, loss or damage will be payable at the time of reporting the incident, regardless of blame / fault. Setters Farm RV Hire cannot accept any responsibility and no refunds will be given for curtailment due to an accident, loss or damage 11. Payment Availability is on request and confirm basis at the time of booking. Booking shall be on a ‘first come first served’ basis. No booking is secured until a 50% deposit has been received. Our full terms and conditions including cancellation policy apply from this point onwards. Once your booking has been received a confirmation email will be sent out confirming your reservation. Full payment is due 8 weeks prior to departure. Payment is by Debit or Credit card (Mastercard or Visa only) or via direct bank transfer. A 3% surcharge will apply to credit card payments to cover the processors’ handling fees. Please note that we are unable to accept cash payments. Security deposits must be paid on day of collection and shall be by credit/debit card only. For bookings within 8 weeks of departure, full payment must be received at time of booking. No vehicle will be released until payment (including security deposit) has been received in full. We reserve the right to amend our booking terms for certain ‘special events’ 12. CancellationCharges • More than 12 weeks prior to departure: £1,000 or 25% (whichever is greater) • Between 12 weeks and 8 weeks prior to departure: £2,000 or 50% (whichever is greater) • Less than 8 weeks prior to departure: 100% of total hire charge We cannot postpone or transfer monies from one hire to another. We reserve the right to amend our cancellation terms for certain ‘special events’ Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex RH20 2LH Page 3 of 7 Setters Farm RV Hire (Self Drive Contract) • Airport/Station transfers- Please enquire • Food/Drinks Package -Please enquire 14. VehicleCollection/Return Collection will be from Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex (our registered address) address and at the times stated under the rental agreement. Your hire starts at 15:00 on the day of departure, however please allow a minimum of 1 hr for vehicle handover – at least 2 hrs if you intend to demonstrate driving competence during the pickup process. During this time, we shall familiarise you with all the systems and functions of the vehicle. Please ensure that you have all documentation as requested in your pre- hire pack. Failure to do so will result in us not being able to let you take the vehicle. We shall complete a full walk through of the vehicle, noting any prior damage from previous rentals. Whilst every effort will be made to have the vehicle ready for the allocated time, we cannot guarantee this due to instances beyond our control. Should this be the case we will endeavour to have the vehicle ready as soon as we possibly can however no refunds or contract extensions will be due to you. Drop-off shall be to the same location no later than 10am. Vehicles must be returned in an undamaged and clean condition with a full tanks of LPG and Petrol. Grey and black water tanks must be emptied prior to drop-off – failure to do so will result in a £100 charge. If the vehicle is not returned as stipulated then you agree to pay the charges as set out in section 17 rental and other charges. Late return – You must advise us if you are going to be late returning the vehicle as soon as is possible. Failure to advise may result in prosecution for driving whilst uninsured. We reserve the right to charge a late penalty fee – as set out in section 17 rental and other charges 15. MotorhomeSystems Prior to each rental, we will carry out a full check of all the motorhomes functions and systems to ensure correct operation. In conjunction with this we will provide you with a familiarisation tour. There will also be documentation located within the vehicle as to the functions and maintenance of these systems. If there should be a failure of any of these systems during the course of your hire then we will try and remedy the fault. This may be via telephone support or we may require you to take the motorhome to a garage to diagnose / repair. We will not refund any monies due to loss of service(s) and or down time for repair nor are we obliged to offer a replacement vehicle in these circumstances. The hirer shall be responsible for all costs of repair associated with any misuse of the systems and by damage caused by freezing 16. Maintenance We take all reasonable steps to properly maintain the vehicle, including checking oil & coolant levels, tyre pressures and batteries Setters Farm RV Hire will reimburse all reasonable costs incurred rectifying any mechanical failures subject to: 1) Prior notification and approval of the repair from Setters Farm RV Hire 2) Production of receipt on return of vehicle 3) The repair not being deemed to be due to the hirer’s fault or any breach of this agreement As per the terms of this agreement the hirer agrees to pay the cost for replacing tyres and or the windscreen should they become damaged The hirer will be fully liable for any costs associated with the incorrect use of fuel Page 4 of 7 Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex RH20 2LH Setters Farm RV Hire (Self Drive Contract) 17. RentalandotherCharges The hirer agrees to pay Setters Farm RV Hire All rental charges The security deposit Penalty Fees as follows: Penalty fee of £100 if the grey and black water tanks have not been emptied. A Cleaning fee of up to £250 will be levied if the RV is not returned in clean and tidy condition. This fee will be raised to £500 if the hirer has contravened the no-smoking policy to cover deep cleaning of carpets, curtains and upholstery. Loss of Keys - £30 for a habitation key, £150 for a vehicle key, £250 for loss of a vehicle immobiliser fob A Late return fee, should the RV be returned later than 10am, of £50 per hour for the first two hours, and £100 per hour thereafter. The cost of re-fuelling the vehicle if it is not returned with the Petrol and both LPG tanks full. This shall be charged @ £Market rate + 20% The nominated cancellation fee in the event of the cancellation of this agreement prior to collection of the vehicle The cost of any damage to the vehicle including over and above the security deposit Demurrage – the nightly rental rate for the period the vehicle is off fleet. E.g. due to accident damage, returning in a condition not fit for use, etc. Any other reasonable charges levied as per the terms and conditions of the rental agreement In cases motorhome to the condition in which it was prior to handover. of gross negligence, we reserve the right to recover full costs of returning the 18. SecurityDeposit There will be a refundable security deposit (for standard hires) of £3,000 payable on collection of the vehicle. This must be paid by credit / debit card and the card must be in the lead drivers name. For drivers outside or our ‘standard’ insurance terms and for those hirers wishing to take the vehicle to certain events e.g. Festivals, certain sports events etc. this deposit will be considerably higher. Please note that you must declare if you intend to use the vehicle for any such purpose when booking the vehicle; all our vehicles are fitted with trackers and failure to declare will put you in breach of contract and Setters Farm RV Hire may terminate your rental at their discretion Once the vehicle has been returned, cleaned and fully checked over we shall return your deposit less any charges accrued. 19. Paymentofcharges • All charges and expenses payable by the hirer are due on demand by Setters Farm RV hire. • The hirer authorises Setters Farm RV Hire to deduct these charges and expenses from the security deposit. • Should this not cover the charges the hirer hereby authorises Setters Farm RV Hire to deduct any additional charges from the card used to pay the deposit. Should this not be possible the hirer agrees to pay in full, and by another means, all charges within 1 week of them being raised by Setters Farm RV Hire. Should these not be paid, the hirer agrees to pay interest on these charges @ 1.5% above the bank of England base rate and also Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex RH20 2LH Page 5 of 7 Setters Farm RV Hire (Self Drive Contract) agrees to cover any charges Setters Farm RV Hire may incur in relation to pursuing these monies outstanding. 20. Terminationoftheagreement The hirer agrees acknowledges and agrees that Setters Farm RV Hire may terminate this this agreement and repossess the vehicle at any time, without notification, and that the hirer will pay any reasonable costs of recovery of the vehicle if: • The hirer is in breach of any term of this agreement • The hirer has obtained the vehicle through fraud of misrepresentation • Any statement or representation made by the hirer in respect to themselves or any additional drivers in incorrect • The vehicle appears to be abandoned • The vehicle is being used for a purpose other than that agreed on the rental agreement • The vehicle is not returned on the correct date & time, or the hirer reasonably believes that the vehicle is going to be returned on said date • The hirer reasonably believes that the safety of the passengers is in jeopardy or that the vehicle is in danger. The hirer understands that in the event of this contract being terminated and the vehicle being repossessed they will not be entitled to any refund of any part of the rental charges 21. Force Majuere We will make every effort to make sure that the reserved vehicle is available for you at the allocated time. However, if due to circumstances beyond our control, this is not possible and we cannot find a suitable replacement vehicle then our liability to you shall be limited to 100% of rental fees paid in the first instance 22. Temporary Covid Clause • This clause will only apply if explicitly stated on the hire contract. • If applied, should Governmental Covid restrictions be placed upon travel such that the proposed trip cannot be undertaken by the hirer, then the hirer may re-book an alternative travel arrangement at no additional cost on any available dates within the following 12 months as may mutually be agreed with Setters Farm RV Hire. Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex RH20 2LH Page 6 of 7 Setters Farm RV Hire (Self Drive Contract) Data Protection (GDPR) Page 7 of 7 Your personal data and information that you have provided to Setters Farm RV Hire will be processed for the following purposes: • To fulfill this contract/ agreement placed with us, including but not limited to motorhome hire and production of the Rental agreement. Your personal data including copies of all identification documents provided and all data entered in the Rental Agreement will be retained for 7 years for the purpose of, but not limited to the defense of any legal claim(s) • To fulfill our legal requirements as a vehicle rental company • We will not transfer your personal data to any third party outside the company, unless: o It is for on road vehicle assistance for example vehicle recovery/breakdown providers and repair workshops o It is to our insurer o It is to the police, local authorities, councils or DVLA if we suspect or are notified that a road traffic offence/ contravention has occurred o It is to local authorities, councils and private parking companies if we suspect or are notified that you breached private parking terms and conditions, dart and congestion charges o To insurance companies if we suspect or are notified of an incident with a third party o It is to the police, DVLA and Customs and Port authorities if we suspect or are alerted to criminal activity o Our bank or merchant provider in line with transactional processing o You are in breach of our agreement in which case we may notify the BVRLA’s RISC database, police, our solicitors, debt collection agencies, credit reference agencies and any other relevant organizations o The third party is our subcontractor or a member of our companies, who is processing personal data on our behalf securely and in accordance with our instructions o It is for feedback on our products and services provided o It is otherwise authorized under the Data Protection Act • We may use your personal information for marketing purposes and to keep you informed by post, telephone, sms, email or other electronic means about products and services which may be of interest to you. We will only contact you if you have selected Yes to hear about our services and offers on our feedback form that is completed at the end of your hire. If at any point you would like to stop received information from us, you can notify us by sending an email to [email protected] and we will remove your name from the database. • If you wish to request personal information that we hold on you, you can email us on [email protected] or or write to us at our postal address below. • By entering into this agreement, you agree that we can process and store your personal information in connection with this agreement including data collected from the vehicle. We may use your information to analyse statistics, for market research, credit control and to protect our assets. • You agree that if you break the terms of this agreement we can pass your personal information to any relevant organisation. We can also give this information to the British Vehicle Rental and Leasing Association (BVRLA), which can share your personal information with its members to prevent crime and protect their assets, as allowed under the Data Protection Act 1998. • We agree to keep all personal information in a secure environment and will comply with the Data Protection Act 1998 and, where applicable, incorporate the definitions provided in the General Data Protection Regulation 2016/679 ("GDPR") Setters Farm, Danhill Estate, Coolham Road, West Chiltington, West Sussex RH20 2LH