T&Cs June 2021 Terms and Conditions Terms of Motorhome Hire 1. General Castra Motorhome Ltd (www.castramotorhomehire.com) herein after referred to as “The Company” offers motorhomes for hire according to the following terms & conditions. The Hirer agrees and declares to have read and understood this document in its entirety. The hirer is legally deemed to have agreed and accepted all these terms and conditions. Any disputes will be resolved under English Law. 2. Eligibility All drivers must be 25 years or over and under 70 years of age, of good health and held a full driving licence for at least 2 years. Any persons engaged wholly or partly in professional entertainment, professional sports persons, jockeys and any persons connected with racing, gaming industry or press of any sort are not eligible for the hiring of the motorhome. The licence must be free of endorsements for the past five years, with the exception of any “spent” convictions, covered by the Rehabilitation of Offenders Act 1974. Drivers are only eligible to drive our vehicles if they have 6 or less points at the time of hire. Any driving convictions, accidents, fines, tickets or insurance claims (In the past 5 years) are be declared prior to booking. This also applies to any disabilities and medical conditions that may impair your driving ability. Please bring the following paperwork with you on the day you are due to collect the vehicle (We cannot accept copies – Please bring the original document): Driver’s licence for each driver DVLA Check code for each driver 2 forms of ID - any combination of the following: Passport Utility bill (gas, water, electric, broadband etc) Council tax statement Bank/credit card statement Mortgage statement These need to show your name and current address as listed on your driving licence and MUST be dated within the last 90 days from your hire start date. Visitors from abroad must hold a current International Driving Licence. The final decision on suitability to drive rests with the Company. No one other than the drivers named in the insurance proposal form may drive the hire vehicle. 3. Insurance / Damage Deposits Comprehensive insurance for UK (mainland only) underwritten by Alan Bosman Group is included in the hire charge for 1 driver only, meeting the above eligibility criteria. Extra drivers may be added to the policy at an additional cost of £10 per person, per day. An insurance excess of £1000 is applied to the policy by the underwriters. This excess applies to each and every incident and it includes any loss or damage to equipment, fixtures including damage to tyres, wheels and wheel trims, loss of roof lights or damage to third party vehicles or property. Hirers are highly advised to arrange their own personal effects and travel insurance and excess insurance (this is to cover the £1000 damage deposits). The vehicle is only insured for the hire period stated in the rental agreement and therefore the driving of the vehicle after the expiry of the contract period may result in the driver committing a traffic offence. Furthermore the hirer is entirely responsible for any accidental damage, injury or consequential loss after the expiry of the hire period. The hirer is responsible to ensure that the total number of persons to be carried doesn’t exceed the vehicle berth limit and all passengers are wearing a seatbelt whilst the vehicle is in motion. A damage deposit of £1000 will be charged and is payable by the hirer before collection of the motorhome. This amount may vary for major events. The damage deposit will be refunded if the vehicle is returned on time, clean and undamaged. Should the condition not be so, then the repairs, replacements and cleaning costs will be deducted from the balance. Extra Charges: Unemptied toilet tank - £50 Unemptied waste water tank - £25 Excessive vehicle interior cleaning incl. bathroom - £50 Cleaning of cooker or fridge - £25 Refunds are paid after our cleaning and inspection of the returned vehicle or after 7 days of the termination of hire. European cover (EU Member countries only) may be included on request for an additional fee. By accepting our terms and conditions you are deemed to have accepted the insurance underwriter’s terms and conditions also. WE EXPECT YOU TO RETURN THE VEHICLE IN THE SAME CONDITION IT WAS COLLECTED. 4. General Exclusions Whilst the vehicle is in your care, you are responsible for ensuring that all reasonable precautions are taken against damage to, or theft of, or from the vehicle. When you leave the vehicle, ensure all windows and rooflights are closed, doors are locked and you have the keys. Do not give the keys to anyone else or permit unauthorised persons to drive the vehicle. Your insurance does not cover theft of, or from the vehicle and you will be 100% responsible for all losses to the company if: The vehicle has been left unlocked They keys have been left inside the vehicle Window(s) and or door(s) have been left open You have allowed someone else to drive it and they take it away 5. Booking Deposit A deposit of 20% is payable on reservation and will be deducted from the total hire charge. This deposit is non-refundable in the event of cancellation by the hirer. 6. Payment If you have booked your hire through an external agency, then your deposits, payment plans and refund policy will be set in the terms and conditions of that website. If you have hired directly from the company, for bookings of 7 days or less, the full balance of the hire charge must be paid at least 4 weeks prior to the commencement of the hire. For bookings of 8 days or more the full balance of the hire charge must be paid at least 8 weeks prior to the commencement of the hire. If the payment is not made on time, the booking will be regarded as unconfirmed and provision of the vehicle is therefore not guaranteed. 7. Cancellation If you have booked your hire through an external agency, then your deposits, payment plans and refund policy will be set in the terms and conditions of that website. Cancellations must be in writing. Should you unfortunately need to cancel your booking the following charges will apply: Bookings of 7 days or less - period to start of hire: More than 28 days (4 weeks) – Deposit only Between 28 & 15 days (4 – 2 weeks) – 50% of hire charge Between 14 & 8 days (2 – 1 week) - 75% of hire charge 7 days or less – 100% of hire charge Bookings of 8 days or more - period to start of hire: More than 56 days (8 weeks) – Deposit only Between 56 & 29 days (8 – 4 weeks) – 50% of hire charge Between 28 & 15 days (4 – 2 weeks) - 75% of hire charge 14 days or less – 100% of hire charge Hirers are strongly advised to take out insurance against unavoidable cancellation. The Company may cancel the hire if at the time of collection the nominated drivers licences are invalid or not in accordance with the terms and conditions. In this event all monies paid will be forfeited (except the for the damage deposit). The Company has the right to cancel at any point. In the unlikely event that this does happen, you will receive a full refund. 8. Availability The Company agrees to have the vehicle clean and available at the time and date required, but if for any reason the vehicle is not available, the Company will do their best to make an alternative vehicle available, or return in full all monies paid. In this event the hirer shall have no claim of any kind against the Company. The Company reserves the right to refuse to enter into an agreement with the prospective hirer without giving a reason. 9. Collection & Returns Motorhomes are available for collection at a predetermined time between 3pm to 6pm on the date of collection and must be returned between 9am – 11am on the date of return. Your cooperation in returning vehicles at the arranged time is essential in order that the vehicle will be clean and available for the next hirer. No refund is available for early return of vehicle. Failure to return the vehicle within the agreed time on the last day of hire means the vehicle is not insured and renders the hirer to criminal prosecution. Failure to return the vehicle on time also incurs a penalty charge of £50 per hour or part thereof, together with any additional costs incurred by the Company. In the event that the vehicle cannot be returned on the scheduled date due to travel delays not the responsibility of the Company (Ferries, Channel tunnel etc), the hirer will be responsible to pay the seasonal daily hire rate for every extra day that the motorhome is not returned. The Hirer is also responsible for any loss of earnings for further bookings which are lost as a result of the delay in return. 10. Breakdown/Accident In the event of a breakdown or accident, services are at the full disposal of the Hirer. The company provides full breakdown cover through XXXXXXXXX. Company approval must be obtained in respect of all repairs/replacements. The Company will not be responsible for hotel or any other expenses subsequent to a breakdown but will refund the hire charges for any complete days loss of use of the vehicle, nor will they be under any liability for third party claims or damages with any accident or breakdown. In the event of an accident involving the vehicle, the hirer shall notify the Company by telephone immediately after the event or as soon as practicably possible, thereafter a completed accident report form must be handed to the Company at termination of hire. The maximum height of your vehicle is clearly stated. Any overhead damage is the responsibility of the hirer over and above the excess. All damage is to be reported to the company as soon as practicably possibly during the hire. 11. Care & Custody of Vehicle The hirer shall only drive the vehicle while qualified to do so and whilst holding all necessary and current licences and permits and shall at all times drive the vehicle in a careful and skilful manner in accordance with all legal requirements. The hirer shall not use the vehicle for racing, peace-making, festivals or any other purposes, other than domestic and social purposes and shall not carry any passengers in the vehicle for hire or reward. They must use the vehicle in a reasonable and proper manner and the hirer is liable for any damage, fault or loss to or in the vehicle or its fixtures and fittings as a result of the hirer’s negligence or misuse of the vehicle. The maximum number of persons carried in the vehicle shall be no more than the maximum number of sleeping berths. The hirer shall not take the vehicle off the English, Scottish or Welsh mainland without prior consent of the Company. The hirer shall at no time pass possession or custody of the vehicle to any other person. The vehicle must be locked at all times when left unattended. 12. Loss No claims by the hirer will be considered in respect of any loss or damage to personal belongings or effects of the hirer or any person or persons. 13. Vehicle Awning The vehicle awning is only to be used if there is no wind. The awning is not to be left extended at night or when the vehicle is left unattended. Any damage caused to the awning by use in adverse conditions is the hirer’s responsibility and any costs incurred by the company for repairs will be taken either in part or in full from the damage deposit. 14. Fuel Fuel is at the hirer’s expense. Vehicles are supplied with a full tank of fuel and should be returned full. If not the company will charge a fee of £20.00 and 100% of the fuel cost. The cost of any shortfall will be borne by the hirer. The hirer is liable if incorrect fuel is used. The hirer will be responsible for maintaining the correct level of engine oil and coolants. Failure to do so may result in engine damage for which the hirer will be responsible. 15. Gas The vehicle will have two gas cylinders, one serviceable and one full. Should replacement cylinders be required, these will be at the hirers expense. A like for like replacement should be returned with the vehicle. If a cylinder is missing a charge of £50 will be levied. 16. Equipment All vehicles are fitted with: Two gas bottles – one full, one in use Kitchen items – cutlery, crockery, saucepans, kettle, toaster Cleaning products First Aid Kit Bike rack for 4 bikes Bedding for the correct amount of berths The hirer will need to provide their own towels and bring all food & drink with them at the time of commencement of the hire. 17. Fines All fines incurred by the hirer for infringement of traffic laws or regulations and tolls are the responsibility of the hirer and must be settled by that person. The hirer also agrees to reimburse the Company in respect of any cost and expense incurred by the Company in recovery of such fines and penalties from the hirer. 18. Pets Pets are NOT permitted in our vehicles. Should a hirer bring a pet when collecting the vehicle on commencement of the hire then the Company reserves the right to cancel the booking and the hirer will be responsible to pay 100% of the hire cost. If it is discovered that the hirer has breached the pet policy during the period of the hire, then the hirer will forfeit their damage deposit in full. 19. Smoking The Company operate a strictly enforced NO SMOKING or NAKED FLAME policy in all vehicles. Any offender will forfeit their damage deposit in full. 20. Duration of Hire A minimum of 3 days and a maximum of 90 days hire is permitted in any one period. 21. Returning the Vehicle When returning the vehicle the company expect the hirer to return it in the condition in which it was taken. Failure to ensure the below tasks are carried out prior to return may result in charges being issued as found in para 3. Before return the hirer should ensure: The fuel tank is full The toilet tank has been emptied of waste and replenished with chemicals The waste water tank has been emptied and rinsed through with clean water The vehicle is cleaned internally to a good standard The vehicle bathroom is cleaned to a good standard All bedding is stripped and placed onto the fixed bed 22. Free Parking. Customers are welcome to leave their vehicles in the Companies private off road car park during the hire period. Vehicles are left entirely at the owner’s risk. 23. Exclusion and Liability The Company shall not under any circumstances be liable to make any payment to the hirer in respect of or to indemnify the hirer against loss, injury or damage sustained by the hirer or any third party as a result of the presence or use of the vehicle or as a result of any defects therein and in taking delivery of the vehicle the hirer shall be deemed to have satisfied themself that it is in all respects roadworthy and in proper and safe condition. By signing below the hirer confirms they have read and fully understood the terms of motorhome hire set by Castra Motorhome Hire Ltd. Start date of hire End date of hire Hirer/Driver full name Hirer/Driver signature Additional Driver full name Additional Driver signature