1. Eligibility A. All drivers must be 25 years or over and under 75 years of age, & have at least 2 years driving experience. B. The licence must be free of endorsements with the exception of Two, 3 point convictions (i.e. 2x SP30’s, 3pts each). No more than one fault or outstanding incident/claim in the last three years. C. On collection all drivers must provide their driving licence and 2 forms of proof of address from the following: – 1x primary and 1x secondary, or 2x primary proof of address: Primary Proof of Address: • Electricity • Water • Gas • Broadband/Landline • Council tax • TV licence • Bank Statement • Credit card bill / statement • Mortgage statement • Polling card • HMRC self-assessment / tax credit Secondary Proof of Address: • Student loan • Shotgun licence • Payslip • Mobile Phone Bills • Pension letters • Car Finance Statement • Loan Statement • Property deed An annual council tax bill will be accepted. All other documents must be dated within 90 days of the hire date. The address & name on your licence must match both documents. What documents are declined? Any document relating to insurance and any document that does not meet the above mentioned criteria – please contact us if you are unsure. D: In addition you must provide your national insurance number. This will be required for Cowleys Motorhome Hire to perform a DVLA check prior to collection. E. No one other than the drivers named will be allowed to drive the vehicle. F. Drivers who have European driving licences may be considered but further checks will need to be made. 2 DRIVERS A. Only persons named as drivers on the booking form at the time of hire may drive the vehicle. B. Driving licences must be produced before the commencement of the hire. D. An insurance proposal form shall be completed by each & every driver. G. Drivers must be able to demonstrate that they have driven on a regular basis for at least 2 years and feel confident to drive a vehicle of the dimensions of the vehicle hired. H. Drivers are personally liable for all legal penalties (e.g.: parking tickets, congestion charges, speeding fines) which are incurred during the period of hire. I. Details of all additional drivers are required, and all drivers must be present at handover of the vehicle. J. Insurance for up to 2 drivers is included in the booking fee. K. Maximum of 4 drivers per rental. L. All current and previous motoring offences, including drink driving offences are to be disclosed to the owners upon booking. Any current endorsements may incur an additional insurance surcharge. The insurance surcharge may vary depending on the offence endorsement code and when the endorsement was issued. The insurance surcharge will be notified to you prior to the hire commencement. The insurance surcharge must be paid prior to the hire commencement. M. Cowleys Motorhome Hire reserve the right, at its sole discretion, to refuse permission to drivers to drive the vehicle, for whatever reason. O. All clean air zone fees must be paid before entering a clean air zone. The hirer is responsible for any charges or fines. 3 INSURANCE A. Comprehensive insurance for UK mainland only is included within the hire charge for each named driver that meets the above criteria. B. European cover is available but must be arranged prior to collection date. C. Extra drivers can be added an additional cost (first two drivers are free of charge). D. The excess for the insurance is up to £1000 E. Any damage to the vehicle including tyres, windscreen & windows is the hirer’s responsibility. F. Any damage caused be negligence i.e. driving through width / height restrictions will not be covered by the insurance policy. Any repair costs will be at the hirers expense. G. The vehicle is only insured for the hire period stated in the rental agreement & therefore the driving of the vehicle after the expiry of the contract period may result in the driver committing a traffic offence. H. The hirer is entirely responsible for any accidental damage & is responsible to ensure that the total number of persons to be carried does not exceed the vehicles berth limit & all passengers are wearing a seatbelt whilst the vehicle is in motion. I. The use of any gas appliance while the vehicle is in motion is strictly prohibited. J. Gas bottles must be isolated before commencing travel. K. A security / damage deposit of £1000 will be charged on collection (or via third party booking company) of the vehicle & repaid\released in its entirety on return providing the vehicle is returned on time, clean & undamaged. L. Should the vehicle be returned damaged the deposit with be held until an assessment is made on the cost of the repair. M. Any costs of repairs will be taken out of the security deposit & the remainder returned. If the cost of the repair exceeds £1000 and is not covered by the insurance, then the hirer will also be responsible for this additional cost and will be billed accordingly. N. In the event of an insurance claim the entire deposit will be used to pay the insurance excess. O. We expect you to return the vehicle in the same condition as it was collected. P: The hirer is liable for the cost of any liability to others, or loss or damage to the vehicle and\or any of it’s accessories if any of the following conditions are true: • The vehicle is left unattended and the last person in charge of the vehicle before the loss or damage happened is not shown as a driver on the booking agreement form and has not been agreed by Cowleys Motorhome Hire. • The vehicle has not been fully secured when left unattended. • Inappropriate type or grade of fuel being used. • Loss of or damage to tyres caused by braking, punctures, cuts or bursts. • Loss or damage caused deliberately by you or any person who is in charge of the insured vehicle with your permission. • The vehicle is being driven in an unsafe, unroadworthy or damaged condition or does not have a valid MOT certificate when needed or the van is carrying a load or a number of passengers which is unsafe or greater than the manufacturer's specifications. • Someone taking the insured vehicle without your permission, unless the incident is reported to the police and assigned a crime reference number and you do not subsequently withdraw that statement. Q. The hirer is liable for the cost of any liability to others, or loss or damage to the vehicle and\or any of it’s accessories if an accident occurs whilst you or any other insured person whilst driving; a) Is found to be over the lawful limit for driving with alcohol; or b) Is driving whilst unfit through drink or drugs, whether prescribed or otherwise; or c) Fails to provide a sample of blood, urine or breath when required to do so, without a lawful reason. In addition, we will recover from you or the driver all sums paid (including legal costs) whether in settlement or under a judgment of any claim arising from an accident. 4 OVERHEAD DAMAGE All drivers must be aware of the unusual height of the vehicle and are responsible for all damage caused if driven under an obstruction that is too low for it to clear – the obvious examples are low bridges and height restrictions into car parks etc. In this event the insurance will not apply, and the customer will be responsible for the cost to repair of all damages. 5. Personal Loss A. 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. 6 EUROPEAN TRAVEL A. For travel to Europe an additional weekly charge from £100.00 (subject to change) is made to cover European insurance and European roadside assistance. European insurance is mandatory, and you will be in breach of our terms and conditions and therefore not insured should you take a vehicle into Europe without taking out the additional European travel insurance. Where you can travel: UK Any member country of the European Union. Andorra, Iceland, Liechtenstein, Norway, Switzerland, Serbia. You must state that you plan to travel outside the UK on your booking form. Failing to do so may result in the insurance being void and you being liable for any costs incurred. D. Warning triangles, a spare bulbs kit, headlamp and fluorescent safety vests are mandatory and can be supplied by the owner free of charge upon request. Deflectors are also mandatory but are not supplied. 7 SECURITY DEPOSIT There is a refundable security deposit from £1000.00 payable on the day of hire by bank transfer (or third party booking company). This will be refunded to you within seven days of return and with the condition of the vehicle being returned to the agreed location, on the agreed date and time, in the same condition as it was hired out, with the toilet empty, the interior clean including all cooking appliances, and the fuel tank full. The owners reserve the right to increase the security deposit for specific events e.g., Festivals or any other hire where the vehicle is carrying 4 or more adults. The security deposit will be used to fund any loss or damage whatsoever to equipment, fixtures and fittings, windows, tyres or negligent damage to the vehicle. Should these damages exceed the security deposit the customer will be liable for the total cost and the difference will need to be settled within seven days of returning the vehicle. 8 BASIS OF THE HIRE A. These conditions shall govern the contract and all other terms and conditions are excluded. No variation to these conditions shall be binding unless expressly agreed in writing by the parties. B. All drawings, descriptive matter, specifications and advertising issued by Cowleys Motorhome Hire and any descriptions or illustrations contained in the owners’ advertisements, catalogues, brochures or web site are issued or published for the sole purpose of giving an approximate idea of the vehicles described in them. They will not form part of this contract. D. Hire rates quoted include: I. Unlimited miles Ii. UK standard vehicle insurance Iii. UK standard equipment & breakdown 9 VEHICLE CONDITION A. The customer acknowledges delivery of the vehicle, and the contents are free from any defect or damage and complete other than as specified by the company and agreed at the date of commencement of the hire. The customer, is therefore, advised to check the vehicle thoroughly before leaving the owners premises. B. Upon return the owner or a representative will check the vehicle for damage, cleanliness etc., including the condition of the tyres and windscreen which are not included in owner’s insurance cover, any such damage being the customers responsibility. An additional charge may be made for cleaning the interior. 10 AVAILABILITY A. Availability will only be confirmed at the time of reservation. A reservation is only binding after it has been confirmed by the owners and the booking deposit has been received. B. Whilst every effort is made to ensure that the vehicle reserved is available, if due to circumstances beyond the owners control the reserved vehicle is not available, the owner reserves the right to offer a suitable alternative. If this is not available or acceptable the liability of owners will be limited to the refund of any monies paid by the customer. 11 COLLECTION & RETURN A. Unless otherwise arranged in writing your vehicle will only be available for collection at the set time stated on your booking confirmation (standard pickup time is 15:00) and is to be returned to us between 09:00 and 11:00 on the due date. B. To complete the documentation and allow us to demonstrate your vehicle to you, please allow 1 hour for the hand-over at the owner’s premises. It is the customer’s responsibility to check that on collection of the vehicle that any damage or defects are confirmed with the owners. C. Please allow the same time on your return so that we can check the vehicle for damage & cleanliness etc. D. The vehicle must be returned on the date, and on or before the time stated on the rental agreement. E. Vehicles must be returned clean and in the same condition as they left the collection\drop off point, otherwise a charge of £75.00 will be made. F. The customer is responsible for emptying the toilet prior to returning the vehicle. Failure to do so will incur a surcharge of £100.00. G. If you will be late returning, the owner must be advised immediately. Failure to advise us could result in a prosecution for driving whilst uninsured. An additional hourly charge of £100.00 will be made for all late returns, together with any additional costs incurred by the owners. H. No refund will be given for an early return of the vehicle. 12 DELAYS Whilst we will endeavour to make every effort to ensure the vehicle is ready at the agreed time, circumstances may arise out of our control and we accept no liability other than, the refund of hire hours or days lost. 13 THE OWNER’S OBLIGATIONS A. The owner shall endeavour to make the vehicle available to the customer for the hire period. B. The vehicle is insured by the owner and is roadworthy and complies with the requirements of the road traffic acts (and all regulations made under those acts) relating to vehicles. Details of Cowleys motorhome hire’s insurance are available on request. 14 COLLECTION AND DROP OFF LOCATION Located at 100 Selworthy road, Castle Bromwich Birmingham B36 0HR 15 ONE WAY TRIPS One way trips are not permitted. 16 BREAKDOWNS A. Every effort is made to ensure the vehicle is in a roadworthy and safe condition prior to each and every hire. In the unlikely event of a breakdown, roadside assistance is at the disposal of the customer, and: I. The customer will pay for a call out when the vehicle hasn’t broken down due to a mechanical fault eg. Being stuck in mud or having a flat battery due to charging items from the vehicle battery Ii. The customer is authorised to spend up to £50.00 on necessary repairs, which will be reimbursed to him\her on presentation of a valid vat receipt. Iii. Prior approval by the owners must be obtained in respect of repairs / replacements in excess of £50.00. Iv. The owners are not under any circumstances responsible for any consequential expenses, curtailment of, or delay to the period of hire or any third party claims for damages in connection with or consequent upon any accident or breakdown. V. The owners will be entitled to charge the customer in circumstances where any request for a recovery and repair service is as a result of the customer’s negligence, including but not limited to flat batteries, running out of fuel, wrong fuel used, keys locked inside the vehicle or losing the vehicle’s keys. Vi. Any breakdown, malfunction or damage caused by the customer’s negligence must be repaired/made good by the customer at the customer’s expense. Vii. Minor running repairs such as tyres, bulbs, oil and aerials are the responsibility of the customer. Viii. The owner dissolves any responsibility for hotel or any other consequential expenses subsequent to a breakdown. However, we will refund the loss of any complete days use of the vehicle providing you have documentation to support this claim. 17 Accident A. In the event of an accident involving the vehicle the hirer shall notify the insurance and Cowleys Motorhome Hire by telephone (using the numbers provided) immediately after the event or as soon as practicably possible. B. Thereafter a completed accident report form must be handed to Cowleys Motorhome Hire at termination of hire. This report must include a detailed description of the incident along with details of any third-party involvement (i.e name, address, phone number, vehicle reg and insurance details). The report must also include a sketch of the incident and where possible photos and or videos showing any damage to all involved vehicles or property. C. The maximum height and width of the vehicle is clearly stated on the windscreen. Any overhead or external damage is the responsibility of the hirer. D. Damage to plastic windows, windscreens and tyres including punctures, wheels & wheel trims are the hirer’s responsibility. This must be reported on return. 18 FUEL, OIL & COOLANTS A. At the commencement of the hire period the vehicle is supplied with a full tank of fuel. The customer is expected to return the vehicle at the end of the hire period with a full tank of fuel. B. Any fuel shortage will incur a surcharge of £30.00 to the customer plus the cost of fuel for any shortage. Fuel receipts and evidence of shortage on return will be obtained. C. The customer will be liable if the incorrect fuel type is used. D. The customer is responsible during the hire period for the regular checking of oil and water levels, this should be undertaken at least at every fuel filling. Failure to do so may result in engine damage for which the customer will be responsible. 19 GAS A. At least one gas bottle will be provided with the vehicle at the commencement of hire. We will try to make sure that there is sufficient gas to cover your trip. The cost of any refills thereafter shall be the responsibility of the customer, who shall ensure that bottle\s of the same type and size are returned with the vehicle at the end of the hire period. C. Any cylinders lost or incorrectly exchanged will be charged to the customer. 20 LIABILITIES A. The customer shall be responsible for damage to windscreens, tyres, punctures and all costs and expenses incurred as a result of offences against the road traffic acts and / or regulations thereunder and indemnifies the owners from any liability. B. The customer shall ensure that the driver and all passengers required by law to do so shall at all times when the vehicle is being driven wear the seat belts provided. C. The customer shall be responsible for all owners uninsured losses, which may arise as a result of the hire. 21 ADMINISTRATION CHARGES The customer agrees that should the owner receive penalty charge notices for speeding, parking fines or congestion charges then a minimum administration fee of £25.00 will be added to the charge to cover administration and postage costs. 22 SMOKING The company operates a strict no smoking policy and therefore smoking is strictly forbidden in all our motor homes. The customer will automatically lose their entire security bond if there is evidence or we suspect that smoking has occurred in the vehicle when it is returned. 23 THE CUSTOMERS USE OF THE VEHICLE A. The vehicle and its contents remain the property of Mr Ian Cowley at all times. B. The number of permitted passengers is shown on the booking form. C. The customer: I. Agrees to provide the names of its passengers and nominated driver(s) to the owners hire at the time of booking. Ii. Is responsible for the security of the vehicle. The customer must ensure that if the vehicle is left unattended at any time that it is securely locked and parked in a safe, well lit location. Iii. Must take every precaution to prevent loss from or theft of the vehicle. Iv. Will be responsible for the control of the vehicle during the hire period; V. Is liable for any cost incurred while using the vehicle during the hire period for speeding or parking fines, congestion charges or any other offences committed against the road traffic act regulations or any other applicable regulations; Vi. Shall ensure that the driver(s) shall at all times while driving the vehicle drive in a cautious and prudent manner and will not use the vehicle in a manner which is likely to cause damage to the vehicle or to a third party; Vii. Shall not carry more passengers than the number set out on the booking form and will ensure that the driver(s) and all passengers required by law to do so shall, at all times when the vehicle is being driven, wear the seat belts provided; Viii. Will be liable for all overhead damage to the vehicle resulting from any accident. The maximum height of the vehicle is clearly stated in the vehicle documentation; Ix. Must ensure that the driver(s) do not drink and drive; X. Must not tow any trailer or other vehicle behind the vehicle; Xi. Must not allow the vehicle to exceed the permitted gross vehicle weight; Xii. Must not use the vehicle to carry passengers or goods for hire or reward and shall not lend or hire the vehicle to a third party; Xiii. Must not use the vehicle for, or in conjunction with any race, competition or trial; Xiv. Must not create a lien on the vehicle for any reason. 24 FORCE MAJEURE The owners shall not be liable for any failure to perform or delay in performance of its obligations under the contract due to any event of force majeure. If any event of force majeure delays that prevents the owner’s performance of its obligations the owner’s shall notify the customer as soon as reasonably possible and use reasonable endeavours to make acceptable equivalent substitute arrangements for the hire period. 25 ASSIGNMENT A. The hirer shall not be entitled to assign the contract or any part of it without the prior written consent of the company. B. The company may assign the contract or any part of it to any person, firm or company. 26 PARKING Prior arrangements can be made to leave a customer’s car at the owners address during the hire period only. This is subject to availability and is not guaranteed. This will be restricted to one vehicle per booking. The space offered will either be on a driveway or directly outside the motorhome owner’s residential premises (on a quiet road). All vehicles are left entirely at the customers\vehicle owner’s risk. 27 Pets One small to medium size dog is allowed at the owners discretion. An additional cleaning charge of of £25 will be required. The hirer is fully responsible for the repair costs of any damages caused by pets. 28 Vehicle Tracking A. This vehicle is fitted with a monitored GPS tracking device and can detect speed, location & driving style. B. This tracking device cannot be turned off or disabled.