TERMS & CONDITIONS – TREK TRAILERS LTD 1 – DEFINITIONS “The Company” or “The Owner” refers to Trek Trailers Limited who is the owner of the equipment being hired under this agreement. “The Hirer” is the person whose details appear in the “Hirer Information” section of the rental agreement. “The Vehicle” is the Motorhome/Camper Van we have allocated to you for the hire period. 2 – GENERAL The Hirer acknowledges that the Vehicle has been received as described in Pre-Delivery Report section of the rental agreement and that any damage has been recorded before the vehicle is removed from the rental premises. The hirer shall be responsible for any fines incurred during the rental period. The Company shall provide instructions for the operation of the Motorhome verbally and any necessary user manuals will be in the vehicle. The Company shall ensure that the vehicle is roadworthy and has been maintained in accordance with the manufacturer service recommendations. It is the responsibility of the hirer to ensure the vehicle does not exceed the maximum gross weight and is not overloaded. If the vehicle is found to be overweight, the hirer will be subject to a fine if stopped by VOSA. 3 – RENTAL PERIOD The rental period specifies the date and time of collection and return of the vehicle. Should the vehicle be returned early by the Hirer there is no entitlement to a refund for the days not used. Should the Hirer need to extend the hirer period the Hirer must contact Trek Trailers LTD on telephone 01143 79780 to request an extension to the rental period. If a request to extend the rental period cannot be granted, then the vehicle must be returned on the date and time shown un the agreement details section. If a contract extension can be granted, the Trek Trailers LTD will confirm the new end date by email. If the motorhome is not returned at the time shown in the agreement details section and no contact has been made by the Hirer then after 2 hours, the vehicles will be considered as stolen and reported to the Police as such. 4 – MINMUM HIRE PERIOD Depending on the season, the minimum hire period will be between 3 & 7 days. If you wish to hire the vehicles for less than the minimum number of days for the season, the hire charge shall be equivalent to the minimum number of days for that season. 5 – INSURANCE Only the hirer is insured to drive the vehicle. Additional drivers may be allowed subject to licence & address verification checks and where necessary acceptance by the Insurance Company. Additional drivers will be charged an additional £50.00 per week, £25.00 for the weekend. Each driver must complete a Hirer Declaration Form. All drivers must be ages between the ages of 21-75 years. The owner accepts no responsibility for loss or damage to any goods or articles or property of any kind brought into or left in the vehicle either by the hirer for their own purposes or by any other person or left or deposited with any officer or employee of the owner. It is strongly recommended that the hirer takes out separate travel insurance at their own cost at their own cost to cover any unforeseen circumstances and unavoidable cancellations. The hirer must report any accidents to Trek Trailers LTD on 01143 879780 within 24 hours of the accident occurring. Failure to do so will make the hirer liable for all the damage to any Third Party. The hirer may not use the vehicle outside England, Scotland or Wales without prior approval and payment of the EU Insurance Charge. In the event of an accident, the hirer will take details of the incident and record it on the Accident Report Form, which is given to the owner at the end of the hire period. The hirer shall not make any admissions of liability for the accident. The hirer agrees to co-operate fully until any insurance claim is settled and will indemnify the owner un full for any costs incurred until the insurance claim is settled. If the vehicle is stolen during the rental period, the hirer must report the incident to the local Police and obtain a reference number which must be given to the owner at the end of the rental period. Failure to do so will make the hirer liable for the full value of the motorhome if it is not found. 6 – COLLECTION OF THE MOTORHOME The collection date of the vehicle is shown in “Hire Period” of the rental agreement. We operate a strict appointment system for vehicle collection between times of 14:00 and 16:00. Your appointment time will be agreed with you prior to the collection date. All drivers to be insured on the vehicle must be present at the time of collection and bring their full valid driving licence and appropriate identification dated within 3 months of the collecting date. Trek Trailer LTD will make every effort to have your motorhome ready for the collection date and time agreed, however cannot guarantee your vehicle will be ready for this time. Should this be the case, no refunds will be due to you and no extension to the hire period will be granted. On collection, Trek Trailers LTD will perform the handover procedure which will involve walking you around the vehicle and identifying and known damage, along with showing you the onboard systems available in the motorhome and checking off all items included in the inventory lost. The Hirer shall sign the Pre-Delivery Inspection report to accept the condition of the vehicle and the contents of the inventory list. Any additional damage identified by the Hirer must be informed to Trek Trailer LTD before you leave the premises. Any damage identified after the vehicle has left our premises cannot be accepted by Trek Trailers LTD as being preexisting damage. 7 – RETURN OF THE MOTORHOME The vehicle must be returned at the agreed appointment time, but no later than 11.00am on the date shown as the return date on the rental agreement. Should the hirer return the vehicle later than the agreement end time then there will be an additional charge of £50.00 per hour. The vehicle must be returned with a full tank of fuel, and where applicable both gas cannisters present, emptied wastewater and toilet cassette with the interior cleaned and in the same condition as when it was collected. Failure to meet these conditions will incur additional chargers which may be deducted from your security deposit. At the end of the Rental Period “The Hirer” agrees to complete a Vehicle Defect Form if any are found during the Hire Period. In the event of any damage being identified on return of the vehicle, “The Hirer” agrees to pay the full insurance excess of £1,000.00 to “The Owner” at the time of return. “The Owner” will endeavour to have the damage assessed for repair costs at the earliest opportunity but makes no guarantee for the time it will take to obtain estimated repairs costs or have the repair work undertaken. If the repair to the equipment costs less than the insurance excess paid by “The Hirer”, “The Owner” will reimburse the difference to “The Hirer” upon completion of the repairs and not before. 8 - PARKING The Hirer may leave their car at the premises of Trek Trailers Ltd for the duration of the hire. Vehicles are left at your own risk, and Trek Trailers Ltd accept no responsibility for the loss or damage caused to the vehicle whilst left on our premises. 9 - MILEAGE There is a mileage limit of 150 miles per day, cumulative over the duration of the rental period. Mileage will be noted on the rental agreement at the time of collection and return. If the mileage limit is exceeded, a charge of £1.00 per mile will be charged. The Hirer may purchase the unlimited mileage option to commencement of the rental period. Trek Trailers Ltd will not accept request to purchase the unlimited option after the rental period has commenced. 11 - SMOKING & VAPING Smoking & Vaping is strictly prohibited in our Motorhomes, which includes the use of Electronic Cigarettes. Any evidence of Smoking or Vaping contamination within the vehicle will incur an additional charge of £500.00. 12 - FUEL, GAS, OIL & WATER The vehicle will be supplied with a full tank of fuel when collected and must be returned with a full tank of fuel. If the Hirer returns the vehicle with less than a full tank of fuel, there will be a surcharge of £25.00 plus the cost of fuel at £2.50 per litre. Oil and Water levels will be checked by the Company before the vehicle is collected. The Hirer is responsible for checking the Tyre Pressure, Oil and Water levels for the duration of the hire. Should be done at every fuel filling. If items such as Engine Oil or Coolant are required whilst the vehicle is in your care, please contact us to authorise the purchase, and keep hold of the receipts to enable reimbursement. Trek Trailers Ltd will not be able to reimburse any consumables costs without provision of a receipt. The Company will provide an initial supply. The cost of refilling the Gas Cylinders during the period of hire will be the responsibility of the Hirer who shall ensure that bottles of the same size and type are returned with the vehicle at the end of the rental period. 13 - PAYMENT A non-refundable deposit of £250.00 is payable at the time of booking. Once the deposit payment has been received, Trek Trailers Ltd will issue a conformation of the booking, at which time the booking becomes binding on behalf of the Hirer. Cancellation will be subject to our standard cancellation terms once the booking has been accepted by Trek Trailers Ltd. Full balance of the rental cost must be paid no later than 8 weeks prior to the collection date as specified in the rental agreement. If the booking is made much less than 8 weeks prior to collection date, full payment must be made at the time of booking. Trek Trailers Ltd reserves the right to cancel the booking if full payment is not received by the due date. Any optional extras must be paid for by the time the vehicle is collected. The hire vehicle will not be released to the Hirer without full payment of the hire cost, and extras having been made. Payment must be made by debit / credit card or Bank transfer. Payment by cheque will not be accepted for any part of the booking or security deposit. 14 - CANCELLATION Any request to cancel the booking must be made in writing to Trek Trailers Ltd. If written notice to cancel the booking is received by the Company more than 8 weeks before the agreed collection date, the deposit payment will not be refunded. If written notice to cancel the booking is received less than 8 weeks before the agreed collection date, full payment of the hire costs for the duration of the agreed hire period are payable. We may agree to transfer the booking to an alternative date, but this will be at the discretion of Trek Trailers Ltd and will be subject to availability. If agreed, only one transfer will be permitted. 15 – AVAILABILITY Trek Trailers Ltd will make every effort to have your Motorhome available for collection on the agreed date. If, due to circumstances beyond our control, the reserved vehicle is not available, the Company reserves the right to offer an alterative vehicle. If this is not available or acceptable to the Hirer, the liability of the Company will be limited to the full refund of any monies paid by the Hirer, including the deposit. In these circumstances. Trek Trailers Ltd accept no responsibility to source transport. 16 – ANIMALS The Hirer will not allow any animals to be carried in the vehicle without the express prior agreement with Trek Trailers Ltd. If Trek Trailers Ltd agree for the Hirer to carry an animal, the additional pet surcharge must be paid. Failure to notify and obtain prior approval from Trek Trailers Ltd of a pet will be subject to a surcharge of £500.00. Even if agreement has been received to carry animals, the Hirer must NOT allow the animal on any of the soft furnishings within the Motorhome. Animals must be always under control of the Hirer, and local onsite pet policies of the Campsite must be adhered to. Pets must not be left unattended in the Motorhome at any time. The Hirer agrees to clean up any animal hairs prior to return of the vehicle. Failure to comply with this condition will result in additional cleaning costs deducted from your security deposit at the time of return. Any damage caused by an animal to the Motorhome (including, but not limited to, the soft furnishings) will be charged for on return of the vehicle and will not be covered by the Collision Damage Reduction. 17 – COLLISION DAMAGE EXCESS REDUCTION (CDR) The Hirer may purchase excess reduction prior to commencement of the hire for an additional charge of £10.00 per night. If purchased, this will reduce the liability of any damage caused by a Road Traffic Accident (RTA) to either the vehicle or third party from £1,000.00 to £250.00. However, a claim form must still be completed in the case of any damage to the vehicle, which will be recorded on the Insurers Database against the Hirer. Any incidents must be reported to the Company within 24 hours of the incident occurring. Failure to notify the Company within this period will result in the CDR being void, and the Hirer will be responsible for the Insurance excess of £1,000.00. There is a limit of one claim per hire covered by the CDR which shall apply to the first reported incident. Should more than one incident occur, the Hirer will be responsible for the full Insurance excess for a second or subsequent incident. CDR will also cover costs associated with repairs to Windscreen or Tyres but does not cover damage deemed to be because of gross negligence, or damage to the internal soft furnishings. CDR cover cannot be purchased after the rental period commenced. 18 – LIABILITIES The Hirer shall be responsible for damage caused to Windscreen & Tyres (including punctures) and shall be responsible for paying costs incurred from such damage unless they have purchased the optional CDR prior to the rental commencing. The Hirer shall be responsible for any costs and expenses incurred because of a result any Motoring Offences committed during the period of hire, including, but not limited to, Speeding Offences, Parking Violations, Congestion Charges, Toll Charges & Emission Zone Charges. Trek Trailers Ltd will pass on the details of the Hirer to the relevant Authorities should they be required to do so under law, and the Hirer will indemnify Trek Trailers Ltd for any liability incurred. The Hirer shall be responsible for all the Company’s uninsured losses which may arise as a result of the hire. 19 – SECURITY DEPOSIT The Hirer agrees to pay a Security Deposit of £1,000.00 prior to the collection of the vehicle. This may be paid by Cash, Bank Transfer, Debit or Credit Card. If payment is made by Debit or Credit Card, this will be debited from the Account. The Security deposit may be increased for certain events; this will be imposed at the discretion of Trek Trailers Ltd. The vehicle will not be allowed to leave without payment of the Security Deposit. The Security Deposit will be returned in full using the same method of payment made to pay the deposit on return of the vehicle, provided all Terms have been adhered to. Trek Trailers Ltd reserve the right to deduct any additional charges from the Security Deposit at the time of return if any of these Terms are found to have been breached. 20 – LAW This Contract shall be governed by and construed in accordance with English Law and is subject to the jurisdiction of the English Courts. 21 – DECLARATION I have read, understood, and agreed to be bound by these Terms and Conditions of Trek Trailers Ltd, and that all information I have provided to the Company is accurate.