Alcester Motorhomes Terms and conditions Things you need to know prior to renting one of our motorhomes. Drivers must be between 25 and 70 years of age and of must have held a full license for a minimum of 3 years. In some circumstances drivers aged 21 and over 75 may still be able to drive but this will be at the behest of our insurers and will incur additional costs. With the exception of guide dogs no animals are allowed in our vehicles without prior consent from Alcester Motorhomes. Alcester Motorhomes reserve the right to refuse hire to person/s who we feel may not be suited to motorhome hire or are in infringement of our conditions. No booking can be confirmed until a non refundable deposit of £150 for each week of hire is paid to Alcester Motorhomes. Confirmation of the booking will be sent to the hirer. The remaining balance must be paid in full no later than 4 weeks before the date of hire (not including the actual start date of the hire. Bookings taken with less than 4 weeks before date of hire must be paid in full at the time of booking and are none refundable. Drivers and hirers: The Hirer (The person whose name is on the rental agreement) must provide two forms of ID. This can be in the form of a utility bill or a credit card statement, driving licence or passport .These documents must contain the address of the hirer and one form of photo ID. Please note! Copies will not be accepted. The Driver/s (if different from above) must also bring ID as above and a valid UK or international driving licence. Any driving convictions may incur a higher insurance premium and must be declared to Alcester Motorhomes prior to hire on our booking form. If you wish to add an additional driver you may do so but this will incur an additional insurance payment which will be set by our insurance company. Please do not forget your valid photocard drivers licence you cannot hire our vehicles without presenting it to us. This will also apply to visitors from outside the UK who must also provide a valid passport. A security bond of £300 is to be paid to Alcester Motorhomes to safeguard against any motoring violations including parking fines or minor damage to the vehicle, plus any fuel used and not replaced (i.e. fuel gauge not at same level as at the start of the hire). This will also apply if the vehicle waste system such as the toilet waste cassette and the sink/shower waste tank has not been empted. The toilet must also be left as you found it, in a clean and hygienic condition* This bond will be held by Alcester Motorhomes for a period of up to 8 weeks and then returned to the hirer providing no violations of our conditions have taken place. In the case of Visa/MasterCard payments we reserve the parking fines or charges which occurred during the period of your hire. Please discharge your toilet waste into any normal mains connected toilet facility or designated disposal area; it is illegal to dispose of it down storm drains and could lead to prosecution. *A charge of £40 per infringement refers to the toilet cassette, waste water tank and toilet cleanliness. Taking charge of the vehicle: Prior to your taking charge the vehicle it will have been fully safety checked and cleaned. You will be informed of the vehicle collection point 7 days before you rental period begins Our vehicles will be available no earlier (unless with prior arrangement) than 3pm on the first day of hire. Customers will need to be at the collection point at least 1.5 hours before this time to allow for documentation checks including insurances, confirmation of payments , and vehicle loading, we will then give a brief safety talk including vehicle familiarisation and operation instructions. Vehicles must be returned to us no later than 11am on the last day of hire or a late return charge of £25 per hour will be incurred for the extension of the period of insurance. Please inform Alcester Motorhomes if you are having difficulties getting back to us on time. Should the late return of the vehicle make us liable for extra costs (e.g. compensation of the next hirer), we reserve the right to pass on these costs to you. Please return the vehicle on time. Our vehicles are full comprehensively insured but does not cover personal items, injuries or losses. It is recommended that you take out separate personal/family travel insurance to cover the hire period. Your vehicle: The vehicle is fully equipped but does not usually include bedding or towels, unless you have specifically ordered them , however mattress protection covers are supplied for your protection as standard and must be used at all times. Please see the costs for our additional bed linen service on our booking form should you require them. Should you experience any difficulties with the operation of the motorhome during the period of hire, you are contractually required to immediately contact us at Alcester Motorhomes to enable us to be able to offer assistance. You can find our contact numbers inside the vehicle user guide. Travel to European Union countries: You may only travel outside mainland UK with prior knowledge and the understanding of Alcester Motorhomes. You must only travel to Full European member states and agree that you will not cross borders into none European Union countries without our consent. You must not enter any country that is in a state of war, instability or in a state of emergency during your hire period. Travel to European Union countries will incur additional insurance and breakdown cover. You will also need to purchase an EU travel kit (not supplied by us) to comply with EU traffic regulations; these are usually obtainable from outbound ferry/port terminals and motor accessory stores here in the UK. (We can supply them at extra cost if required please let us know in advance) Insurance details and agreement: 1. Insurance surcharges: (if applicable) Drivers must be 25years and under 70 years of age and have held a full driving licence for at least 3 years. In certain circumstances the lower age limit can be reduced to 21 and the maximum age limit increased to 75 years old (Drivers under 25 and over 70 will incur an additional insurance surcharge). The driving licence for each named driver must be produced at the time of collecting the vehicle. Driver background information is required to be disclosed for each named driver on the insurance questionnaire. The information disclosed on the questionnaire will be reviewed for insurance risk and an insurance surcharge fee may be applied, which is in addition to the vehicle hire charge. The total insurance surcharge fee will be notified to you prior to the hire commencement and will be charged to the authorised credit card (The total insurance surcharge fee, if applicable, must be paid in full prior to the hire commencement). A cumulative insurance surcharge may apply for each named driver. A surcharge applies for: each current driving endorsement, less than 3 years driving experience, non UK & non-EU Driving licences, Drivers' occupation, each accident recorded in the past 3 years and existing medical conditions. If our insurer applies an insurance surcharge on the hirers' residential postal address then the hirer will be advised as soon as practicable, depending on the postcode. The insurance surcharge rate is between £1 - £25 per night (per surcharge) and varies depending on the type of risk, including offence code(s), the endorsement(s) date, and post code. The insurance surcharge rate can increase depending on the additional number of qualifying risk disclosures. The daily insurance surcharge is the sum of each applicable insurance surcharge. The total insurance surcharge fee is the daily insurance surcharge multiplied by the number of nights of the hire period. Insurance Bond the information disclosed in the insurance questionnaire may incur an insurance bond of £750 GBP to be paid prior to the commencement of the hire. The insurance bond is applicable to, but not limited to: foreign licence holders, non UK residents, higher risk category drivers, non UK mainland travel, inexperienced drivers under 25 or over 70, all male parties, high risk destinations and any drivers with accidents disclosed in the past 3 years. The insurance bond will be held for a minimum period of 28 days from the date of the return of the vehicle and administered for a refund thereafter (net of any non insured costs arising from an incident). Please note that the refund administration cannot commence until after the 28 day period has expired. The insurance bond charge will be notified to you prior to the hire commencement and will be charged to the authorised credit card. The insurance bond must be paid in full prior to the commencement of the hire. 2. Unless full payment is received for insurance surcharges and insurance bonds, we are unable to provide insurance cover. Alcester Motorhomes reserves the right to cancel a hire if the insurance surcharge(s) and insurance bond are not paid in full prior to the commencement of hire. In these circumstances the total hire charge will be forfeited. 2 Forms of proof of identity (including photo such as a passport) must be produced by the main driver at the start of the hire i.e. utility bills, Bank statements or credit card statements. 3. Insurance. Fully Comprehensive insurance is included within the hire charge. The vehicle is insured for the period of hire contracted ONLY, thus late return of the vehicle may incur a traffic offence under the road traffic act. Hirers are advised to take out additional personal holiday insurance. A £1250 excess payable per incident by the hirer is applied to all vehicles if the cost of repairing damages in relation to any given incident should exceed this amount. We reserve the right to any amount up to the insurance excess along with any associated costs against the drivers’ or hirers’ credit/debit card provided. Accepting these Terms indicates authorisation to the lesser to be able follow this process if required. 4. Booking Details. All Telephone and online bookings require a non refundable deposit of £150 per week of hire paid at the time of making the booking. The booking deposit payment is not refundable under any circumstances and shall be deducted from the hire charges. Confirmation of the booking details will be sent to you after the deposit has been paid. Unless a deposit payment has been made, your booking may not be confirmed. Early booking is advised to avoid disappointment. We reserve the right to charge an Administration Fee for any changes to the original reservation details. An Administration Fee may also be applied to any claims or losses arising from a period hire. 5. Breakdowns. In the unlikely event of a breakdown, Alcester Motorhomes request that the hirer seeks the help of the appropriate breakdown company quoting the registration number of the vehicle. Hirers are authorised to request repairs up to the value of £50. Repairs costing in excess of £50 must first be authorised by Alcester Motorhomes PRIOR to the work being undertaken - please contact us on our 24 hours helpline 01789763806 or 07956 852 605 6. The hirer agrees that he or she: a) shall not carry more passengers than the seating capacity of the vehicle or allow the vehicle to be overloaded b) Shall not use the vehicle for carrying passengers or goods for hire or reward c) Will be responsible to Alcester Motorhome for the cost of making good and damage caused to the vehicle caused by improper use. d) Understands that he/she is responsible for any fines (including parking fines) which may be incurred during the hire period. e) Shall not, unless agreed prior to the hire with Alcester Motorhomes, remove the vehicle out of the UK mainland. f) Understands that no claim by the hirer for loss or damage to personal belongings or effects of the hirer or any person or persons will be considered. g) Understands that any damage to the interior of the vehicle (including cigarette burns) living or cooking equipment will be charged to the hirer in all cases. h) Period of Hire the times and dates of the contract of hire must be strictly adhered to 7. HIRER AUTHORISES ALCESTER MOTORHOMES TO SUBMIT FOR PAYMENT CREDIT CARD VOUCHERS/ELECTRONIC CHARGES IF A CREDIT CARD HAS BEEN PRESENTED AS A MEANS OF DEPOSIT OR SECURITY AT THE TIME VEHICLE WAS RENTED, INCLUDING IF ANY THIRD PARTY TO WHOM A BILLING WAS DIRECTED REFUSES TO MAKE PAYMENT. 8. NO REFUND IS GIVEN FOR THE EARLY RETURN OF THE VEHICLE CANCELLATIONS: 9. All cancellations must be in writing. All deposits paid are generally non-refundable, unless owner is in breach of contract. All monies due and received within 4 weeks of the commencement of hire are non-refundable. 10. Alcester Motorhomes reserves the right to cancel hire if, at the commencement of hire, the drivers licences are invalid or not according to the conditions set out above or if insurance is declined for any reason. In these circumstances the total hire charge will be forfeited (Hirers are strongly advised to insure against unavoidable cancellation). Alcester Motorhomes reserves the right to refuse to provide insurance cover based on the answers provided in the insurance questionnaire. 11. Availability while every effort is made to ensure that the vehicle reserved is available, if the reserved vehicle is not available, the company reserves the right to offer an alternative vehicle. Signing of the Motor Rental Agreement hirer is deemed the commencement of the hire period and acceptance of the vehicle supplied. If the viability of the replacement vehicle is deemed by Alcester Motorhomes unsuitable or impractical, a full refund will be given. In the event of a refund being give, Alcester motorhomes will not be liable for any further loss or damages or consequential losses arising which is not reasonably foreseeable. 12. Liabilities. The hirer is responsible for all costs and expenses incurred as a result of offences against the road traffic act and are also liable for any uninsurable damages including tyres, windscreen, and any internal damages or breakages. 13. Animals. All animals other than guide dogs have to be approved by Alcester Motorhomes at the time of booking. If approved, all damage howsoever caused by the animals will be charged to the hirer in full. Any additional cleaning charges of £250 will also liable to be paid by the hirer. A daily pet surcharge applies. 14. Parking. The hirer may park free of charge and at his/her own risk one car at the collection location for the period of the hire. 15. Hiring's start and finish at the collection point unless otherwise agreed. Full toilet cassette, waste water tanks and unclean toilet will incur a £40 per penalty. All vehicles must be returned at the same fuel level as at the start of the hire period. Any disparity in the fuel level will be charged to the hirer. No refunds for fuel left in fuel tank above the level as at start of hire. Alcester Motorhomes reserve the right to impose a cleaning fee of £250 if the vehicle is not returned in similar condition in which it was rented. 16. Personal Information supplied will be disclosed to a third party for identity validation purposes. 17. Complaints Procedure - complaints should be submitted in writing to be received by Alcester Motorhomes within 14 days of the end of the period of hire. 18. Smoking is strictly prohibited in all our motor homes and if discovered, will result in your £300 security bond/deposit being forfeited 19. Alcester Motorhomes reserve the right to vary the rates and conditions of hire at any time and to decline hire to any person at any time without reason. VEHICLE HIRE TERMS: 1. Rental Agreement Owner agrees to let and the hirer agrees to take on the rental of the Vehicle as described. Owner means Alcester Motorhomes. Hirer means the person who ordered the Booking. Driver means the named Driver(s) insured to drive the Vehicle. Owner warrants that the vehicle is roadworthy 2.Extension of Rental Period Owner may extend the period of rental at the request of the hirer. The hirer will pay such additional deposit or deposits, as the Owner shall require. In the event of extension(s) the new date and time agreed for the return of the Vehicle shall then become the due back date save where the context otherwise admits. In no event shall the duration of the rental exceed three months in the aggregate. 3. Warranty by hirer and Additional Driver - Owner Rights a) hirer agrees to return Vehicle to Owner in same condition received, ordinary wear and tear accepted, on due date specified; b) hirer agrees not to use Vehicle for hire or reward nor use it in violation of any law, ordinance or regulation, nor remove it (without prior written consent of owner) from England, Scotland , Wales Northern Ireland or the Republic of southern Ireland c) Hirer hereby warrants and undertakes to the Owner i) the accuracy of the information supplied to the Owner; ii) that in the case of business rental this Agreement is entered into by the Driver for and on behalf of the hirer: iii) that he will not operate Vehicle or permit the Vehicle to be operated in any way that would violate this contract, including: Driving by any person under 21 or over 75: in motor sport events (including racing, pace making, rallying, reliability trials, and speed testing); to propel or tow any vehicle or trailer; by any person driving when unfit through drink or drugs or with blood alcohol concentration above the limit prescribed for the time being by road traffic legislation: by any other person other than the hirer or additional Driver(s); under authority of any licence other than his own; if hirer or driver leaves the car unlocked or fails to secure the keys; other than on a paved public highway, private road or driveway; in a reckless or imprudent manner or if the vehicle is deliberately damaged; iv) that the licence shown to Owner at the time the vehicle is rented is his own and fully valid; v) that he will further protect the interests of the Insurer and the Owner by ensuring the vehicle is always locked when unattended: and the keys are secure; d) If hirer commits any serious breach of this agreement, owner may treat the agreement as terminated and may without legal process, or recover the Vehicle at any time and place; e) hirer authorises Owner to verify through credit agencies, the Driver and Vehicle Licensing Agency or any other sources, personal, driving and credit information provided by hirer and any additional drivers. 4.Payment hirer expressly agrees to pay: a) The insurance policy excess of £1250 for each incident if cost of repairs are expected to exceed this amount; if repairs cost less than the policy excess, the hirer shall be liable to the repair costs in full. b) A minimum Administration Charge of 10% of the total costs associated with the repair costs c) The prevailing daily hire rate plus other charges, if applicable, for the duration of the actual time incurred by the repairing garage carrying out repairs arising from an incident, even if an account is forwarded to a third party to a maximum 5 days at the prevailing hire rate; d) All fines and court costs for parking, traffic or other legal violations assessed against the Vehicle, until Vehicle is returned, except where caused through fault of Owner. Hirer is liable as the owner of the vehicle in respect of: any fixed penalty offence committed in respect of that Vehicle under the Road Traffic Act 1988 and Road Traffic Offenders Act 1988; any excess parking charge which may be incurred in respect of that Vehicle in pursuance of an Order under Sections 45 and 46 of the Road Traffic Regulation Act 1984 or the Road Traffic Act 1991 during the period of hire; e) Any refuelling charge currently operated by the Owner; f) Owners costs, including reasonable legal fees where permitted by law, incurred collecting payment due from hirer hereunder; g) If due to the negligence of the hirer, Alcester Motorhomes may additionally be liable for fair market value of repairing damage to the actual Vehicle supplied, administrative fees, plus loss of revenue at the prevailing daily rate, diminishment of value, towing, storage, impound fees, regardless of fault or negligence of the hirer or any other person, and regardless of whether damages are a result of an act of God during the hire period. Owner shall have the sole right and responsibility to repair the Vehicle. Damage should be reported to the office where the motorhome was collected as soon as possible and in any event within 24 hours after the Vehicle was damaged; h) In the event of theft, administrative fees, plus loss of revenue at the prevailing daily hire rate. If Vehicle is stolen, it should be reported to the Owner immediately, and in any event within 24 hours after the Vehicle was stolen. It should also be reported to the Police immediately and a crime reference number should also be obtained immediately. i) Drop fees (The cost incurred in returning the vehicle to the original collection location) if Vehicle is not returned to the collection point (as indicated on the motor rental agreement) without the written consent of the Owner; j) hirer agrees to allow Alcester Motorhomes to compute and debit final charges from Credit/Debit Card, if that is the form of payment used by hirer. If hirer seriously breaches this agreement, hirer agrees to cease using Vehicle and to pay all expenses incurred by Owner in returning Vehicle to the collection point of rental. 5. In respect of each and every incident resulting in damage to the vehicle, the hirer shall pay to Alcester Motorhomes the appropriate excess on such insurance towards or in settlement of the cost of making good any such damage on a full indemnity basis and the cost and expenses incurred by Alcester Motorhomes in proceeding to recover the same from the third party. In the event of the Owner receiving from the third party any part of the amount of such costs and provided the hirer shall have performed its obligations hereunder Alcester Motorhomes shall repay to the hirer the like part of such excess. 6. In case of accident The hirer shall in the event of an incident that results in damage to the Vehicle procure that: a) The driver of the Vehicle completes and delivers to the motorhome Owner the relevant accident report within 48 hours after the end of the hire period. b) No admission of liability is made to any person in relation to such accident; c) Any writ of summons, summons or other document relating to any proceeding arising out of such accident is forthwith delivered to the Owner at the address on the motor rental agreement; d) All assistance is rendered to the Owner and its insurers to the conduct of such proceedings including without prejudice to the generality of the foregoing permitting such proceedings to be brought by the Owner in the name of the hirer and defending any proceedings brought against the hirer; e) The hirer shall pay or reimburse the Owner against all losses, liabilities, costs, actions, claims or demands which it may incur or have brought or made against it in relation to the Vehicle or its use and which are not recoverable under a policy of insurance whether the same is effected by the Owner or hirer; f) The names and addresses of all witnesses thereto are collected and given to the Owner. For the purposes of the DATA PROTECTION ACT (S) 1984, the Owner or any subsidiary of the Owner may hold and process by computer or otherwise the information given to Owner by the hirer or any Additional Driver to identify other products or services which might be relevant and for statistical analysis. 7. HIRER AUTHORISES OWNER TO SUBMIT FOR PAYMENT CREDIT CARD VOUCHERS/ELECTRONIC CHARGES IF A CREDIT CARD HAS BEEN PRESENTED AS A MEANS OF DEPOSIT OR SECURITY AT THE TIME VEHICLE WAS RENTED, INCLUDING IF ANY THIRD PARTY TO WHOM A BILLING WAS DIRECTED REFUSES TO MAKE PAYMENT. 8. All charges are subject to final audit. 9. This agreement is governed by and construed in accordance with the Laws of UK. All disputes arising out of or in connection with the agreement shall be subject to the non exclusive jurisdiction of the UK Courts. 10. If full payment is not made after 28 days of invoice, a reminder will be sent, 14 days thereafter the account will be passed to our collections agency incurring extra charges on top of the total balance due. Hirer agrees as part of this contract to pay this sum which represents our reasonable costs in collecting the unpaid amounts. This vehicle carries an ignition immobiliser and Tracker anti theft deterrent. I have read and understand the terms and conditions of this agreement and agree to be bound by them. Please print Name: ---------------------------------------------------- Signature: ------------------------------------------ Address: ------------------------------------------------- --------------------------------------------------------- ---- ------------------------------------------------------------- Country: ---------------------------------------------- --- Post code: ---------------------------------------------- Date: ------------------------------------------------