MOTORHOME HIRE PEMBROKESHIRE
Terms & Conditions of Hire
THIS AGREEMENT IS BETWEEN: THE OPERATOR (Motorhome Hire Pembrokeshire T/A Brynmeini) and THE HIRER:
PERIOD OF HIRE:
DROP OFF DATE:
HIRE INCLUDES THE FOLLOWING ADDITIONAL ITEMS:
1. YOUR CONTRACT WITH THE OPERATOR
By taking the hire vehicle you are accepting these terms and conditions IN FULL. It is the Hirers responsibility to familiarise themselves with the Agreement therefore please read this agreement carefully. If there is any-thing you do not understand or do not agree with please raise it with a representative of the Operator prior to the commencement of the Hire.
2. BOOKING CONFIRMATION AND PAYMENT
An initial payment of £250 is required to confirm the booking, this is non-refundable and enters you into a binding contract for the hire. The balance of your hire price is payable six weeks prior to the start date of your hire, or at the time of booking if you book less than six weeks from the start date of your hire. Payment is to be made via Bank Transfer or via PayPal. Any documentation you are requested to provide by the Opera-tor must be received prior to the start date of your hire or within two days of booking if less than six weeks from the start date of your hire. Failure to provide full payment and documents as above will result in the booking being cancelled and the loss of your £250 deposit.
Drivers must be aged between 25 and 70 years of age and have had a full driving licence valid for the rele-vant vehicle for at least three years prior to the commencement of the hire. Drivers who passed their test after 1996 are restricted to the weight of motorhome they can drive, 3500kg. All the motorhomes are within this weight.
Drivers must be free of endorsements on their licence except for minor parking offences or speeding offenc-es any more than 6 points on their licence may be subject to an additional insurance surcharge. The price quoted for the hire will be for 2 drivers only, additional drivers can be added for £15.00 and also must pro-duce the same ID documents as the main driver.
Drivers of the vehicle must not have been involved in more than one accident (fault or no fault accident) in the five years prior to the hire commencing.
Taking the motorhome abroad is not allowed unless agreed in advance in writing by The Operator.
All cancellations must be notified in writing to The Operator, but please call The Operator immediately to inform them as this will improve the chances of re-hiring the motorhome. If notification of your cancellation is received more than six weeks before the start date of your hire you will be refunded in full less the initial deposit of £250. If notification of your cancellation is received less than six weeks before the start date of your hire all monies paid and due are not refundable and you are still liable for any sums not yet paid. How-ever, The Operator will do all it can to re-hire the motorhome and if they are able to do so, you will be re-funded up to a maximum of your total hire less your initial deposit of £250, subject to the amount The Oper-ator is able to re-hire the motorhome for.
4. COLLECTION AND DELIVERY TIMES
Unless otherwise agreed with The Operator, the motorhome will be available on the day of hire from the agreed location at a pre-arranged slot no earlier than 3pm and must be delivered back to the agreed location no later than 11am on the last day of hire. Please allow 1 hour for handover of the vehicle on collection day and up to 1 hour on return of the vehicle for post inspection and for you to empty your belongings if need-ed. Vehicles must be returned clean, in the same state and condition as received on handover and with the vehicle fully cleaned inside, toilet cassette emptied and clean, waste water emptied and a full tank of diesel, if this isn’t the case then the relevant additional charge will be made.
EARLY COLLECTIONS prior to the above time slots may be possible subject to availability and are subject to an extra charge of £10 per hour for this service. This applies to pre-arranged early collection requests only, earliest collection is 10am when available.
LATE RETURNS can have a significant impact on the next hire. If you fail to return the motorhome by 11am you will be liable to an extra charge fee of £50 per hour. There are no refunds for motorhomes returned early. Should you require to return the motorhome after 11am, a pre-arranged later time may be possible subject to availability and advance pre booking only (for Insurance purposes), charged at £10 per hour up to 5pm. Bearing in mind vehicles need to be cleaned, maintained & ready for collection for the next hirer, hence an 11am latest return time, if you feel you may need extra time for your journey back to our base especially when travelling on longer journeys and including time to re-fuel then we advise booking an extra day’s hire at time of booking to guarantee the vehicle for the travelling time required and to avoid late return charges. Nearest Fuel; Crymych Garages.
OPERATOR COLLECTION: If the vehicle has to be collected from any location by the Operator for any reason outside of the control of the Operator a charge of £50 per man hour will be charged in addition to all fuel charges which will be charged at the rate of £00:50 per mile for any vehicle used to effect the collection. These charges apply for all travel connected with the collection of the vehicle.
TAXI SERVICE: In the event that it is arranged between the Operator and the Hirer that the Operator will col-lect the Hirer and bring them to the Operator location for the handover of the vehicle a time will be set for the collection and the Operator will wait for one hour only. Additional waiting time will be charged at £50 per man-hour. In the event that the vehicle is to be delivered back to the Operator and the Operator has agreed to provide onward transport to another location the vehicle must be returned within one hour of the agreed drop off time otherwise onward transport will be the responsibility of the Hirer to arrange and pay for.
Both Collection and Returns are to our location; Brynmeini Farm, Hermon, Crymych SA36 0DZ.
Occasionally motorhomes are not available as agreed, which is almost always due to events beyond the mo-torhome operator’s control (see below). If your booking has to be cancelled (which the motorhome operator has the right to do) The Operator, will offer you the choice of an alternative motorhome or, if no suitable replacement is available, provide a full refund of all monies you have paid for your booking
6. EVENTS BEYOND THE OPERATOR’S CONTROL
Unfortunately, events beyond the motorhome operator’s control occasionally affect bookings. When refer-ence is made to such events in these Conditions of Hire, this means any event(s) or circumstance(s) which the motorhome operator could not, even with all due care, foresee or avoid. The motorhome operator can’t accept responsibility or pay any compensation, costs or expenses where the performance of your contract with the motorhome operator is prevented or affected or you otherwise suffer any loss or damage as a result of events beyond the motorhome operator’s control. This includes any delays to and/or restrictions to your hire to which you may be subject. However, if your booking has to be cancelled as a result, The Operator, the motorhome operator will of course offer you the choice of an alternative motorhome (if available) or re-fund as described above.
7. SUITABLE PERSONS
The motorhome operator has the right to refuse to hand over a motorhome to any person who, in the rea-sonable opinion of the motorhome operator, is not suitable to take charge. In such cases, all hire charges paid will be refunded in full but the motorhome operator has no further liability. The minimum age for a Hirer is 25 years old and the maximum age is 70 years old.
The transporting of pets in the motorhome is strictly forbidden unless already agreed in advance with The Operator. There is no charge for up to a maximum of 2 pets. If no permission was obtained and it is deter-mined that pets were carried on the vehicle during the hire period The Operator reserve the right to make an appropriate charge.
At no time should pets, if allowed, be left unattended in the motorhome or allowed onto beds and seating areas.
Smoking in the motorhome is ILLIGAL, any infringement will incur a minimum cleaning cost of £500.
10. BED LINEN AND TOWELS
Bed linen, pillows and towels are not provided with the motorhome as standard. If you specifically require these items or are travelling from aboard please enquire about availability. Price for hire is £45 for a triple set, £30 for a double set and £15 for a single set.
11. RENTAL PERIOD
You will have the vehicle for the rental period shown in the agreement. If you do not bring the vehicle back on time before 11am you are breaking the conditions of this agreement and may invalidate the insurance. See item no.4 for charges.
12. YOUR RESPONSIBILITIES
a. You must look after the vehicle and the keys to the vehicle. You must always lock the vehicle when you are not using it, and use any security device fitted to or supplied with the vehicle. You must always protect the vehicle against bad weather which can cause damage. You must make sure that you use the correct fuel. You are responsible for any damage to the vehicle caused by hitting low level objects, such as bridges or low branches. b. You must not sell, rent or dispose of the vehicle or any of its parts. You must not give anyone any legal rights over the vehicle. c. You must not let anyone work on the vehicle without the Operator’s per-mission. If the operator does give you permission, you will only receive a refund if you have a receipt for the work. d. You must let the operator know as soon as you become aware of a fault in the vehicle. e. You must bring the vehicle back to the place agreed, at the time agreed and remain responsible for the vehicle until this time. The operator must see the vehicle to check that it is in good condition. f. You will have to pay for re-pairs if:
•?The vehicle needs more than our standard valeting (cleaning) including, but not limited to uphol-stery, furniture, bathroom, floors, cab etc.
•?You have damaged the vehicle in any way, inside or out
g. Before you bring back the vehicle you must check that you have not left any personal belongings in the vehicle. h. You are responsible for any loss or damage to the motorhome including that caused by neglect, misuse, accident or not your fault. If the hirer is found to have damaged the vehicle through negligence, and/or no other vehicle was involved, the hirer will be responsible for FULL RECTIFICATION COSTS. The items that are not covered by the insurance include, but are not limited to; interior fitments, spills or damage to upholstery, front and rear bumper, over-cab mouldings, cabin structure, roof lights, windows, wing mir-rors and external doors, vehicle engine, (other than wear and tear), incorrect fuel or fuel contamination, fuel in the fresh water system and running out of fuel, fresh water in the fuel system and all charges resulting from these points.
h. The vehicle must be returned fully cleaned internally including the oven, grill, hob area, fridge, microwave, all surfaces, cupboards, tables, floor, cab area, shower and toilet areas and all external lockers. There is no requirement to clean the outside of the vehicle. Failure to return the interior of the vehicle clean will incur a cleaning cost of up to £150:00.
13. CONDITIONS FOR USING THE VEHICLE
The vehicle must only be driven by you and any other driver named on the hire insurance policy, or by any-one else we authorise in writing. Anyone driving the vehicle must have a full valid driving licence. You or any other authorised driver must not:
•?Use the vehicle for hire or reward;
•?Use the vehicle for any illegal purpose;
•?Drive on any roads/surface other than sealed tarmac or hardstanding/solid ground;
•?Use the vehicle for racing, pace making, testing the vehicle’s reliability and speed or teaching someone to drive or for stop/start events such as use as a support vehicle for cycling tours etc.;
•?Drive on beaches or bogged grass/fields or submerse in water or saltwater;
•?Use the vehicle while under the influence of alcohol or drugs;
•?Drive the vehicle outside England, Scotland and Wales, unless we have given you written permis-sion;
•?Overload the vehicle beyond 3,500kg
•?Carry on board any fireworks, corrosive or flammable products, gases and hazardous liquids;
•?Hide or conceal any damage that has occurred by yourself to any part of the vehicle especially in instances where damage may not be instantly visibly obvious e.g undercarriage
The total number of people that can be carried in the vehicle is limited to the total number of seatbelts fitted. This is a legal requirement – you must not carry anyone that is not using a seatbelt.
Charges are based on the Operators price list at the time of booking. You will be charged for: a. The rental and any other charges we work out according to this agreement. b. A charge for any loss or damage to the motorhome including that caused by neglect, misuse, accident or not your fault, subject to the cover provid-ed by the hire insurance. c. Any charge for loss or damage resulting from you not keeping to condition 12. d. You must empty the toilet cassette and the grey water tank at the end of the hire period. There is a £50 charge for un-emptied/cleaned cassettes and a £35 charge for un-emptied grey water tank. e. A refuelling service charge if you have used, and not replaced, more fuel than was supplied originally. The charge is based on the cost of the fuel plus £20. f. Gas is included, but should you need to replace an empty bottle during the course of your hire, this is your responsibility to do so but retain the receipt and you will be re-funded the cost of the gas. g. All fines and costs (including court costs) for parking, traffic or other offenc-es, congestion charges, (including any costs which arise if the vehicle is clamped). You must pay the appro-priate authority any fines and costs if and when the authority demands this payment. If you do not, you will be responsible to pay any costs and reasonable administration charges which arise when The Operator have to deal with these matters. h. Any charges arising from Customs and Excise or Immigration Authorities seiz-ing the vehicle, together with a loss-of-income charge while the Operator cannot rent out the vehicle, if and when The Operator demand this payment. i. Any published or agreed rates for delivering and collecting the vehicle j. Interest which will be added every day to any amount you do not pay on time, at the rate of 4% a year above the base lending rate of Barclays Bank from time to time. k. Value added tax and all other taxes on any of the charges listed above, as appropriate. You are responsible for all charges, even if you have asked someone else to be responsible for them. l. Any other fees/charges inc. costs incurred by The Operator as a result of breach of these terms & conditions. m. Daily rental period costs for loss of hire if a vehicle is off hire for accident repairs as a result of damage by you.
15. SECURITY BOND (DEPOSIT)
A security/damage deposit of £1,000 (UK hire) and £1,500 (EU and festival hire) is payable by cleared funds three (3) days prior to collection of the motorhome. Damage to the motorhome (externally or internally) will be deducted from this deposit to cover costs of repairs/fitments or the insurance claims excess as described in these terms and conditions. You agree that the deposit is payable in full as a condition of hire, payment to be made to The Operator by cleared funds prior to collection of the vehicle. The deposit will only be retained by The Operator if, on return of the hire vehicle, it is found that damage or losses have been incurred. In such an event, the deposit is retained by The Operator who will place it in its account until the claim or dis-pute is settled. The agreed amount for the repair/s or item/s will be kept by The Operator with the balance of the deposit (if any) refunded to you. The deposit will be refunded within 7 days of the return of the vehicle if returned damage free and no penalty/legal/infringement costs have been incurred.
The insurance policy excess liability is £750.00 in respect of each and every individual incident resulting in damage to the vehicle, the hirer shall pay to The Operator an amount up to 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 The Operator in proceeding to recover the same from any Third Par-ty.
In the event of the Owner receiving from any Third Party any part of the amount of such costs, and provided the hirer shall have performed his/her obligations hereunder, The Operator shall repay to the hirer the like part of such excess.
In the event of damage the following charges may apply:
a. The prevailing daily hire rate (maximum 5 days per incident) plus other associated charges, if appli-cable, transfer to warranty approved repairing garage and for the time incurred by the repairing garage to carry out the required repairs arising from an incident, even if an account is forwarded to a third party.
b. Hirer is liable as the bailee 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; All parking, road-traffic or other legal violations are subject to a minimum £25.00 administration fee per incident.
c. In the event of break in or theft of the vehicle, the insurance excess is £750. Hirer will be liable for associated administrative fees, plus loss of revenue at the prevailing daily hire rate (max 5 days), transfer to warranty approved repairing garage and storage fees.
d. If Vehicle is stolen, it should be reported to the Owner immediately and in any event within 24 hours. It should also be reported to the Police immediately and a crime reference number should be obtained and provided to Owner.
e. In the event of fresh water tank contamination, the insurance excess liability is £1,000.
f. Although the vehicle is comprehensively insured, this does not cover personal items/losses. We strongly advise you to take out personal travel insurance cover prior to your hire.
g. Owner’s costs, including reasonable legal fees where permitted by law, incurred collecting payment due from hirer hereunder.
h. If damages are due to negligence of the hirer, the hirer will be liable for the standard insurance ex-cess liability of £750, administrative fees, plus loss of revenue at the prevailing daily rate (max 5 days), diminishment of value, towing, transfer to warranty approved repairing garage, storage, im-pound 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.
If Vehicle is not returned to the original collection point (as indicated on the motor rental agreement) without the written consent of the Owner, hirer will be liable for full cost of repatriation of the vehicle;
If hirer breaches this agreement, hirer agrees to cease using Vehicle and to pay all expenses incurred by Owner in returning Vehicle to the rental collection point.
16. THE HIRE INSURANCE
The motorhome is insured for the period of the hire (except in the event of negligence see 12h). A copy of the insurance policy is available from The Operator on request.
It is strongly recommended that you take out your own personnel travel insurance policy as you would for any holiday to cover all eventualities such as protection of personal belongings, injury, public liability as The Operator does not cover this on their insurance.
17. WHAT TO DO IF YOU BREAK DOWN
No responsibility can be accepted by The Operator for any loss or damage or expense which occurs as a result of any defect or breakdown unless it is due to a proven reason of the operator’s failure to adequately maintain the motorhome in a fit state and condition. If you do breakdown you should contact the breakdown service that covers the vehicle (details provided) and inform your operator immediately – details in the vehi-cle.
18. WHAT TO DO IF YOU HAVE AN ACCIDENT
No responsibility can be accepted by The Operator for any loss or damage or expense which occurs as a result of any accident. If you have an accident you must not admit responsibility. You should get the names and addresses of everyone involved, including witnesses. You should also:
•?Make sure all passengers are safe and that the vehicle is secure
•?If appropriate and safe to do so take photographs and complete the Accident Report Form
•?Tell the police straight away if anyone is injured or there is a disagreement over who is responsible
•?Contact The Operator within 6 hours of the accident occurring.
You must produce an accident report sending one copy to The Operator, the form is provided in the vehicle. You must assist The Operator in handling any claim that should arise.
18.01 EUROPEAN TRAVEL
Comprehensive EU Insurance Cover is included in the cost of any vehicle hired for European Travel as long as the hirer has informed the owner of their intention to travel to Europe. The hirer must inform the owner which countries they intend to travel to during the hire period, failure to do so will invalidate the insurance cover.
A VOH (Vehicle On Hire) certificate must be obtained by the hirer prior to travel to the EU. This can be ob-tained through the RAC website. Motorhome Hire Pembrokeshire will provide you with the required letter of authorisation.
Any additional costs incurred during the period of EU travel vehicle (and any consequential costs) that that are not covered by the insurance are the sole responsibility of the hirer.
EU Breakdown cover is included in the cost of any vehicle hired for European Travel as long as the hirer has informed the owner of their intention to travel to Europe. The hirer must inform the owner which countries they intend to travel to during the hire period, failure to do so will invalidate the breakdown cover. There is a £35 excess charge made by the breakdown company which must be paid directly by the hirer to the break-down organisation at the time that a breakdown or incident is reported.
Any additional costs incurred during the period of EU travel relating to the breakdown of the vehicle (and any consequential costs) that are not covered by the EU breakdown cover are the sole responsibility of the hirer.
19. WINDSCREENS AND TYRES
You are responsible for any damage to windscreens and windows, punctures or other damage to tyres dur-ing the period of the hire. Where possible it should be repaired or replaced as appropriate with genuine manufacturer’s parts, and paid for by you at the time. You should contact the operator to seek instructions before carrying out the repair. Failing this, an amount will be deducted from your deposit against damages for the cost of the repairs.
If you break the agreement The Operator reserves the right to give the information you have provided to credit reference agencies, the Driver and Vehicle Licensing Authority (DVLA), debt collectors and any other relevant organisation. We can also give this information to the British Vehicle Rental and Leasing Association (BVRLA), who can pass it on to any of its members for any purpose stated in the Data Protection Act 1998.
21. ENDING THE AGREEMENT
a. If you are a consumer we will end this agreement straight away if we find out that your belongings have been taken away from you to pay off your debts, or a receiving order has been made against you. We will also end this agreement if you do not meet any of the conditions of this agreement. b. If you are a company, we will end this agreement straight away if:
•?You go into liquidation
•?You call a meeting of creditors;
•?We find out that your goods have been taken away from you until you pay off your debts;
•?You do not meet any of the conditions of this agreement
c. If we end the agreement it will not affect our right to receive any money we are owed under the conditions of this agreement. We can also claim extra costs from you if you do not meet any of the conditions of this agreement. We can repossess the vehicle and charge you if we do this.
22. PARKED OWNERS VEHICLES
In the event that the hirer leaves one or more vehicles at Brynmeini Farm for the duration of the hire no charge will be made for such action but The Operator accepts no responsibility for any damage, however incurred, that may occur to the vehicle (s).
23. GOVERNING LAW This agreement is governed by the laws of the United Kingdom. Any dispute may be settled in the courts of that country.
24. FULL TERMS & CONDITIONS Full terms & conditions are available on the website or can be obtained upon request from Motorhome Hire Pembrokeshire.
It is strongly recommended that you take out your own personnel travel insurance policy as you would for any holiday to cover all eventualities such as protection of personal belongings, injury, public liability etc. as The Operator does not cover this on their insurance.
The Operator own all their vehicles themselves, we are not an agent for private owners motorhome rentals.
25. SIGNATURE: By signing below, you are agreeing to all the Terms and Conditions above and specifically agree to be bound by the terms and conditions of the Insurance which you have seen and read or have had the opportunity to see and read as detailed in this docu-ment. You are also authorising The Operator to irrevocably recover any monies due to them from credit/debit card details or cash bond in the event of any damage/loss incurred to the motorhome whilst on hire to you.
SIGNED AND AGREED:
By The Operator
By The Vehicle Hirer
CONTACT PHONE NUMBER: …………………………………………………………………..