Vancation Motorhome Rental Terms & Conditions
1 - Definitions
For the purpose of these Terms & Conditions, the following definitions apply:
- Hirer/Driver: The person(s) named on the rental agreement responsible for the motorhome during the rental period.
- Motorhome: The vehicle provided by Vancation for hire, including all standard equipment and accessories.
- Rental Period: The agreed timeframe stated in the rental agreement during which the hirer is entitled to use the motorhome.
- Security Deposit: The refundable amount paid by the hirer before collection to cover potential damages, missing items, or additional charges.
- Insurance: The motorhome insurance policy provided, covering specific types of damage as outlined in the rental agreement.
- Breakdown Cover: Assistance provided by Green Flag in case of mechanical failure of the motorhome.
- Late Return Fee: The charge incurred if the motorhome is not returned within the specified return window.
- Damage Costs: Charges applied to the hirer for any damage beyond normal wear and tear.
- Refuelling Fee: The charge applied if the motorhome is returned with less than a full tank of fuel.
- Smoking Fee: A penalty applied if smoking is detected inside the motorhome.
- Force Majeure: Unforeseen circumstances beyond the control of either party that may impact the rental agreement.
- GPS Tracking: A system installed in the motorhome for legal and rental management purposes.
- Cleaning Fee: A charge applied if the motorhome is returned in an unclean condition beyond reasonable use.
- Abandonment: Failure to return the motorhome as agreed, resulting in repossession and additional charges.
2 - Rental Agreement
By signing the rental agreement, the hirer agrees to abide by these terms and conditions. Failure to comply may result in additional charges, termination of the rental, or forfeiture of the security deposit.
3 - Driver Eligibility
- The hirer must be between 25 – 75 years old.
- Drivers must have held a full valid driving licence for at least two years.
- Non-UK residents may rent, subject to insurance approval.
- International driver eligibility is subject to verification with our insurer.
- US, Canadian, and South African licence holders are covered if they have prior UK driving experience.
- DVLA licence checks are required for UK-issued licences.
- The driver must be the person making the payment.
3.1 Convictions & Penalties
Scenario
| Codes
| Covered?
|
Two 3-point offences
| (‘SP’, ‘TS’, or ‘CU’ codes are covered)
| Covered as standard
|
Single 4 or 6-point offences
| (‘SP’, ‘TS’, or ‘CU’ codes are covered)
| Covered as standard
|
Three, 3 point offences totalling 9 points.
| (‘SP, ‘TS’, or ‘CU’ codes are covered.
| Additional £500 excess
|
Single 4 or 6 point offence.
| (MS90, IN10/any others not mentioned)
| Requires referral
|
Any conviction code not referenced.
| (i.e. ‘CD’, ‘DD’, ‘BA’, ‘UT’, or ‘DR’/’DG’ code etc)
| Requires referral
|
Any ban or disqualification (within 5 years of hire date)
| Any
| Requires referral
|
3.2 Required Documentation
The following documents are required:
- A copy of the hirer’s photo card driving licence (address & ID must be up to date).
- Two proofs of address from separate sources (dated within 90 days of hire date).
Acceptable Proof of Address:
- Credit card bill / statement
- HMRC self-assessment / tax credit
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.
4 - Our Depot
- Address: Martin Ln, Burscough, Vancation L40 0RT
- Hours: 8 AM – 6 PM (may vary on holidays)
5 - Security Deposit
- A £750 security deposit is required before collection.
- This covers damages, missing items, or additional charges.
- The deposit will be refunded within 7 days after the hire ends, minus any deductions.
6 - Rental Period & Late Returns
- 20% deposit required upon booking.
- Full payment required 6 weeks before pickup.
- Late returns beyond the 15-minute grace period incur £60 per hour for the first four hours, after which the full security deposit is charged.
- No refund for early returns.
- The rental period is as per the agreement.
7 - Insurance & Breakdown Cover
- Insurance is provided by Allianz.
- Breakdown cover applies within the countries listed in section 11.
- The hirer is responsible for any uninsured damage.
8 - Use of the Motorhome
- The motorhome must not be used for unlawful purposes.
- The hirer is responsible for all fines, charges, or penalties incurred.
9 - Cancellation Policy
Timeframe
| Charge
|
More than 6 weeks before pickup
| Loss of deposit
|
Between 6 and 2 weeks before pickup
| 50% of hire charge
|
2 weeks or less / No-show
| 100% of hire charge
|
10 - Cleaning Fees
Issue
| Charge
|
Fridge not emptied
| £25
|
Unclean Bathroom
| £50
|
Unclean Living Area
| £50
|
Unclean Toilet
| £75
|
Unemptied/Dirty Toilet Cassette
| £100
|
Miscellaneous unacceptable conditions
| From £25
|
11 - Fuel & Maintenance
- The vehicle must be returned with a full tank of fuel.
- Refuelling by Vancation incurs fuel costs plus a £25 admin fee.
- Regular fluid checks are required; neglect damage is fully chargeable.
12 - Pickup & Return
- Pickup time: 3 PM - 6 PM (unless arranged otherwise).
- Return time: Before 11 AM. (unless arranged otherwise).
- A preliminary inspection is done at return; a full assessment follows during cleaning.
13 - Territorial Limits
You’re covered by our insurer and breakdown cover in the following countries: Great Britain, Northern Ireland, the Isle of Man (for residents only) , Jersey, Guernsey, The European Union (Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden), Iceland, Norway, and Switzerland.
14 - Damage & Repairs
- Retail price of parts & labour applies for damage repairs.
- Negligence-based damage (e.g., incorrect fuel use) is fully chargeable.
- If diesel is added to the water system, do not run the taps; immediate return is required to prevent further damage.
15 - Pets Policy
- Pets are not currently permitted. (may change in the future)
16 - Smoking Policy
- Strictly forbidden inside the motorhome.
- Minimum charge: £300 for violations.
17 - Weather Conditions
- Vancation is not responsible for weather-related damage or inconvenience.
18 - Customer Vehicle Parking
- One car may be parked at our premises at the owner’s risk.
- Keys must be left with the rental team.
19 - Security
- While the vehicle is in your care, you must take reasonable precautions to prevent damage or theft. Always lock the doors, close windows and rooflights, and keep the keys with you. Do not give the keys to others or allow unauthorized drivers. Insurance won’t cover theft if the vehicle is left unlocked, keys are inside, windows or doors are open. Avoid leaving valuables or electronics visible and park in a safe location to reduce risk.
20 - Accidents
- In the event of an accident:
1. Do not make any admission of liability nor give money to any injured person.
2. Obtain the name and address of any other driver and registration mark of any other vehicle involved.
3. Obtain Insurance Certificate details from any driver You hold responsible for causing the accident and give such details to anyone that similarly holds you responsible (You are compelled to provide such information by the Road Traffic Act 1988).
4. Obtain the name and address of any witnesses.
5. Record the position in the road of your vehicle and any other vehicle involved.
6. Inform us as soon as reasonably possible by going to
21 – Termination of Agreement
- The rental agreement will be terminated immediately if:
- The hirer has obtained the motorhome through fraud or misrepresentation.
- The motorhome is abandoned.
- The hirer breaches any contract conditions.
- Legal actions such as repossession or bankruptcy apply to the hirer.
22 – Miscellaneous Information
- If you plan on hiring for the use of a wedding, please contact us beforehand per our insurer.
23 - Governing Law
This agreement is governed by the laws of England & Wales.
24 – Changes to Terms
- Vancation reserves the right to alter rates and conditions at any time.
- We may refuse or cancel a rental with prior notice.
- Vancation Reserves the right to alter the Terms and Conditions and/or Privacy Policy without prior notice.
25 – Data Use & Privacy
- Customer details are used solely for rental purposes and will not be shared except as required for law enforcement, insurance claims, or penalty processing.
- GPS tracking is used solely for rental management and legal requirements.
By proceeding with the booking, the hirer agrees to these terms and conditions. For any questions, please contact Vancation at vancation.rentals.
Last Update: 17/02/25
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