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Terms and conditions of rental
Booking Deposit
A motorhome reservation can be done online through our website or by contacting us via email or telephone. At the time of booking, a non-refundable deposit of 20% of the total hire charge is needed to secure your chosen Motorhome for the agreed hire period. We will send you a booking confirmation email once the deposit is paid and at this point our contract is binding. The hire balance is due no later than 30 days in advance of collection date, or as soon as practicable for bookings made at short notice (less than 30 days). If the balance has not been paid by this time and we have received no response by email or telephone then we have the right to cancel your reservation.
Damage/Security Deposit
A £750 damage/security deposit must be paid for each hire. The deposit will be fully refunded within 72 hours from the end of the hire, minus any costs occurred as detailed below. Please note that the security deposit is not a holding deposit and must be cleared funds before the hirer can take delivery of any vehicle (this is a requirement of our insurance company). The security deposit can be paid by credit or debit card on the collection day or by bank transfer at least one week before your collection date (Account details available upon request). Under the terms of our insurance, we cannot accept cash for the security deposit. Refunds will be processed using the same method, provided that the vehicle is returned complete and undamaged, clean and tidy on the inside, with an empty toilet cassette and a full tank of diesel. On arrival back at our depot, the vehicle will be briefly inspected in the presence of the hirer. A full inspection and inventory check will be carried out within 24 hours and if applicable, reasonable damage charges will be deducted from your Damage/Security Deposit.
Damage & Cleanliness
Parts for Motorhomes are expensive, and for the most part, are not immediately available “off the shelf” locally. If the Motorhome sustains damage at any time during your hire, however minor, please inform us straightaway. If we know about it we can start to make arrangements for repair before the vehicle returns in time for the next hire, potentially avoiding leaving us in a position of having to cancel or compensate another customer’s holiday. We understand that accidents do happen and make no charge for the occasional broken small item. Please do let us know if anything is lost or damaged so that we can ensure the vehicle is fully stocked for the next hirer. You are required to return the vehicle in a clean and undamaged condition, with an empty waste water tank, a clean and empty toilet and a full tank of diesel. Exterior washing is not necessary as this is carried out by us. A charge of £50 may be imposed for any vehicle returned with a dirty or unemptied toilet.
Examples of damage charges where the hirer is responsible for payment:
Any damage to bodywork, windows, mirrors, windscreen or tyres.
Wilful damage, neglect of care or accidental damage (e.g. a tin falling out of a cupboard and damaging a worktop).
Any costs incurred due to the fault of the hirer (e.g. keys locked inside the vehicle, damage caused by neglect).
Examples of circumstances where deductions may be applied:
If the motorhome is not returned full of fuel there will be a charge of £25 plus the retail rate for fuel costs.
Where there is damage to the vehicle or contents. Charged at retail replacement part(s) cost plus an hourly labour rate for time spent on repair if necessary.
Where the vehicle is returned in an unacceptable condition internally. Charged at an hourly rate for any excess cleaning time required.
Unemptied toilets will be charged at £50 for emptying and cleaning.
Charges may be deducted from the security deposit for stain removal from upholstery or carpets, additional cleaning time if the motorhome is returned with an unreasonably dirty interior, or any other damage.
PLEASE NOTE - Situations NOT covered by insurance where the hirer in fully liable for all costs:
WRONG FUEL – If the motorhome is filled with the wrong fuel type into the fuel tank, then the hirer is liable for full engine repair costs should engine damage occur. This is not covered under the insurance terms and therefore the hirer is totally liable for all repair costs.
LEAVING MOTORHOME KEYS UNATTENDED – if the motorhome keys are left unattended by the hirer, resulting in the theft of the motorhome, then the hirer is liable for the total retail value of the motorhome.
In the event of damage resulting in a valid insurance claim the hirer is responsible for payment of the insurance excess (as detailed in section 3) or the excess set by the insurers in case of special circumstances.
Deposits are refunded in full within 72 hours of return, provided that the vehicle is returned clean, undamaged and on time.
Collection Window
This is between 3pm - 5pm (unless agreed by prior arrangement) Please be on time for your vehicle collection and allow up to one hour for a full vehicle induction, during which time we will demonstrate full, proper and safe use of the vehicle systems and equipment. All drivers must be present at collection. We will need to see the plastic card part of the driving license and also a printout from the DVLA - please see https://www.viewdrivingrecord.service.gov.uk/driving-record/licence-number. Alongside this we also need a proof of address for every driver, matching the address on the licence (e.g. council tax, telephone or utility bill dated within the last 3 months). Return - before 11am It is important that you return the vehicle at the date and time specified in your Hire Agreement. Late returns may be surcharged at £50 per hour or part thereof. By arrangement, we can take a vehicle in at an earlier time than specified during business hours; however no refund of unused hire will be made. On arrival back at our Depot, we will carry out a vehicle inspection and an inventory check. Please allow up to 30 minutes for unloading the vehicle, our inspection and sign-off.
Return
It is important that you return the vehicle at the date and time specified in your Hire Agreement. Late returns may be surcharged at £50 per hour or part thereof. By arrangement, we can take a vehicle in at an earlier time than specified during business hours; however no refund of unused hire will be made. On arrival back at our Depot, we will carry out an outside visual vehicle inspection – the vehicles are then checked thoroughly by our cleaning team – this is normally within 2 days of return. Once this is complete and there are no problems found the security deposit will be returned to the same method of original payment. The hirer remains fully responsible for the vehicle until it is returned to the depot. Vehicles not returned as clean as when they were collected will face a cleaning fee of £40 – this does not cover damage.
Safe and Legal use
The hirer and all additional drivers are responsible for the safe and legal use of the vehicle on hire. It is also the responsibility of the hirer to ensure that they have the relevant category on their driving license to drive our vehicle. Drivers Depending on the vehicle hired, you may require category C1 on your licence (if you passed your test before 1997 then it should be automatically on your licence). It is your responsibility to check that you are legally entitled to drive your chosen motorhome. The driver is responsible for checking oil and water levels during the hire. Drivers must stop immediately if the vehicle appears to be overheating. Any damage caused by negligence will be charge for. Two drivers are allowed. Each driver must have held a full UK/EU licence for at least two years, be aged between 25 and 75. Endorsements on licences: you must declare at the time of Booking if there are any endorsements on your licence. Vancation can accept up to 6 speeding points that occurred within the last 3 years. For more than 6 points or for any conviction other than for speeding, including, but not limited to the following codes: AC, BA, CD, DD, DR, IN, LC, MS, UT, MR and TT or for any driver disqualification within the last 5 years we may not be able to get cover. No refund will be given if the hire is cancelled because we are unable to insure you to drive.
Spent convictions as covered by the Rehabilitation of Offenders Act 1974 may be disregarded. At the commencement of hire each driver must present their driving licence (photocard and printout - please see below) along with one proof of identity. IMPORTANT CHANGES!! From 8th June 2015 the DVLA will be scraping the paper part of your licence. You will need to print off these details prior to hire. More information available here:
https://www.gov.uk/government/news/driving-licence-changes. Insurance may be declined or an additional insurance surcharge may be payable for drivers who meet any of the following criteria: Persons who have any mental or physical defect or infirmity or suffers from fits, diabetes or any heart complaint. Persons who have had insurance cancelled/declined and/or renewal refused and/or special insurance terms imposed as a result of claims experience. Persons engaged wholly or partly in professional entertainment or professional sports. Jockeys and persons connected with racing of any sort. Persons who whilst driving have been involved in more than one accident during the past three years. Foreign Service Personnel other than persons born in the UK. If any of the above criteria apply to you, please contact us for a quotation. All drivers must drive the vehicle with due care for the vehicle, their passengers and other road users. The vehicle is intended for leisure transportation on made up roads only. It must not be used for any other purpose, such as racing, rallying, or trials. Particular care must be taken entering/exiting gateways, negotiating around buildings and steep inclines (e.g. roll-on/roll-off ferries, where there is risk of grounding the rear). It must not be driven through deep fords, or saltwater. All drivers must be aware of the overhead height of the vehicle (3 metres) and are responsible for all damage due to hitting an overhead obstruction, such as height restrictions into car parks. Such damage is not covered by the insurance and the hirer will be responsible for all repair costs.
European Travel
The Insurance covers any member of the European Union, Andorra, Bosnia-Herzegovina, Gibraltar, Iceland, Liechtenstein,
Monaco, Norway, San Marino, Serbia, Switzerland and Vatican City. Please check your route carefully and ensure it doesn’t go outside these countries.
Offences and LEZ zones
The hirer is wholly responsible for any offences of any kind which may occur while the vehicle is in your care, including (but not limited to) parking tickets, congestion charges, speeding fines and road traffic violations. Our motorhomes have not been registered in the London’s Low Emission Zone (LEZ) database or for the similar schemes across Europe - therefore our vehicles cannot be driven within this zone without purchasing a daily pass. More information is available here for UK and Europe
http://www.lowemissionzones.eu/ http://www.tfl.gov.uk/roadusers/lez/default.aspx Any fines or charges incurred during the hire period which arrive after return of the vehicle will be deducted from your Damage/Security Deposit, or, if this has been returned, passed on to you. An additional administration fee of £25 will be added for each offence.
Security
Whilst the vehicle is in your care, you are responsible for ensuring that all reasonable precautions are taken against damage to, or theft of or from the vehicle. When you leave the vehicle, ensure all windows and rooflights are closed, doors are locked and you have the keys. Do not give the keys to anyone else or permit unauthorised persons to drive the vehicle. Your insurance does not cover theft of or from the vehicle if: The vehicle has been left unlocked; They keys have been left in it; Window(s) and or door(s) have been left open; You have allowed someone else to drive it and they take it away. Do not leave valuables or the TV/DVD on display, or leave the vehicle in a vulnerable position, such as on a junction or street corner, poorly lit or unsuitable areas. Taking these basic precautions will help reduce the risk of unwelcome attention and the distress this can cause. If you have hired bicycles ensure that they are securely locked using the bike lock provided at all times.
Accident
In the event of the Motorhome being involved in an accident arising out of the use of the vehicle you must obtain the names, addresses and contact details of any third parties involved or witnesses and report the accident to the local Police. You must contact us at the earliest reasonable opportunity and complete an accident report form, as supplied. Do not make any admission of liability, settlement offer or other like offer. Take photographs of the scene if possible.
Vehicle Storage
Free indoor storage of your vehicle whilst you are away is offered at our depot for the duration of your holiday.
Animals
Currently no animals are allowed in the motorhome.
Payment
We accept payment of reservation deposit and damage/security deposit via debit/credit card (all funds must be cleared prior to hire).
Base Vehicle (Chassis) Breakdown
In the unlikely event of vehicle breakdown, please contact us first as soon as is reasonable so that we can assist as necessary, before phoning for Recovery. Please see contact details within your vehicle information pack for contact telephone numbers for your Breakdown and recovery policy for your vehicle. The cover includes roadside repair and recovery.
Habitation Equipment or Accessory Breakdown
In the first instance, please contact us so that we may establish whether the problem can be resolved during the hire period and advise you what to do. This may mean a visit to a Motorhome dealership or repair centre. Reasonable agreed costs, supported by a VAT receipt, will be reimbursed but please do contact us for authorisation first. Please do not attempt DIY repairs.
Vehicle Maintenance
The driver is responsible for the roadworthiness of the vehicle and the safety of the passengers. Each vehicle is checked prior to despatch and you are required to monitor oil, engine coolant, windscreen washer fluid level and tyre pressures whilst the vehicle is in your care.
Gas
A full gas cylinder plus a partly used gas cylinder is supplied with the motorhome. If additional gas is required, it is the hirer's responsibility for the cost.
Fuel
All of our vehicles run on diesel fuel. The vehicle must be returned with the same amount in the tank as departure. Any fuel required on return will be charged at the prevailing rate per litre plus a £25 refuelling charge, which will also mean delay in completion and sign-off. YOU WILL BE LIABLE FOR ANY COSTS IF YOU REFUEL THE VEHICLE WITH THE WRONG FUEL – ONLY USE DIESEL!
Force Majeure
We will make every effort to ensure that the reserved Motorhome is available for collection by you at the correct time. If, due to circumstances beyond our control, this is not possible and an alternative Motorhome is not available our liability is limited to the refund of all monies paid by you.
Smoking
For the benefit of hirers, smoking is not permitted in any of our vehicles. Any evidence of smoking may result in a £75 cleaning charge.