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YOUR CONTRACT WITH TEST VALLEY MOTORHOME HIRE (TVMH)
When you make a hire booking you accept the conditions set out in this rental agreement. Please read this agreement carefully. If there is anything you do not understand or do not agree with, please ask.
1. DESIGNATED AGENT
At our discretion, we may employ an agent to handle the booking and payment processes, however your contract for service remains with TVMH.
2. BOOKING CONFIRMATION AND PAYMENT
An initial payment of £250 is required to confirm the booking, which is non-refundable. A binding contract for the hire will come into existence when TVMH or our designated agent issues your booking acceptance. The balance of your hire money 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. Acceptable methods of payment may differ depending on whether or not you are asked to make the payments direct to TVMH or our designated agent. At present, TVMH can only accept credit or debit card payments via the Paypal system (www.paypal.co.uk). However, our agent will normally be able to accept such card payments directly. Where you choose to pay by credit card there will be a charge of 2% in respect of each payment by credit card. There is no additional charge for debit cards.
A deposit of £1,000 is required which should be paid at the same time as the balance of your hire money, to be held against any loss, damage to the motorhome (externally or internally) costs or insurance claims as described in these terms and conditions. If there are no deductions required from your deposit, it will be returned to you in full one week after the end of the hire period.
3. CANCELLATIONS
All cancellations must be notified in writing to TVMH, but please call us immediately as this will improve the chances of rehiring 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 payment 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. However, TVMH will do all it can to rehire the motorhome and if they are able to do so, you will be refunded up to a maximum of your total hire less your initial payment of £250, subject to the amount TVMH is able to rehire the motorhome for.
4. COLLECTION AND DELIVERY TIMES
Unless otherwise agreed with TVMH, the motorhome will be available on the day of collection from the agreed location at 4.00 pm and must be delivered back to the agreed location by 10.00 am on the last day of hire.
Late returns can have a significant impact on the next hire. If you fail to return the your motorhome on time you may be liable to an extra charge at our discretion, but typically £50 plus any additional costs incurred by TVMH or its designated agent as a result. There are no refunds for motorhomes returned early.
5. AVAILABILITY
Occasionally motorhomes are not available as agreed, which is almost always due to events beyond our control (see below). If your booking has to be cancelled, we will do our best to source 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 CONTROL OF TVMH
Unfortunately, events beyond our control occasionally affect bookings. When reference is made to such events in these Conditions of Hire, this means any event(s) or circumstance(s) which TVMH could not, even with all due care, foresee or avoid.
Neither TVMH nor any designated agent can accept responsibility or pay any compensation, costs or expenses where the performance of this contract is prevented or affected or you otherwise suffer any loss or damage as a result of events beyond our control. This includes any delays to and/or restrictions to your hire to which you may be subject.
7. SUITABLE PERSONS
TVMH and any designated agent of TVMH has the right to refuse to hand over a motorhome to any person who, in the reasonable opinion of TVMH or its agent, as applicable, is not suitable to take charge. In such cases, all hire charges paid will be refunded in full but neither TVMH nor its agent have any further liability.
8. PETS
The acceptance of pets in the motorhome will be by prior agreement only. Please check with us before booking.
9. SMOKING
Smoking in the motorhome is not permitted under any circumstances.
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 abroad please enquire about availability.
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 you are breaking the conditions of this agreement. You can be charged for every day or part day you have the vehicle after you should have returned it. Until the vehicle is returned you will be charged the daily rate of your hire plus 50%.
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 permission. 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 repairs if:
• The vehicle needs more than our standard valeting (cleaning);
• You have damaged the vehicle, inside or out
g. Before you bring back the vehicle you must check that you have not left any personal belongings in the vehicle.
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 anyone else we authorise in writing. Anyone driving the vehicle must have a full driving licence that is valid for the motorhome.
You or any other authorised driver must not:
• Use the vehicle for hire or reward;
• Use the vehicle for any illegal purpose;
• Use the vehicle for racing, pacemaking, testing the vehicle’s reliability and speed or teaching someone to drive;
• 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 permission;
• Overload the vehicle;
• If the vehicle is a commercial vehicle, use it for a purpose for which you need an operator’s licence if you do not have one.
14. CHARGES
Charges are based on our 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 (even if it is accidental or not your fault) subject to the cover provided 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 at the end of the hire period. There is a £50 charge for un-emptied cassettes.
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. This applies to all types of fuel that can be used to drive the vehicle.
f. All fines and costs (including court costs) for parking, traffic or other offences, congestion charges, (including any costs which arise if the vehicle is clamped). You must pay the appropriate 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 hirebuddies or the Operator deal with these matters.
g. Any charges arising from Customs and Excise or Immigration Authorities seizing the vehicle, together with a loss-of-income charge while the Operator cannot rent out the vehicle, if and when hirebuddies demand this payment.
h. Any published or agreed rates for delivering and collecting the vehicle
i. 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.
j. 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.
15. THE HIRE INSURANCE
The motorhome is insured for the period of the hire and a copy of the insurance policy is available from TVMH on request. By signing the hire agreement form you are accepting the conditions of the hire insurance policy.
16. WHAT TO DO IF YOU BREAK DOWN
No responsibility can be accepted by TVMH or its agent 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 TVMH’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
• Inform TVMH immediately
17. WHAT TO DO IF YOU HAVE AN ACCIDENT
No responsibility can be accepted by TVMH or its agent 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 the vehicle secure
• Tell the police straight away if anyone is injured or there is a disagreement over who is responsible; and
• Contact TVMH immediately.
You must produce an accident report sending one copy to TVMH and, if relevant, one copy to our agent.
18. WINDSCREENS AND TYRES
You are responsible for any damage to windscreens and windows, punctures or other damage to tyres during the period of the hire. Where possible it should be repaired or replaced as appropriate and paid for by you at the time. You should contact TVMH 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.
19. INFORMATION
If you break the agreement we can 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.
20. 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 if 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.
21. GOVERNING LAW
This agreement is governed by the laws of the country in which it is signed. Any dispute may be settled in the courts of that country.
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