Terms & Conditions for Business Rental - using own insurance

Insurance

All vehicles hired must at all times be covered by a valid insurance policy, a copy of said policy document to be held on file at our office. We require all companies using their business insurance to complete a BVRLA* approved Insurance Indemnity Form and this also will be held on file at our office. This form should be completed and signed by a suitably authorised representative of your company (e.g. Director / Accountant / Fleet Manager)  * BVRLA – British Vehicle Rental and Leasing Association.

With regard to rentals exceeding 14 days, it is the customers’ responsibility to notify the Motor Insurers Database that these vehicles are being covered on your company business insurance policy.

Drivers/Licence Requirements

A valid driving licence should be presented at the commencement of every rental even though your insurance is being used. We reserve the right to request further identification. Any driver holding a photocard licence should be aware that BOTH parts of this licence are required for verification.

  You may allow other persons covered on your policy to drive the vehicle without contacting us, but it is your responsibility to ensure that all drivers possess a valid driving licence and are covered by your policy.

NB Failure to implement proper licence checks could render the vehicle uninsured and all subsequent uninsured losses would be the customers’ responsibility.

Rates

All rates quoted assume that the vehicle is covered on your company business insurance for the duration of the rental. All rates are subject to VAT. Rates are subject to change without notice.

Delivery

We offer our account holders a free delivery service within a 10 mile radius, £1 per mile thereafter. All deliveries are subject to availability.

Out Of Hours Delivery

Deliveries outside our normal operating hours are by prior arrangement and subject to an additional £15 + VAT for a weekday rental, and £20 if the vehicle is required before we open on a Monday and £30 following a Bank Holiday.

Abortive Delivery/Collection

A £20 charge will be charged in the event of all abortive deliveries or collections.

Fuel

All our rental vehicles leave our premises with a full tank of fuel. If when returned to our premises the vehicle needs to be refueled, a surcharge of £5 will apply.

Cleaning

A valeting charge of £35 will be added to your invoice in the event of a vehicle being returned in an excessively dirty condition.  

Maintenance

It is the hirers responsibility to ensure that under bonnet level checks are carried out on a regular basis and that safety checks on tyres and lights are carried out before each journey. In case of an emergency our vehicles are covered by the AA (0800 111 234). If a vehicle develops a fault you must inform us at once, as you could be responsible for any additional repairs required as a result of not reporting a fault. Similarly, if a vehicle is not serviced at the required mileage interval the warranty may be invalidated and an extended warranty may have to be purchased which will be chargeable.

Mileage

 Mileage will be charged as follows:

1 – 2   Days  250 Miles per day

3  - 6   Days  175 Miles per day

7 – 27 Days  100 Miles per day

28+     Days   90 Miles per day

Excess Mileage Charge £0.10p per mile

Overseas Travel

It is possible to take our vehicle out of the UK with our permission, although there may be an additional charge. We will provide you with a VE103B certificate (a legal requirement when taking a rental vehicle out of the UK) there is a charge of £15 +VAT for this.  

You will need to confirm with your insurers that the vehicle will be covered for overseas travel. Under the new FSA regulations we are no longer legally able to provide extended European breakdown and recovery cover, so this has to be obtained by the hirer. We cannot stress enough the importance of ensuring that the vehicle is properly insured for your drivers overseas and ensuring that they have adequate overseas breakdown and repatriation cover, the cost of this is negligible when compared with the cost of having to have a vehicle transported back to the UK.

NB Any costs arising from an overseas recovery are the customers’ responsibility.

Fixed Penalty Charges

A standard administration fee of £25 will be charged automatically for the handling of parking tickets, unpaid congestion charges and speeding notices.  

Payments

All payments for our rental service must be made in advance unless you have a credit account. No member of the rental department is authorised to give credit. Our account holders must pay rental invoices in accordance with the terms set by our accounts department. If your account falls into arrears, we may request the immediate return of any vehicles that you have on hire, Similarly, no rental can commence if your account is on stop.

NB: FULL TERMS & CONDITIONS CAN BE FOUND ON THE REVERSE OF EVERY RENTAL AGREEMENT

As soon as a rental commences it is automatically deemed that these terms and conditions have been accepted.

If you have any questions regarding any of the above please contact me on 01204 524022.