Vanfirm COI Business Hire -Terms & Conditions
Terms and Conditions of Rental for HGVD Ltd trading as Vanfirm Introduction & Definitions This is a Rental Agreement setting out terms and conditions of trading between HGVD Ltd Registered Office: HGVD Ltd 102 Chester Road, Birmingham B36 OAL, Registered Number HGVD LTD-12746520 and you the Hirer.
1 Definitions Booking: means your request to hire a Vehicle, Optional Extras and products from us. Business Customer: means a business, firm, partnership, limited liability partnership, sole trader or limited company that has a corporate hire agreement with us. Business Hours: means the hours during which the branch location to which the Vehicle is to be collected and returned is open and each opening hour shall be a “Business Hour”. Conditions: these terms and conditions which we reserve the right to amend from time to time. By entering into this Contract on the existing terms you are also irrevocably acknowledging that you agree to such further amendments may be made from time to time. Contract: The Contract is made up of the following documents (a) the Rental Agreement (b) these Conditions; and (c) the Vehicle Check Sheet summary. Delivery and Collection Service: means the delivery of the Vehicle by us, or on our behalf to a location we agree with you and the collection of the Vehicle by us or on our behalf at the end of the Rental Period as specified in the Booking or Reservation. Delivery Window: means the period two hours before the stated delivery and collection times. Deposit: has the meaning provided in clauses 4.4 and 4.5. Driver: means the Hirer or any named Driver referred to as an Additional Driver as detailed on the Rental Agreement. Hirer: means the person or entity named on the Rental Agreement. Opening Hours: means the opening hours of the branch location. Optional Extras: those items selected by you at the time of Booking or on collection of the Vehicle. Optional Extra Fees: means the fees for hiring the Optional Extras from us, as set out in the Rental Agreement. Pre-Paid Amount: means the sum paid by you at the time of placing a booking, as specified by us, towards the hire of the Vehicle. Rental Agreement: the agreement setting out the particulars of the Vehicle you hire from us and to which these Conditions apply. Rental Requirements: means criteria set out throughout this agreement. Rental Fees: means our charges payable by you for the hire of the Vehicle including, any fees for Optional Extras, products, Premium Location, Additional Drivers and other fees specified in the Rental Agreement. Rental Period: is the period from pick up/delivery start date and time and ends on the indicated date and time as shown on the Rental Agreement plus any extension period agreed by Us (both dates being inclusive and chargeable). Required Documents means for UK Residents: a full driving licence valid for the entire Rental Period, Bank statement/Utility bill dated in the last 3 months matching the licence address. For non UK Residents: a full driving licence valid for the entire rental period, ID card valid for a period of at least 3 months beyond the entire rental period. Valid passport (with no visa exemptions for the period of 6 months before the end of the Rental Period). Reservation: means your reservation of a Vehicle from a Vehicle Group for the Rental Period specified by you and a reservation confirmation has been issued by us. Vehicle: means the car, van, minibus or truck that you have agreed to rent from us for the Rental period, as set out in the Rental Agreement (or any replacement that we provide). This includes its keys and all parts, accessories and documents present on handover. Vehicle Group: means a selection of vehicles with similar characteristics as we determine in our sole discretion from time to time. We/us/our: HGVD Ltd, registered in England and Wales with company registration number (add number). You/your: means the person or Business Customer that rents the Vehicle from us and is named on the Rental Agreement (the Hirer). 2 Basis of contract 2.1 The contract is only formed when we allow you to take possession of the keys to the vehicle and you provide the Required Documents, a valid deposit and payment card approval has been made on your payment card, you have agreed the Vehicle Condition Report and we Vehicle are satisfied that you meet our Rental Criteria and these conditions. 2.2 At the point you complete your Reservation, we will use all reasonable efforts to provide a vehicle from the Vehicle Group selected available for the Rental Period. In the event that we are unable to provide a vehicle from that particular Group, we will provide you with an alternative vehicle of similar specification. You agree that a) Until the Contract is formed as specified in clause 2.1 above, our only obligation to you is in respect of the reservation. b) You will be bound by the full Rental Agreement and these Conditions, if and when the Contract is formed with us. Your Responsibilities 2.3 By taking possession of the keys to the vehicle, you: a) accept the terms of the Rental Agreement; b) accept these Conditions; and c) agree with the vehicle condition summary set out in the Rental Agreement. d) agree it is your responsibility to ensure that any Additional Drivers are aware of and comply with the terms of this Contract. 2.4 By entering into the Contract, you agree to: a) rent the vehicle, including any replacement vehicles and Optional Extras for the Rental Period; b) pay the Rental Fees and other fees set out in the Rental Agreement including those for any Additional Drivers; and c) pay relevant administration charges, fees, recovery, theft and damage charges, incorrect fuel filling and draining, toll charges, parking, traffic or other fines or charges, reasonable court costs and/or any other reasonable charges, in the circumstances set out within these Conditions and you irrevocably agree to indemnify us in full for any costs, payments made, or due, by is in event of your failure to pay when demanded any of the above charges to include further penalties, interest, and costs incurred by us to include (non-exhaustively) tracing fees, collection agents, court fees and legal costs and disbursements we incur in the process of debt recovery, on a full indemnity basis; d) be responsible for fuel consumption during the rental period and pay for fuel to be topped up to the required level e) pay a mileage charge (in accordance with our then current rates) if you exceed any mileage limitation set out in the Rental Agreement. f) pay for any loss, damage or deterioration on the condition of the vehicle (fair, wear and tear accepted) as may be determined in our sole determination by reference to the condition of the vehicle(s) as stated at the commencement of the contract and its condition upon return. g) it is your responsibility to ensure that any Additional Drivers are aware and comply with the terms of the Contract and you will be vicariously responsible for any breaches by them. h) pay all sums promptly whenever they become due, during, and at termination of the agreement, including all sums which relate to the Rental Period but are notified afterwards (eg traffic offences or damage) and, in default, agree to pay such further costs and interest that late payments result in. 2.5 Unless otherwise stated, the Rental Fees include the cost of vehicle tax, local taxes, third party liability insurance, daily rental charge, collision damage waiver with excess breakdown assistance and, limited/unlimited mileage (depending on the application rate). 2.6 If you are a Business Customer, by signing the Rental Agreement, you confirm you have the relevant company’s actual authority to enter into the Contract. In the event that there is a conflict between the terms of the Contract and your business’s contractual and/or internal agreements, the terms of the corporate master hire agreement between you and us shall prevail. 3 Cancellation and pre- paid tariffs 3.1 In the event we are unable to provide you with a Vehicle, your sole remedy will be the refund of any Pre-Paid Amount paid by you to us. 3.2 Booking Cancellations may be made without charge up to 3 days prior to the Rental Period. If you do not cancel your Reservation more than 3 days in advance of the start of the Rental Period or fail to show up to collect the Vehicle from the agreed location at the agreed time, we reserve the right to charge the Rental Fees in full if the booking is for less than 3 days and if your Rental Period is for more then three days, then the first three days are non-refundable 4 Deposits and payments 4.1 You must use the original payment card to make any additional payments or pre- authorisations relating to the Reservation. 4.2 We may require a Deposit/approval on your payment card. The amount of the deposit may vary depending on the type of booking, Vehicle Group or the method of payment. 4.3 Before we let you rent a Vehicle, you need to allow us to take a credit card approval or a debit card deposit. You will need to give us an approved payment card that’s in your name and has enough funds available on it to allow us to do so and that has sufficient remaining validity to cover payments up to the end of the stated Hire Period. 4.4 The Deposit/approval amount for credit cards is determined by the vehicle group. The minimum amount will be the rental charge plus the Deposit which is a minimum of £200 and a maximum of £2000 depending on the vehicle group (any changes to these amounts will be notified to you at the time of reservation). The Deposit/approval amount and Rental Fees and any other charges and outstanding amounts due from you will be taken from the Deposit amount or charged to the credit card provided to us, unless you make immediate payment with another form of payment. No interest will be payable upon return of any deposit at the end of the Hire. 4.5 The deposit on a debit card is determined by the vehicle group. The minimum amount will be the rental charge plus the Deposit which is a minimum of £200 and a maximum of £200 depending on vehicle group (any changes to these amounts will be notified to you at the time of reservation). The Rental Fees and deposit amount will be immediately debited from your bank account and will be held by us until the Rental Agreement is terminated and all Rental Fees and any other charges or outstanding amounts due from you have been paid to us, unless you make immediate payment with another form of payment, no interest will be payable upon return of any deposit at the end of the Hire. 4.6 We accept the following payment cards: All major debit or credit cards except for American Express. We do not accept pre-paid debit cards or Visa Electron cards. 4.7 If you are late making payment, we will charge you, without further notice, interest on the overdue amounts as applicable under the Late Payment of Commercial Debts (Interest) Regulations as amended. We will also charge you for any reasonable costs incurred by us whilst we attempt to recover payment from you (including reasonable legal and debt recovery costs). 4.8 You agree that we can send invoices electronically to the email address which you have provided You are accountable for any malfunctions of the receiving devices or systems to access invoices and to notify us of any change of address and contact details. 5 Rental period termination 5.1 The Rental Agreement terminates when: a) the Vehicle and applicable Optional Extras are returned, and the Vehicles keys are handed to one of our employees, or where we have provided our prior written authorisation to leave the keys in another secure location; and b) Vehicle has been inspected and checked by us in accordance with the terms as set out in this rental agreement 6 Extending the Rental Period 6.1 If you wish to extend the Rental Period, you must contact us at the latest 24 hours before the end date and time of your Rental Period. 6.2 We will do our best to assist you to fulfil your request to extend the Rental Period but shall have no obligation to do so whether in respect of retention of the existing vehicle or the supply and provision of a replacement vehicle, agree a new Contract, enable the vehicle to be inspected and possibly exchange the Vehicle. We require additional deposit and a different Rental Fee for the extended Rental Period. 6.3 We will not agree an extension which means that the Rental Period exceeds 89 days. If you require a vehicle for more than 89 days, you must rehire the Vehicle under your existing Contract prior to the expiry of the Rental Period and, you must enter into another Contract with us for that new Rental Period and possible exchange the Vehicle. At our sole discretion we may choose not to enter another contract with you.
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