Now for the boring but important bit
Coorie Doon Motorhome hire
Motorhome Hire Policy |Rental agreement- Skye 6 Berth - 6 belts
This agreement is made between Keith Douglas and Paula Young-Douglas, the hirer , and the person(s) signing their acceptance of the terms within, referred to as the hiree.
Terminology
A ‘rental agreement’ is the document read and signed by the hiree on collection and return of the hirer’s vehicle. Signing the rental agreement document forms a contract between the hiree and the hirer.
This document includes wording as ‘you’, ‘your’, ‘hiree’ ‘driver(s)’, ‘yourself’ which refers to the person or people hiring the motorhome.
The motorhome or ‘vehicle’ means the vehicle under hire and includes the engine, tyres, accessorises, living equipment, bed, seats and any other specific equipment.
Hire Bookings
Bookings are a minimum of 3 nights with a minimum of 5 nights during holiday season.
On completion of the rental agreement, terms and conditions will also be agreed.
The motorhome hire booking form must be completed with a security deposit of £750.00
The deposit payment confirms your acceptance to hire our vehicle which will be covered by our specific insurer’s, and upon receipt of emailed confirmation from us this contract shall have affect.
This hire charge is due in two, 25% of the total hire fee is due on booking. following that the remaining balance will be due two weeks before the rental period. If a booking is made within less than two weeks of the hire period, then full payment will be required on the day of booking.
Vehicles will not be released until full payment is made. This includes the security deposit. All payments are to be made by bank transfer with the booking surname as the reference.
The Hiree agrees to pay the hirer any additional costs over and above the security deposit value should uninsured damage exceed this amount. Your irrevocably authorise the hirer to deduct from the security deposit amounts due to the hirer arising out of this arrangement.
Security deposits will be refunded on return of the hired vehicle, providing that the vehicle is returned in the same condition that it was hired in. You will be given an opportunity at the beginning of the hire to confirm the state of the vehicle to which returned condition will be expected. The hirer will take date stamped pictures/video of the vehicle before and after each hire.
Refunds will be made by bank transfer within 48 hours of the vehicle being returned.
Payment is only accepted by bank transfer.
All rights are reserved by the hirer to refuse any hirer if, in their reasonable opinion, you are not suitable to take possession of the vehicle and the hirer does not need to state the reason for this. The hirer takes no responsibility for the detention, delay, loss, damage that you might experience, unless caused by hirer negligence.
You will be shown how to use the vehicle and what expectations the hirer has as to its intended use.
Insurance
Our insurers provide fully comprehensive insurance to those named on the rental agreement only and those named are the only people insured to drive the vehicle.
A copy of each drivers license will need to be sent to the hirer before your your hire along with 2 proofs of address for each driver. You will also need to provide a DVLA check code for each driver which can be found by entering your details here https://www.viewdrivingrecord.service.gov.uk/driving-record/licence-number
By signing this agreement, you are also confirming that you will have answered the questions truthfully, supplying all required information.
In line with insurance stipulations, all drivers must be present for collection of the motorhome. No expectations can be made. All drivers must provide photographic identification on collection of the vehicle and two proof of address documents, otherwise the hirer will be invalidated.
The insurance is only valid if the hiree/driver meets the below criteria. If a driver does not meet the criteria the hiree must be informed, and a case can be made to the insurance underwriters for a decision.
Each hiree and authorised driver should meet the following requirements (unless otherwise agreed by the hirers insurers)
A is 21 years of age or over but under 70 years of age.
B has held a full UK driving license for at least one year if 25 years of age or over two years if between 21 and 24 years of age.
C hiree is not engaged in professional gambling, sport or entertainment, hawking or general dealing, street or market trading or modelling.
D has not been involved in more than one motoring accident or claim within the preceding three years.
E has not been convicted of any motoring offence or has a prosecution pending other than parking or one speeding offence.
F has referred any medical condition requiring Driver and Vehicle Licensing Agency (DVLA) notification and authorisation has been granted by the DVLA.
G has not been refused motor insurance at normal rates and or has not been declined insurance or had any insurance policy cancelled by the an insurer.
Driving Licence, Health & History
Drivers must be over 25 years of age and under 79, be of good health and have held a drivers licence for 2+ years.
Drivers should have no mental or physical disabilities which could interfere with their ability to drive, for example stroke/heart condition/ deafness/diabetes/loss of limbs/ loss of sight in a eye/ epilepsy. In addition you must not be taking drugs likely to affect your driving or drugs prescribed by a medical practitioner for treatment of drug addiction.
The vehicle must only be driven by you or any other person who has been authorised by us, for whom you have provided the driving licence and personal identification information. Failure to provide accurate information may invalidate the insurance and render you liable for all losses however sustained, including claims by third parties. The rental agreement will will be held for up to 2 years following the hire period.
You warrant that all information supplied to the hirer in relation to the agreement is true and complete. You must also inform the hirer of and changes from the point of booking up until after the return of the vehicle, including but not limited to the number of points on a drivers licence.
You must not while under the influence of alcohol or drugs or on any medication that advises against driving or that causes drowsiness.
You agree to return the vehicle to the hirer in the same condition as you hired it, subject to any west and tear, with the same documents, part and accessories, at the location and on the date and time agreed. Failure to do so may result in further charges applied.
Collection and return
Collection time is between 13:00 and 15:00 on the date of hire. Exact time will be provided at the point of booking. Return time is between 10:00am and 11:00am.
On arrival of collecting the hire motorhome please ensure you allow at least hold an hour to be shown around the motorhome, go through the specifics of how to operate all the features within the motorhome and describe how the motorhome works.
We may also need to go through any last minute paperwork.
Vehicle must be returned within the agreed time and can only be returned outside of these hours via prior agreement with the hirer. Me refund is given for early return of the vehicle.
The hirer will make every effort to ensure your motorhome will be ready for collection on time, however , during busy periods, there may be some delays which are out of hirers control. If this is the case , no refund will be due.
Cancellation
In the event of cancellation the following applies.
Cancellation on or before 60 days before the start of the rental period - 20% of the hire fee will be payable.
Cancellation on or before 30 days before the start of the rental period - 50% of the hire fee will be payable.
Cancellation on or before 14 days before the start of the rental period - 100% of the hire fee will be payable.
If you change your booking date, we will only honour bookings deposits for a period of 1 year from the receipt after which time the booking deposit is forfeited and this will not be returned to you. This can only be changed twice and the cancellation notice above still applies.
EU Travel
If travelling outside the UK, the hiree need to be notified in advance and countries visiting need to be authorised so that the insurance can be validated. You will need to obtain a vehicle on hire . If not obtained and stopped within the EU by the police you could face a large fine and the vehicle could be seized. The hirer will provide authorisation letter that will allow you to obtain the certificate here.
Late Return
If the vehicle is returned to the premises any later than the agreed time, then charges will be apply at a minimum cost of £50 per hour regardless of circumstances. Should the late return of the vehicle make make the hirer liable for extra costs to other customers we reserve the right to pas these costs onto you. By signing this document you agree to the hirer making such deductions.
Cleaning
Should the vehicle return and require more than the standard cleaning procedure you will be charged these additional costs to restore the vehicle to its pre-rental condition. If the vehicle is showing evidence of smoking in the vehicle, this will incur a deep cleaning charge of £500.00 smoking is NOT permitted in the vehicle.
If any damage occurs to the upholstery or the need to deep clean due to heavy soilage, this will also incur a charge that will be individually evaluated.
Extras
Extras can be provided, as detailed on the booking form, and these are priced accordingly. If these items are damaged or missing, the hirer has the right to charge you for replacements.
Engine care
If any damage to the engine is caused by the customers own actions, you will be liable for the cost to repair. This includes outing the wrong duel into the vehicle or driving too hard thereby putting the engine under extreme load. Driving too fast or ignoring warning lights. You are expected to take all reasonable steps to properly maintain the vehicle including checking tyre pressures and batteries every 500 miles. You must report to the hirer as soon as possible if a warning indication light comes on. You agree to maintain the vehicle to these conditions and acknowledge that any mechanical damage occurred as a result of your failure to maintain the vehicle in accordance with this clause must be paid by the hiree/customer.
Wheels/tyres
You will ensure that the are not damaged before hire and ensure that the wear is legal. During your hire period, if tyres and/or wheels are damaged, a cost for refurbishment will be required.
Health and safety
You must follow the health and safety guidelines when operating and using any equipment in the motorhome. The guidelines can be found in the motorhome handbook.
Use of Appliances
Please use caution when using appliances.
Please ensure that the gas cylinder is attached correctly, as shown, and that the gas is turned off when not in use. The hiree must not leave naked flames , including the hob unattended when in use. You must also ensure that the heater, all appliances, the pump and the gas cylinder are turned off when driving. This includes driving on private ground like campsites. If these conditions are breached the hirer will not be held responsible for any unjust caused. The hiree must also ensure that the roof is secure before draining, this includes driving on private land. Any damage caused as a result of not following these guidelines will be classed as negligence and you will be liable for repair costs involved.
Seat belts, booster and baby seats
The hirer does not take responsibility with how car seats are fitted into the vehicle. You can obtain advice on correct fitting from your car seat provider.
You are leagally responsible for for ensuring that the appropriate car seats are fitted. The hirer does not provide any booster or baby seats.
Extent of hire
The motorhome can be driven anywhere in the UK. A period of hire cannot exceed 3 months, the motorhome can be taken anywhere in the EU subject to prior agreement with the hirer.
In the case of winter hire, the hiree cannot be held responsible in the event of any damage or inconveniences caused by freezing conditions. This is the responsibility of the hiree.
Prohibited Use of Hire
Prohibited use of the vehicle is based on both the safety of the hirees and the preservation of the motorhome. The insurance has specific stipulations that must be followed for the policy to be valid.
Prohibited use includes but may not be limited to
-for carrying persons for hire, gain or reward.
-to carry any inflammable, explosive or corrosive materials.
-for using the vehicle for the purpose for which it’s not designed including racing or driving in a dangerous or reckless manner.
-for carrying illegal substances or product for either commercial purposes, financial gain, or delivery of such products.
-for driving the vehicle in an unsafe manner or in a unroadworthy condition.
-for driving the vehicle on unsealed and non public roads.
-leaving with the ignition key in or on the vehicle or unlocked while the vehicle is unoccupied.
-submersion in water or in contact with saltwater.
If the vehicle is used in the above, you have breeched the terms and conditions of hire and are liable for costs involved to repair or replace the motorhome.
Fuel
On collection the fuel tank will be full and must be returned full. An administration charge of £20 plus the cost of the missing fuel will be will be charged to you or invoiced if the motorhome is missing fuel. The nearest fuel station to the drop off point is the BP garage on Dunnottar Avenue in stonehaven.
The vehicle takes Diesel fuel, the fuel cap is located next to the passenger door not to be confused with the water fill cap. The hiree is responsible and liable if the wrong fuel is put into the vehicle.
Use of Barbecues
You can use a barbecue if this is agreed by the site or land at which you are staying. However please keep a distance of 3 metres from the motorhome or awning when used and dispose of the barbecue correctly. Never store a used disposable barbecue in the motorhome. They can continue to omit carbon monoxide for several hours after use and are a fire hazard.
Smoking
Smoking. Including E-cigarette/vapes, is strictly prohibited in or within 5 metres of the motorhome. A penalty fee of £500 will be imposed for smoking inside the to cover the costs of sanitising and steam cleaning. If damage including ash or burns occur, this additional repair cost will be individually charged.
Drinking Water
The hirer is not responsible for the cleanliness of drinking water obtained from campsites. The water stored in the van is not drinking water therefore it is strongly recommended that you drink bottled water.
Keys
If the vehicle keys are lost or damaged, you will be liable for for the cost of replacing the keys and cost associated with getting a new set to you during your hire period. The main set of keys you will be provided with will have a apple air tag attached to help prevent losing them. Ther is also an air tag fitted to the motorhome incase it gets stolen. As the air tags are registered to the hirer you may get notifications on your phone that these air tags is following you. These can be ignored and silenced.
Breakdown
Your van has 24 hour full EU breakdown recovery. In the unlikely event of breakdown, recovery or repair service will be provided by the RAC. If they cannot repair the problem you will be recovered back to a garage. The policy includes one night accommodation and may cover some costs getting you back home.
During a breakdown or loss of use of the motorhome, the hirers liability extended to refunding your hire charge for any days you lose the total use of the vehicle. A replacement motorhome may be offered subject to availability. If the breakdown is caused be negligence you will be responsible for any recovery costs or repairs incurred and you will not be refunded for the hire time lost.
Should your rental be disrupted by a mechanical breakdown/Motorhome system malfunction(which does not extend to accident or damage caused by you) for more than 48 hours after reporting to the hirer, you will be reimbursed up to a maximum of the gross nightly rental rate for each night affected until the problem is rectified.
If the motorhome has to be recovered you must hand over the keys to the recovery driver and not abandon the motorhome. If you abandon the motorhome you will be you will be liable for the costs to get the vehicle returned plus any damage caused to the van as a result of being abandoned.
Accidents, Theft & Vandalism
You must report any traffic accidents to the hirer and the police, including any damage. You must not admit fault or or settle any claims yourself. If possible please take names, registration numbers and insurance of the other parties involved in the incident. Please note the exact time of the accident and the location and where possible take photographs of the scene.
Ensure that you are in a safe position and do not move the vehicle unless you have been informed by us and the police that it is safe to do so.
If the motorhome is vandalised or scratched please note times observed and take photographs of where it happened. This must also be reported to the hirer as soon as possible.
The hirer will endeavour to ensure that any money due back to you is released as quickly as possible, however third-party claims can take varying amounts of time to resolve. The process of handling these claims is up to the insurers and therefore cannot be expedited.
The hirer is entitled to withhold the security deposit, until your liability and the amount of damage or loss has been finally determined.
Your Liabilities
You are personally responsible for speeding fines, parking tickets etc if incurred during your hire period. You will also be liable for damage caused by third parties as a result of negligence. This includes if a cycle rack or awning damages a third party or their property.
You must use the motorhome and its contents in the way explained to you and a handbook is provided to you to explain this. You must use the motorhome and its contents responsibly and and follow instructions given. Where instructions are not provided you must assume that normal and common sense rules apply.
You must only carry passengers that have allocated seatbelts, if additional passengers travel in the motorhome you will have breached the terms and conditions and the hirer cannot take responsibility for any accidents or injury caused as a result of this malpractice or rent period of hire lost as a result.
If there is damage caused to external parts, including awnings, rails, sunroof and satellite dishes as a result of negligence you will be liable for the cost of replacements. If these are damaged as a result of a accident it must be reported to the hirer immediately and again time noted and photographs taken.if no direct instructions are given it is assumed that ‘common sense’ is used. However you can access advice and support at any time if your unsure how to use an item. It is expected that you do not operate equipment until you have checked how to use it.
Damage Above Cab Height
You are fully responsible for damage caused by failure to assess the height of the motorhome and striking overhanging objects and subsequent damage to third parties and their property. You have a duty to report any damage to the hirer, this also includes the undercarriage to the vehicle and is classed as gross negligence. In these cases you shall be liable for the full extent of damages. You shall be liable to the hirer for an amount commensurate to the severity of the negligence. Up to and including the full amount of the loss.
The burden of proof that negligence has not occurred lies with the hiree.
Our Liability
The hirer is only for any loss or damage suffered by you or a member of your party if loss or damage is due to our negligence.
Subject to the hirers obligation to to deliver the vehicle, you release to the hirer from any liability to (regardless as to who is at fault) for any loss or damage incurred by you by reason of this agreement. Including but not limited to:
-any loss or damage caused by breakdown, mechanical defect, accident or the vehicle being unsuitable for your purpose.
-any loss or damage to any property left in or on the motorhome.
-subject to any insurance arrangements agreed with us, you agree to indemnify and keep indemnified us, our employee’s and agents against any claims, demands and expenses(including legal costs) incurred or sustained by us by reason of your use and/or possession of the motorhome.
Breaches of Terms and Condition’s
If you breach the terms and conditions as set out above, the hirer has the right to cancel your booking without notification.
If you are already in the motorhome you may be required to leave the motorhome immediately.
If you breach the terms and conditions you will not be be refunded for your hire period and you will be liable for costs incurred in returning the motorhome to the hirer.
Privacy Policy
The hirer will collect personal information from you when booking, such as name, address, email address and contact telephone number to book the motorhome and required insurance.
The hirer will only share identity information with the insurance company as required or with law enforcement if requested. The hirer will also share your details in the event of any parking fines or driving offences as required by law.
Scottish Law applies to this contract and any disputes should be settled in the court of Scotland.
I CONFIM THAT I HAVE READ AND AGREE TO THE TERMS WITHIN THIS MOTORHOME HIRE POLICY/RENTAL AGREEMENT PRIOR TO MAKING A BOOKING.
Print name
————————————
Date
—————————————
Signature
————————————-