Rental Terms & Conditions
“we” are the rental location specified below; “you” are the person or organisation renting the vehicle, "vehicle” means the vehicle you have on hire (including its keys and all parts and accessories present within the vehicle at the start of your rental).
1. Rental Period
We will rent the vehicle to you for the rental period shown overleaf. If you want to extend your rental please contact us as soon as possible before the agreed return date and time and we will confirm if we are able to extend your rental. Any extension is subject to the continued availability of the vehicle. You will not receive any refund of the charges if you end your rental before the end of the agreed rental period. If you break any of these terms and conditions you may be required to return the vehicle to us before the end of the agreed rental period.
2. CHARGES
2.1 You must pay us all rental and associated charges shown on the hire document, including the charges for optional extras, that you have agreed to, and any other charges we work out according to these terms and conditions. In addition, you are responsible for any additional charges that arise as a result of your use of the vehicle or other incident and/or damage that occurs during the rental period, as described below.
2.2 Any charge for loss or damage resulting from you not keeping to your responsibilities set out in these terms and conditions.
2.3 Fuel is not included in your rental rate and you must pay for all fuel used during the rental period. If you do not return the vehicle with the same level of fuel as in the vehicle at pick-up we will charge you for the missing quantity of fuel at the pump price where we refuel it, plus our £25 refuelling service charge for our having to refuel the vehicle.
2.4 Within a 14 day hire, the maximum mileage allowance is 2000 miles, any additional mileage will be charge at 14p per mile.
2.5 Damage, theft or loss. You are responsible for and will pay to us (whether you were at fault or not) the cost of repairing any damage to the vehicle which was not noted on the vehicle condition at the start of your rental (fair wear and tear accepted) depending on any insurance or protection you have (as set out in 7). If special cleaning is required for any reason you will be charged the cost of such cleaning. If the vehicle is stolen or lost during the rental period you are responsible for and will pay to us the cost of replacing the vehicle depending on any insurance or protection you have as set out in 7.
2.6 Loss of use. We may charge you for our loss of use of the vehicle if we cannot rent out the vehicle because it needs to be repaired or is lost, up to the amount of any excess that applies.
2.7 Fines. You are responsible for and must promptly pay all fines, charges and penalties issued as a result of use of the vehicle during the rental period, this includes tolls, congestion charges, road traffic offences (such as speeding fines), parking offences, clamping release, and release from compounds, whether you were driving the vehicle or not. You agree that we may pass your details (as well as a copy of your rental agreement) to the relevant issuing authority, upon request. We will charge you a £50 administration charge each time we have to deal with a fine, charge or penalty incurred as a result of use of the vehicle whilst it is on hire to you. If we pay a fine, charge or penalty notice sent to us you agree that we will recharge you the cost of each fine or charge that we pay on your behalf. If the vehicle is seized by any authority you shall pay any civiI penalty, restoration and repatriation charge plus costs we incur based on our reasonable and proper costs incurred in releasing the vehicle, and a loss of income charge whilst we cannot rent out the vehicle.
2.8 Collection charges if you are unable, for whatever reason we have to collect the vehicle from you, based on our reasonable and proper costs incurred collecting the vehicle
2.9 Vehicle recovery and repair charges will be payable for recovering the vehicle and any loss or damage that occurs if we reasonably consider that an accident has been caused by failure to take proper care, deliberate misuse or a failure to comply with these terms and conditions by you, any additional named driver and/or any unauthorised driver, and is invalidated as a result of any such act or omission.
2.10 Accessories and keys not returned with the vehicle, we will charge you to replace such items.
2.11 Additional rental days for each day that you retain the vehicle after the end of your agreed rental period (whether you extend your rental or are late returning the vehicle to us). If you are more than 60 minutes late returning the vehicle then we will charge you an extra days' rental at our then current rental rates for each day or part day that you retain the vehicle beyond the agreed return date and time.
2.12 Storage fees if we agree to store any of your personal property left in the vehicle after your rental ends.
2.13 Interest. If you are late in making payment, we may charge you, without further notice, interest on the amount overdue at a rate of 4% a year above the base lending rate of Barclays Bank from time to time.
2.14 Pre-authorisation/deposit. You consent to us taking a pre-authorisation on, or deposit from, an approved payment card in your name to cover any potential additional charges and/or fees that you are responsible for and are required to pay when you return the vehicle to us, the amount of the pre-authorisation or deposit is shown on your reservation confirmation email and on the Hire Agreement and may be increased to cover any anticipated additional costs you may be responsible for if you extend your period of hire.
2.15 You agree that we may take any payments properly due to us under this rental agreement from your nominated payment card at any time during and after the rental period. You agree to receive invoices from us electronically using the email address you have provided to us.
3. Your responsibilities
3.1 You must take all reasonable care of the vehicle throughout the rental period and drive with due care and attention and in accordance with all legal requirements. You must familiarise yourself with the vehicle controls and must always lock and enable any anti-theft devices fitted in the vehicle when it is parked or left unattended. You must use the correct type of fuel and fluids for the vehicle and routinely inspect the condition of the vehicle including levels of oil, water, Adblue, coolant levels and tyre pressure.
3.2 You must inspect the vehicle at pick-up and notify a member of staff if you notice any damage that is not described on the vehicle condition report. You must notify us immediately if you become aware that you will, or are likely to, exceed the maximum mileage.
3.3 You must not overload the vehicle with property or passengers.
3.4 You must not rent the vehicle to anyone else nor sell, dispose of, mortgage or pawn the vehicle, nor give or attempt to give anyone any legal rights over the vehicle.
3.5 You must not use a mobile communication device that may distract you from driving, including a mobile phone without a hands-free device. You must not, nor allow anyone else, to smoke in the vehicle.
3.6 You must not fit (nor allow anyone to fit) your own equipment to the vehicle which may cause damage to the vehicle, for example a roof or bike rack, any tow bar or signage. You must not fit winter tyres (nor allow anyone to do so) or make any other modifications to the vehicle without our prior written permission.
3.7 You must not let anyone service or repair the vehicle without our prior written permission. If we give permission then you need to provide us with a valid VAT receipt for the work to get a refund for such work.
3.8 You must return the vehicle to the location which you collected it at the end of the rental period in the same condition it was in at the start of the rental period (fair wear and tear excepted). If we are collecting the vehicle it must be available for collection at the agreed time without the imposition of any fines or congestion charges. You are responsible for the condition of the vehicle until it is inspected by a member of our staff.
4. Restrictions on use
4.1 Only you and the additional driver(s) named on the rental agreement may drive the vehicle. Each driver must have a full driving licence valid in the United Kingdom for the type of vehicle being rented for the full rental period.
4.2 You must not use nor permit the vehicle to be used for any of the following purposes:
(a) carriage of passengers or property for hire or reward (e.g. private hire or courier)
(b) to give driving tuition or operate a driving school;
(c) racing, off-roading, reliability trials, speed testing or taking part in rallies, contests, or trials, wherever they are located, official or not;
(d) to carry flammable, harmful, toxic, radioactive or dangerous materials. or anything illegal or that is likely to damage the vehicle.
(e) transporting live animals (with the exception of dogs with prior permission);
(f) to push or tow another vehicle, trailer or other object,
(g) for any purpose that requires an operator's licence; or
(h) for any illegal purpose and/or the commission of an offence (whether criminal or civil).
4.3 You must not use the vehicle off-road or on gravel roads or roads that are unfit for motor vehicles or where the surface or condition of it involves risks for the tyres or for the underside of the vehicle or for the vehicle Itself, nor allow the vehicle to be driven by anyone under the influence of alcohol, drugs or any other substance (whether legal or illegal) that may impair driving ability.
4.4 You must not take or drive the vehicle outside of the United Kingdom without first obtaining our written permission.
5. Breakdown, Accident or Theft
5.1 If a warning light appears or the vehicle develops any fault during the rental period, you must tell us straight away on 01752 665524 and must not use the vehicle while it is in an unroadworthy condition. You could be held responsible for any damage caused to the vehicle if you do not notify us.
5.2 If the vehicle is involved in an accident or it is stolen or vandalised you must tell us straight away on 01752 665524 even if there is only minor damage or no one was hurt. You must:
(a) not admit or accept responsibility to any third party;
(b) obtain the names and addresses of everyone involved, including witnesses,
(c) make the vehicle secure (where it is safe to do so) and if possible, provide us with the keys;
(d) report to the police and obtain a police report or crime reference report, the theft or vandalism, or accident (if anyone has been injured or property has been damaged); and
(e) complete and sign our accident or theft report form and return it to us within 48 hours.
6. Our responsibilities
6.1 We will maintain the vehicle to at least the manufacturer's recommended standard and ensure that the vehicle is roadworthy at the start of your rental period. We will provide you with a vehicle condition report identifying any pre-existing damage on the vehicle when you pick-up the vehicle.
6.2 If we fail to comply with these terms and conditions, we are responsible for loss or damage you suffer that is a foreseeable result of our failure to comply with these terms and conditions or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen. We are not responsible for any delay in performing or failing to perform any of our obligations under these terms and conditions if such delay or failure results from events, circumstances or causes beyond our control. If you are a corporate customer and use the vehicle for any commercial or business purpose we will have no liability to you for any loss of profit, loss of business, business interruption or loss of business opportunity. We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors, for fraud or fraudulent misrepresentation, or for failure to comply with your legal rights and remedies.
7. Insurance & protection.
7.1 The rental rate includes the following protections for the duration of your rental period;
(a) third party insurance protecting you and your named additional driver(s) against claims for death, injury or damage to another person or their property as a direct result of your actions whilst you are driving the vehicle; and
(b) cover for loss of or damage to the vehicle (subject to the exclusions specified below), but you will have to pay an amount up to the excess shown on the terms and conditions each time you damage the vehicle, it is stolen or cause loss, whether you were at fault or not.
7.2 Your personal property is not covered by the protections in these terms and conditions and remains at your risk. we may charge you the full amount of the cost of damage or loss to the vehicle if you do not comply with applicable laws and/or you do not comply with these terms and conditions and/or if any of the following occur;
(a) you allow anyone other than you and the additional driver(s) named overleaf to drive the vehicle;
(b) the vehicle is driven by anyone under the influence of any substance that may impair their consciousness or ability to react, such as alcohol, drugs or certain medication,
(c) you fail to report an accident or incident involving a third party to us within 48 hours;
(d) if the damage to the vehicle is caused by driving the vehicle without due care and attention (whether deliberate or not); or the vehicle hitting a bridge, car park barrier or other overhead object as a result of you and/or any additional driver failing to drive the vehicle with due care and attention, or its total or partial theft or an act of vandalism as a result of you and/ or any additional driver failing to exercise due care and attention, or your negligence or the negligence of your passengers (which is behaviour that falls below the standards expected of a reasonably sensible person in similar circumstances); and/or the keys being lost, stolen or damaged as a result of you and/or any additional driver failing to exercise due care and attention.
7.3 You will supply any information concerning the driver(s) of the vehicle to us upon demand and will allow us direct access to the driver(s) of the vehicle and will fully co-operate in obtaining such access and all our requests. You agree to do all that we reasonably and lawfully require and allow your name and the name of any additional named driver(s) to be used in order for us to enforce any rights or remedies against any persons in connection with the vehicle.
8. Ending this agreement.
8.1 We may end this agreement if we become aware that you have not complied with any of these terms and conditions.
If we end this agreement it will not affect our right to receive any money we are owed under this agreement. We can also repossess the vehicle and charge you a reasonable amount for doing so. You give us (and will not withdraw) permission to access your premises for that purpose without using unreasonable force or causing damage.
8.2 If you are an individual we will end this agreement immediately if we find out that any of your belongings have been taken away from you to pay off your debts, or a receiving order has been made against you.
8.3 If you are a company or LLP, we may end this agreement immediately if you go into liquidation/ receivership/ administration or you call a meeting of creditors or we find out that any of your assets have been taken away from you to pay off your debts.
9. Other important terms.
9.1 If you are renting the vehicle through a corporate agreement, then by signing the rental agreement you confirm that you have the company or other organisations authority to enter into the rental agreement. In this case, the contract between us must be read in conjunction with the corporate agreement and in the event of any inconsistencies, the terms of the corporate agreement will prevail.
9.2 This agreement and any dispute arising in respect of your rental of the vehicle is governed by the laws of England and any dispute may be settled in the English courts, or if you are a consumer, you may bring a claim in either the English courts or in your country of residence.
10 Your information.
10.1 We need to collect and store your personal information and the personal information of your named additional drivers to provide the services you request and for the purposes set out in the General Terms and Conditions of Rental, which can be found at www.aicampers.co.uk Further information on how your information is used, how we keep it secure, your right to access information we hold on you and details of relevant third party companies for data sharing purposes is in our Privacy Policy (available on our website).
10.2 If you do not comply with these terms and conditions we will keep a record of that to assist us with future decisions about you and we can pass your personal details to credit reference agencies, DVLA, HM Revenue & Customs, the police, debt collectors and any other relevant organisation. We may also give your personal details to the British Vehicle Rental & Leasing Association (BVRLA), who may pass your details on to any of its members to prevent crime and protect its assets, as allowed under the Data Protection Act 2018.