ACE Rentals North East Limited Rental Hire Agreement
Contents
Defined Terms
1. Minimum Hire
2. Passengers
3. Drivers
4. Hire Rates
5. Hire Extras
6. Payment
7. Cancellation Charges
8. Rental and Other Charges
9. Payment of Charges
10. Vehicle Collection and Return
11. Title to Vehicle
12. Use of the Vehicle
13. Alterations to the Vehicle
14. Maintenance
15. Accidents
16. Insurance
17. Release and Indemnity of ACE Rentals North East Limited
18. Road Restrictions
19. Pets/Animals
20. Terminating the Agreement
21. Changes
22. Proper Law
23. Warranties
24. Entire Agreement
Authorisation of Terms and Conditions
Rental Hire Agreement – Terms and Conditions
Outlined below are the terms and conditions of your rental hire agreement with ACE Rentals North East Limited (CRN: 15485601). Please ensure that you read the below to ensure the safety of yourself, those travelling and the Vehicle.
Defined Terms
‘Customer’ – is person or person(s) who have signed this agreement under the ‘Authorisation of Terms and Conditions’ section and conditions heading ‘hire details’ on the insurance motor rental agreement and any person whose credit card is presented in payment of the charges relating to this agreement.
‘Driver’ – The named driver(s) who have signed this agreement in the Authorisation section. Only the named driver(s) are permitted to drive the Vehicle during the Hire.
‘Hire’ – The agreement between the Customer and ACE Rentals North East Limited allowing the Customer to use the Vehicle in line with the terms of this agreement for the period outlined within this agreement.
‘Living Equipment’ – includes but is not limited to roof tent, crockery, cutlery, cooking utensils, outdoor furniture, awning, gas hob and sink.
‘Rental Period’ – the hire period referred to under the heading ‘booking details’ on the rental agreement or any agreed variation thereof and any additional period during which the Vehicle is in the customer’s possession or control
‘Vehicle’ – the vehicle described under the heading ‘Vehicle Details’ on the rental agreement and includes tyres, tools, accessories, the living equipment and any other special equipment, documents related to the Vehicle and any replacement or substitute Vehicle which may be provided at the discretion of ACE Rentals North East Limited.
‘Security Deposit’ – is the £1000 pending payment made by the Customer to Ace Rentals North East Limited via the Lodgify booking platform which will be held until the vehicle has been returned in a suitable condition in line with these terms and conditions.
‘Vehicle Inspection’ – The process of checking and recording the condition of the Vehicle with the Customer both upon collection and return of the vehicle.
1. Minimum Hire
1.1. Minimum hire of Vehicle is 3 nights and the Vehicle can be hired for up to 30 days at a time.
2. Passengers
2.1. ACE Rentals North East Limited authorises the use of this Vehicle up to 6 passengers including the Driver. Each person to use the safety restraints provided at all times whilst Vehicle is in motion. Any car seats used are at the Driver’s discretion.
3. Drivers
3.1. Drivers must read, agree to and sign Terms and Conditions document which will act as the rental agreement.
3.2. Drivers must be between 25 and 79 years old.
3.3. A refundable Security Deposit of £1000 to cover Vehicle Insurance Excess applies to all our hires with a valid UK Driver’s license and with Non-UK licenses held within the EU. If your license is not from the UK or EU, the license will be checked by our underwriters and an additional excess may be applicable.
3.4. All Drivers must have held their full license for a minimum of two years.
3.5. All drivers must undertake DVLA license check and share the code with ACE Rentals North East Limited no less than 5 days prior to the hire commencement date (https://www.gov.uk/view-driving-licence).
3.6. Drivers must provide:
· Copy of the photo card drivers’ licence (address and ID must be up to date)*.
· Online licence check. Please note, DVLA licence checks can only be carried out on driving licences issued from mainland UK*.
· Two proofs of address from separate sources*.
· Cleared and traceable Security Deposit (BACS, Credit/Debit Card)
· Signed rental agreement.
3.7. From 1 August 2021, Green Cards are no longer be mandatory for driving within EU. Please ensure you arrange a VE103 certificate.
3.8. One additional driver can be added to the rental if their details are provided at the point of signature of these terms and conditions. This will be charged at £30.
3.9. Maximum of 2 drivers per rental.
3.10. Drivers are personally liable for all legal penalties (e.g. parking tickets, speeding fines, etc.) which are incurred during the period of hire.
3.11. All registered drivers must be present when Vehicle is collected from ACE Rentals North East Limited.
3.12. A Vehicle Inspection carried out with the Customer present and any damage interior/exterior must be agreed prior to commencement of the hire.
3.13. Any points/offences held on license prior to commencing the hire must be made known to ACE Rentals North East Limited immediately for referral to the insurance company.
3.14. If driving in the EU, depending on the country you are visiting you may need some additional documents and equipment. It is the responsibility of the Customer to be fully aware of the legal requirements to drive within whichever country they take the Vehicle.
4. Hire Rates
4.1. All Hire rates include:
· UK standard Vehicle insurance*.
· UK and EU standard equipment and breakdown (Home Assist, Roadside Assistance, Nationwide Recovery and European Assistance).
· Up to an average of 400 miles per day for the duration of the Hire. Additional miles will be charged at £0.20 per mile. This will be deducted from the Security Deposit.
4.2. In some cases, ACE Rentals North East Limited will incur additional charges if the driver to be insured has a traffic conviction, is using a non-UK driving licence or is in an occupation which is deemed high risk. These charges will be passed onto the Customers at cost.
5. Hire Extras
5.1. Extras are available at the following rates:
5.1.1.Bike rack - £50 per hire.
5.1.2.Additional Driver - £30 per hire.
5.2. Please note that ACE Rentals North East Limited reserve the right to retain a £100 soiling fee if the Vehicle is not returned with the interior in a clean condition.
5.3. If the Vehicle is returned later than the agreed time in section 10.2 of this agreement, the Customer will be charged £100 per hour thereafter until the vehicle is returned.
6. Payment
6.1. All bookings are subject to availability. A reservation is only binding after it has been confirmed by ACE Rentals North East Limited and 50% deposit of the total booking cost has been paid or the full Hire fee has been received. The deposit will be deducted from the cost of the booking. If the reservation is confirmed less than three weeks from the beginning of the Hire, the full booking fee must be paid to confirm the reservation.
6.2. Our terms and conditions including cancellation policy will apply from this point onwards. Once the reservation is confirmed, a confirmation email will be sent out to the Customer. Settlement of the remaining balance will be due 15 working days before the Hire is due to commence. A refundable Security Deposit is required 1 working days before rental period starts to cover Insurance Excess and any damages or road traffic fines incurred and will be held automatically from your payment card.
6.3. Please note that some card payment holders do not facilitate holds on cards and therefore your deposit may be charged to your card by their request. Payment for the Security Deposit will be refunded automatically 3 working days after end of Hire provided the Vehicle being returned to the correct location, undamaged, with a clean interior and with a full fuel tank. The refundable Security Deposit can be paid by credit or debit card and must be cleared before ACE North East Limited can release the Vehicle for your Hire.
6.4. The Customer authorises ACE Rentals North East Limited to deduct from the Security Deposit any amounts due by me to ACE Rentals North East Limited arising out of this agreement.
6.5. The deposit covers the insurance excess. The Customer will be responsible for any immediate costs incurred to the vehicle whilst waiting for the insurance to company to cover. Failure to follow the terms and conditions outlined within this agreement may invalidate any insurance offered, and any costs thereafter will be responsibility of the Customer.
6.6. If the Customer does damage the Vehicle, a quote will be provided to the Customer and the Customer will pay for the damage repair plus any incidental costs to ACE Rentals North East Limited i.e. time to take Vehicle to get fixed and fuel plus days off rental fleet. This will only be up to the limit of the Security Deposit unless you have not adhered to our terms and conditions.
7. Cancellation Charges
7.1. We require notice of at least 30 days and a full refund will be given minus a £30 admin fee. In the event the cancellation is outside this time the following will apply:
· 100% of paid prepayments refundable when cancelled 30 days before arrival or earlier.
· 50% of paid prepayments refundable when cancelled 15 days before arrival or earlier.
· 25% of paid prepayments refundable when cancelled 7 days before arrival or earlier.
· 0% refundable if cancelled after 7 days before arrival.
7.2. Any payments made will be related one specific hire. Deposits cannot be transferred to later bookings.
8. Rental and Other Charges
8.1. The Customer will pay ACE Rentals North East Limited:
· All rental charges and the Security Deposit.
· The nominated cancellation fee in the event of cancellation of this agreement prior to acceptance of delivery of the Vehicle.
· The cost of any damage to the Vehicle or the property of any third party, subject to the insurance*.
· All government fees, duties, penalties and other unexpected costs incurred as a result of The Customer’s driving behaviour.
· Any other fees or charges payable by me pursuant to this agreement*.
· The daily rental rate for the period the Vehicle is unavailable for accident repairs*.
· The cost to recover a Vehicle which has become stranded*.
*This cost is up to the insurance excess amount provided all Terms and Conditions are adhered to. If the insurance is invalidated due to inappropriate use of the Vehicle and there has been a breach by the Customer of the terms of this agreement, then the Customer will be liable for all costs.
9. Payment of Charges
9.1. All charges and expenses payable by the Customer under this agreement are due on demand by ACE Rentals North East Limited. ACE Rentals North East Limited reserve the right to charge monthly interest on any overdue balance in line with the Bank of England’s interest rate at that time. Any debt collection costs or legal fees to pursue any overdue debts will also be payable by the Customer.
10. Vehicle Collection and Return
10.1. Collection pick-up time is from 2pm on the first day of hire.
10.1.1. Collection: please allow up to 1 hour for the hand-over of the Vehicle to complete documentation and demonstrate the Vehicle to you.
10.2. Return drop-off time is 11am.
10.2.1. Return: please allow up to half an hour on the return of the Vehicle to hand over and check the condition of the Vehicle. The Vehicle must be returned with a full tank of fuel and returned in the same condition that it was collected by the Customer. The Vehicle must be returned on the date and time stated on the rental agreement. The Customer must advise ACE Rentals North East Limited if they are delayed for any reason and in this instance the Customer will be charged at £100 per hour.
10.3. ACE Rentals North East Limited will not refund the Customer any monies, nor have any obligation to provide a replacement Vehicle, if the Vehicle is returned or the Customer ceases to have the use of the Vehicle prior to the return date for any reason e.g. accident, weather or theft.
11. Title to Vehicle
11.1. ACE Rentals North East Limited retains title to the Vehicle at all times. The Customer does not have any right to pledge ACE Rentals North East Limited credit in connection with the Vehicle and agree not to do so. The Customer shall not agree, attempt, offer or purport to sell, assign, sublet, lend, pledge, mortgage, let on hire, or otherwise part with or attempt to part with the personal possession of or otherwise deal with the Vehicle.
12. Use of the Vehicle
12.1. The Customer will not allow the Vehicle to be:
· Driven otherwise than in a cautious, prudent and legal manner.
· Used in a manner which could cause damage.
· Driven in a prohibited area.
· Driven by a person under the influence of alcohol or drugs or with a blood alcohol level in excess of that permitted by law in the country in which the Vehicle is being driven.
· Left with the ignition key in the Vehicle while it is unoccupied.
· Left unoccupied without the steering wheel security lock applied.
· Driven without vehicle tracker system engaged.
· Used for any illegal purpose.
· Used for any race, rally or contest.
· Used to tow any vehicle or trailer.
· Used to carry passengers or property for hire or reward.
· Used to carry more persons than is permitted by any relevant authority or detailed in the Vehicle manual or on the Vehicle or specified in this agreement.
· Used to carry volatile liquids, gases, explosives or other corrosive or inflammable material.
· Otherwise used in breach of the Customer’s obligations under this agreement.
12.2. Driven by persons:
· Otherwise used in breach of the Customer’s obligations under this agreement.
· Under the age of 25 years or over 79 years.
· Not authorised by law to drive the Vehicle.
12.3. Damaged by:
· Submersion in water.
· Contact with salt water.
13. Alterations to the Vehicle
13.1. The Customer shall not make any alterations or additions to the Vehicle without the prior written consent of ACE Rentals North East Limited.
14. Maintenance
14.1. The Customer shall take all reasonable steps to properly maintain the Vehicle, including oil checks, water and batteries. The Customer acknowledges that ACE Rentals North East Limited will reimburse them for expenditure up to UK £50 if reasonably incurred in rectifying any mechanical failure to the drivetrain and engine of the Vehicle (not including the water system, refrigerator, heating, audio equipment) provided that:
· Relevant receipts are supplied. These must be computer-generated and not handwritten.
· Written prior consent has been supplied by ACE Rentals North East Limited.
· The damage is not due to the Customer’s fault or the Customer’s breach of this agreement. Subject to the terms of this agreement, the Customer will pay for the cost of repairing or replacing tyres damaged during the rental period and ACE Rentals North East Limited will reimburse the Customer for expenditure reasonably incurred if the tyre is defective and is returned to ACE Rentals North East Limited for inspection.
15. Accidents
15.1. In the event of any accident, loss or damage arising out of the use of the Vehicle, the Customer will:
· Notify ACE Rentals North East Limited within 24 hours of the incident via the Lodgify booking platform.
· Obtain details of the third party(s) involved in the incident, including names, addresses and the same of any witnesses. It is also the Customer’s responsibility to ensure that as many photographs of the damage to all vehicles involved are taken.
· Not make any admission of liability to other parties, settlement offer or other like offer.
· Assist ACE Rentals North East Limited in handling any claim arising from any event, including providing all relevant information and attending court to give evidence (where necessary).
· Pay for any costs relating to the delivery of an alternative Vehicle as a result of an accident regardless of which party is at fault.
15.2. The Customer acknowledges that the excess or other amount due in respect of any damage arising from an accident, loss or damage is payable at the time of reporting the event and not at the completion of the rental period.
16. Insurance
16.1. Ace Rentals North East Limited agree that the Vehicle is insured for fully comprehensive insurance for damage to the Vehicle, property and third party medical costs less the excess set by the insurers.
16.2. The insurance does not cover medical cover expenses for customers.
16.3. The Customer will have to pay an excess for any damage. The insurance excess is £1000 as agreed and paid through our Security Deposit (or another amount requested and agreed by ACE Rentals North East Limited insurers for customers with points or countries not covered by standard excess).
16.4. The Security Deposit is paid to cover the insurance excess and will be set against the cost for any damage to the Vehicle. The Customer are liable up to the value of the Security Deposit paid for the insurances excess.
16.5. Please note that resolution of damage issues is time consuming to resolve and we reserve the right to charge an administration fee of £30 in addition to the repair cost.
16.6. An excess is applied for windscreen damage with £100 being applied for a chip to a windscreen and £500 being applied for full replacement of the windscreen. This will be taken from the Customer’s Security Deposit.
16.7. The Customer will be responsible for damages to tyres and the cost of repair or replacement will be deducted from the Security Deposit.
17. Release and Indemnity of ACE Rentals North East Limited
17.1. Subject to ACE Rentals North East Limited’s obligation to deliver the Vehicle, the Customer releases ACE Rentals North East Limited from any liability to the Customer (regardless of who is at fault) for any loss or damage incurred by the Customer by reason of this agreement, including but not limited to:
17.1.1. Any loss or damage caused by breakdown, mechanical defect, accident, or the Vehicle being unsuitable for my purpose.
17.1.2. Any loss or damage to any property left in or on the Vehicle, in any service vehicle or on any ACE Rentals North East Limited premises or recovered or handled by ACE Rentals North East Limited subject to any insurance arrangements agreed with ACE Rentals North East Limited.
17.2. The Customer will indemnify and shall keep indemnified ACE Rentals North East Limited, its employees and agents against any claims, demands and expenses (including legal costs) incurred or sustained by the Customer by reason of use and/or possession of the Vehicle.
17.3. Instances beyond the control of ACE Rentals North East Limited which mean that the Vehicle cannot be released to the Customer due to a prior accident or fault with the Vehicle. In this instance, ACE Rentals North East Limited will endeavour to find a suitable replacement Vehicle or give a full refund of the price of hire to the customer.
18. Road Restrictions
18.1. All Vehicles may only be driven on sealed/bitumen roads. I acknowledge that ACE Rentals North East Limited reserves the right at any time, at its sole discretion, to restrict Vehicle movements in certain areas due to adverse road or weather conditions or any other reasonable cause.
18.2. The Insurance evidenced by this Certificate of Motor Insurance extends to include the compulsory motor insurance requirements of any member of the European Union, Andorra, Bosnia-Herzegovina, Gibraltar, Iceland, Liechtenstein, Monaco, Norway, San Marino, Serbia, Switzerland and Vatican City.
19. Pets/Animals
19.1. No animals other than dogs are allowed within the Vehicle. However, dogs must not be on the seating or bedding area. Under no circumstances should dogs be placed in the raised sleeping area. If it is evident that dogs have been on the seating area of the Vehicle a soiling fee of £100 will be applied.
20. Terminating the Agreement
20.1. The Customer acknowledges that ACE Rentals North East Limited may terminate this agreement and repossess the Vehicle at any time, without notification to the Customer, and that the Customer will pay the reasonable costs of repossessing the Vehicle via the Security Deposit, including towing charges if the Customer:
· Breaches any term of this agreement.
· Is found to have obtained the Vehicle through fraud or misrepresentation.
· The Vehicle appears to be abandoned.
· The Vehicle is not returned on the agreed return date or ACE Rentals North East Limited reasonably believes that the Vehicle will not be returned on the agreed return date.
· ACE Rentals North East Limited considers on reasonable grounds, that the safety of passengers or the condition of the Vehicle is endangered.
21. Changes
21.1. Any changes to this agreement must be in writing and must be signed on behalf of ACE Rentals North East Limited and the Customer.
22. Proper Law
22.1. This agreement shall be governed by the law of England and Wales in which this agreement was signed.
23. Warranties
23.1. The Customer warrants that all information supplied to ACE Rentals North East Limited in connection with this agreement is true.
24. Entire Agreement
24.1. This agreement constitutes the entire agreement of the parties and there are no other oral undertakings, warranties or agreements between the parties relating to the subject matter of this agreement.