Terms and Conditions for Private Hire

1. Application

These conditions apply to any contract made verbally or in writing. The hirer acts on behalf of all passengers travelling on the vehicle. If the hirer is a company, group, or partnership, an individual must be named as the responsible person. The hirer is responsible for the actions and decisions of all passengers on board, including any additional costs incurred in performing the contract, whether or not they actually travel with the party.

If the hirer does not travel with the party, a representative must be appointed, and the company informed prior to the hire. The company will only accept instructions from the hirer or their nominated representative.

Acceptance of these conditions is assumed upon booking. If a booking is made before receiving these conditions and without being verbally advised of all significant terms, the hirer may cancel the contract within 48 hours of receiving these conditions without liability.

2. Quotations

Quotations are provided based on the direct route and information given by the hirer. The route used will be at the company’s discretion unless specified by the hirer and shown on the confirmation. All quotations are subject to the availability of a suitable vehicle at the time of acceptance. Quotations are valid for 14 days unless otherwise stated. We reserve the right to amend quotations due to fluctuations in fuel and operational costs.

3. Use of the Vehicle

The hirer cannot assume use of the vehicle between outward and return journeys, nor that it will remain at the destination for the hirer’s use unless agreed with the company in advance.

4. Route and Time Variation

While the company will make every reasonable effort to adhere to agreed schedules, the company cannot guarantee the punctuality of the vehicle’s arrival or departure times.

The company shall not be held liable for delays, missed events, or associated costs, including but not limited to venue tickets, accommodation, or connecting travel, arising from unforeseen circumstances, road conditions, adverse weather, traffic, breakdowns, or other events beyond the company’s control.

Additional charges may apply for extra mileage or time beyond the agreed amount, charged pro-rata and based on the formula provided at booking confirmation.

5. Liability for Delays

The company shall not be liable for any consequential losses incurred as a result of delays, including but not limited to missed events, ticket cancellations, or additional travel arrangements. Passengers are advised to ensure adequate travel insurance is in place to cover such eventualities.

6. Drivers’ Hours

Driver hours are regulated by law, and the hirer must ensure compliance with these regulations. Neither the hirer nor passengers should delay or interrupt the journey such that the driver risks breaching driving hour regulations. Any additional costs incurred due to such breaches will be charged to the hirer as outlined in Condition 4.

7. Seating Capacity

The company will specify the legal seating capacity of the vehicle at the time of booking. The hirer must not exceed this capacity.

8. Conveyance of Animals

No animals, except guide dogs and hearing dogs (notified in advance), are allowed on the vehicle without prior written agreement from the company.

9. Confirmation

Written confirmation by the company is the sole basis for accepting a hiring or subsequent alterations to its terms.

10. Payment

Deposits must be paid by the date stated. Full payment is due before the start of the hire unless otherwise agreed. The company reserves the right to charge interest at 3% per annum above the Lloyds Bank base rate from the date payment was due. Deposits are non-refundable.

11. Cancellation by the Hirer

Cancellation charges will apply as follows:

Costs for accommodation, meals, and tickets purchased by the company at the hirer’s request will also be charged, plus any administration costs.

12. Cancellation by the Company

In emergencies or events beyond the company’s control, including but not limited to adverse weather, strikes, road closures, or unforeseen breakdowns, the company may cancel the contract, returning all money paid without further liability.

13. Vehicle to be Provided

a. The company may provide a larger vehicle than specified at no extra charge unless additional seats are used, incurring a pro-rata charge.

b. The company reserves the right to substitute a vehicle (including those of other operators) of equivalent quality if required.

14. Breakdown and Delays

While the company takes all reasonable measures to maintain its vehicles and deliver services as agreed, delays may occur due to unforeseen circumstances.

The company shall not be liable for any delays or associated losses, including missed events, ticket cancellations, accommodation costs, or additional travel arrangements. Passengers are strongly advised to purchase comprehensive travel insurance to mitigate potential losses in such situations.

15. Passengers’ Property

a. Passengers are solely responsible for their personal property during the hire period. The company accepts no liability for loss, theft, or damage to luggage or belongings unless caused by the company’s proven negligence.

b. Dangerous, hazardous, or illegal items must not be brought on board. The company reserves the right to inspect and refuse carriage of unsafe items.

c. Luggage must conform to the vehicle’s size and weight restrictions. The driver’s decision on luggage capacity is final.

d. Fragile or valuable items should be adequately packed and declared to the company in advance. The company is not liable for damage to undeclared items.

e. The company will assist with unclaimed items but will hold them for a maximum of 14 days. Items unclaimed after this period will be disposed of.

f. Passengers are advised to arrange travel insurance to cover their belongings.

16. Agency Arrangements

Where the company hires vehicles from other operators or arranges ancillary facilities (e.g., meals, accommodation) at the hirer’s request, it acts as an agent for the hirer. The hirer agrees to be bound by the terms and conditions imposed by those third-party suppliers and shall indemnify the company against any breach of these terms.

17. Waiting Time Charges

If the coach is delayed in departing later than the agreed time due to the client or passengers, a waiting charge will be applied. This charge is £75.00 (GBP) per hour, or part thereof, starting from the agreed departure time until the coach is able to depart.

18. Force Majeure

The company shall not be liable for any failure or delay in the performance of its obligations under these terms where such failure or delay is caused by events beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, war, strikes, or government restrictions.

19. Unreasonable Conduct

a. The company reserves the right to refuse a booking or terminate travel at any point if passenger behaviour is deemed unreasonable, disruptive, or endangers the safety and comfort of the driver, other passengers, or the vehicle.

b. In the event of termination due to unreasonable conduct, no refund will be provided, and the hirer will remain liable for the full hire fee.

c. Any damages caused to the vehicle as a result of unreasonable conduct will be charged to the hirer, including a standard cleaning fee of £200.00 for unreasonable soiling or vandalism.

d. Passengers are required to comply with all instructions from the driver regarding conduct, safety, and use of the vehicle.

20. Dispute Resolution

In the event of a dispute, both parties agree to seek resolution through mediation before pursuing legal action.

21. Jurisdiction

These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.