Terms and Conditions
These Terms and Conditions have been devised to protect both the Hirer and Owner and are governed by English Law. The Owner (Vikki Cleaver, trading as Cleaver Motorhome Hire) offers motorhome hire strictly in accordance with the following Terms and Conditions. By signing these terms and conditions, the Hirer agrees legally that they have read, understood, and accepted the detail of this document.
This hire agreement is between the Owner (Vikki Cleaver, trading as Cleaver Motorhome Hire) and the Hirer, as stated on the Booking Form at the end of these Terms and Conditions.
- Pick Up and Return Point
Pick Up and Return of the Motorhome is normally 26 Wychwood Rise, Great Missenden, Buckinghamshire HP16 0HB unless otherwise agreed in writing between the Hirer and the Owner.
The duration of Hire of the Motorhome commences from the Pick Up Time of 4 pm (unless otherwise agreed in writing previously) on the Pick Up Date and ends when the vehicle is returned to the Owner and keys handed in, which shall be no later than the Return Time of 11 am on the Return Date. If the Hirer fails to return the Motorhome to the Return Point at the Return Time, a late return fee is payable at £50 per hour or part hour thereof.
Please allow one hour for the handover at the Pick Up to complete the documentation and to demonstrate the vehicle to the Hirer.
No-one other than the Hirer and or any driver agreed at the time of reservation and named in the Booking Form may drive the Motorhome. Drivers must be usually be over 25 and under 70 years of age and have held a full UK driving license or other valid National Licence or a valid International Driving Licence for at least 5 years. All drivers must have no more than 6 penalty points and not been involved in more than one accident whilst driving in the last 3 years. Persons engaged in professional entertainment or professional sports persons; jockeys, persons connected with racing, gaming industry or press cannot be covered under the insurance policy.
If any drivers are required that do not fall within the criteria above, please get in touch via email to email@example.com and the Owner will advise if alternative insurance is possible.
One additional permitted named driver can be included free of charge, and there will be a £40 administration fee for any additional drivers required, including any drivers added who fall outside the criteria specified above.
The Hirer and all named drivers must provide the following documentation:
- up to date driving licence checker code – for information on how to provide this, please see https://www.gov.uk/view-driving-licence
- current driving licence
- current passport
- 2 different proof of current address documents dated within 90 days prior to the Pick Up Date e.g. utility bill or bank statement
Failure to provide adequate documentation will render the hire cancelled, resulting in a loss of monies paid (see “Cancellation”).
All drivers must be present at Pick-Up of the Motorhome.
Hirer is welcome to use free parking for ONE car at the collection site during the period of hire. Cars are left at owner’s own risk.
- Payment of Reservation Hire Charge
A Booking Deposit of £200.00 per week of hire (subject to a minimum deposit of £200) is payable via bank transfer to reserve the dates required. The Booking Deposit is not refundable unless UK government prevents vehicle movements or overnight stays in general in England.
The balance of the Total Hire Charges should be paid no later than one calendar month prior to Pick Up Date and if not received, the Owner reserves the right to cancel the booking with no return of sums payable. If the Pick Up Date is less than one month away, the full Hire Cost is payable upon booking.
- Security Deposit
A ‘Security Deposit’ of £600 is payable by bank transfer to the Owner prior to the vehicle being taken away from the Collection Point.
The Security Deposit shall be returned to the Hirer less any chargeable deductions for damage, losses, replacement costs, additional mileage, late return, refuelling charges, or any other deductions incurred during the Hire Period in accordance with these Terms and Conditions. Repayment will be made within 5 working days of the on safe delivery and inspection of the motorhome at the end of the hire. Costs to the Hirer are not limited to the full amount of the Security Deposit and the Hirer is liable for any other charges incurred over and above this sum.
Deductions will be made for any cleaning required to the Motorhome if it is not returned in a satisfactory condition. All damages or losses will be deducted from the deposit. The condition of the Motorhome upon its return will be compared against the condition of the Motorhome at the Pick Up Time.
Standard charges are payable for the following items
- Toilet cassette not cleaned & emptied £20
- Refuelling fee of £20 plus cost of fuel if vehicle is not returned with a full tank of diesel
- Late return £50 per hour or part thereof
- General Cleaning at £20 per hour
- Additional valeting charge of £100 will be levied in all cases where the smoking ban has been ignored
- One-Way Hire
The vehicle must be returned to the Pick-Up point. One way Hire is not permitted.
The Hire Charge includes the use of the Hire Vehicle for 700 miles per week, calculated on a pro rata basis. Additional charges of 50 p per mile are payable over this amount and will be deducted from the deposit upon return of the vehicle.
An inventory will be provided within the information pack contained in the Motorhome which contains details of all items therein and replacement costs of the contents. The Hirer should ensure that all items are present and undamaged when the vehicle is returned and will notify the Owner of any missing or damaged items.
The Hirer is responsible to return the Motorhome clean, with a full tank of fuel and empty of all personal possessions. Additional charges will be deducted from the Security Deposit for costs incurred cleaning and emptying the Motorhome after Return.
In order to protect Hirers from Covid 19 and other conditions, further deep cleaning will be undertaken prior to Pick Up. This will include removal and hot washing of all crockery and cooking utensils; removal and replacement of all mattress protectors; wiping down all high contact surfaces with anti-viral disinfectant; spraying soft surfaces with anti-viral spray; removal of items which could cause cross contamination. This will add additional time and costs which will be chargeable at £40 per booking. In spite of the high demand this summer, prices have not been increased, but we have introduced this additional cleaning cost during these unprecedented times.
- Hirer’s Responsibilities
The Hirer will agree the state of repair of the Motorhome at the Pick Up Time and will look after the Motorhome and the keys to it, throughout the Hire Period.
The Hirer remains responsible for the Motorhome until it is safely returned to the Owner. If the Owner is not at the Return Point when the Motorhome is returned, the Hirer should take a detailed video of the condition of the vehicle in situ at the Return Point and return the keys through the letterbox. The Owner will inspect the Motorhome either with the Hirer present or as soon as possible thereafter and notify the Hirer of any damage/deductions due.
The Hirer is responsible for any loss or damage to the Motorhome caused by negligence, misuse or otherwise, whether or not such loss or damage was caused by the Hirer.
The Hirer will always keep the Motorhome locked securely when unattended, ensuring that all security device(s) fitted to or supplied with the Motorhome are used. The Hirer must protect the Motorhome against any adverse weather conditions which can cause damage to the Motorhome and is responsible for any damage caused by adverse weather. The Hirer will ensure that the correct fuel for the Motorhome is used and will not sell, hire, or dispose of the Motorhome or any of its parts, fixtures, fittings, or items added by the Owner or otherwise. The Hirer must not grant to anyone legal rights over the Motorhome or allow anyone to work on the Motorhome without the Owner’s written permission. If permission is given to undertake any work, the Hirer will obtain a valid VAT receipt for the work and pass it to the Owner. If the cost of the work required is the Owner’s responsibility, reimbursement will be paid to the Hirer. The Hirer must notify the Owner as soon as the Hirer is aware of any fault in or with the Motorhome.
Towing is not permitted unless prior written agreement has been provided by the Owner.
Full Comprehensive Insurance is included in the hire. Full summary and policy wording available on request. A copy of the Insurance Certificate is contained within the information pack provided at Pick Up.
It is the Hirer’s responsibility to provide full and accurate information. In the event of the motor policy being invalidated because of non-disclosure of relevant facts, the Owner will hold the Hirer responsible for all losses and associated costs. The Motorhome is insured for the Hire Period ONLY. Driving of the vehicle after the expiry time may result in the driver committing a traffic offence and liable to criminal prosecution under Road Traffic Acts. Furthermore, the Hirer will be responsible for any accidental damage, injury, and consequential loss after the expiry of the hire period.
The Hirer shall be liable for the first £500 of each and any claim(s) made under the Insurance, such sums may be deducted from the Satisfactory Return Deposit and if insufficient, will be paid by the Hirer within 7 days of written demand.
The Owner reserves the right to take action against the Hirer to recover the full cost of all loss, repairs and damage suffered by the Owner which is not covered by Insurance, which will also include any losses incurred as a result of late return of the Motorhome.
The following are excluded from the Insurance cover:
- Claims resulting from anyone driving the Motorhome with or without the Hirer’s permission but not named on the Hire Agreement
- Damage to tyres caused by wear and tear, braking, punctures, cuts, or bursts
- Theft as a result of keys remaining in the Motorhome whilst unoccupied
- Racing of any description or being used in a contest, competition, rally, or speed trial (apart from treasure hunts)
- Loss or damage to, or theft of, the TV/DVD player, satellite navigation equipment and aerial
- Interior damage including burns to seats, carpets, and other damage
An additional insurance premium may be payable where the Motorhome is to be taken outside of the UK. Travel outside the UK is not permitted unless previously agreed in writing.
Insurance covers the vehicle and built in equipment only. Hirers are strongly advised to take out their own holiday insurance covering cancellation, personal accident, and personal possessions.
- Overhead Damage
All drivers must be aware of the unusual height of the Motorhome and are responsible for the excess amount on the insurance policy if driven under an obstruction that is too low for it to clear e.g. low bridges, overhanging branches and height restrictions in car parks!
The Motorhome is covered for UK breakdown assistance service. Please call the service number appropriate to the Hirer’s location as supplied in the Information for Hirers folder. The Motorhome is under full warranty; however, the Hirer is authorised to request repairs up to the value of £50.00 which will be refunded on production of a third party invoice. Repairs costing in excess of £50.00 must first be authorised by us PRIOR to any work being undertaken.
No responsibility is or can be accepted by the Owner for any loss or damage or expense which occurs as a result of any accident. If the Hirer is involved in an accident, the Hirer must not admit liability, but should obtain the names and addresses of all involved, including witnesses. The Hirer should also make the Motorhome secure; contact the police immediately if anyone is injured or if there is any disagreement regarding who is responsible and must also contact the Owner as soon as possible. An accident Report should also be completed by the Hirer and provided to the Owner at the earliest opportunity.
The Hirer warrants that he/she:
- shall not carry more passengers than the seating capacity of the vehicle or allow the vehicle to be overloaded
- shall not use the vehicle for carrying passengers or goods for hire or reward
- shall not remove the Motorhome from mainland UK without prior written permission from the Owner
- shall not tow any vehicle or trailer
- shall not use the Motorhome for the purposes of racing, time trialling or other purpose not in keeping with normal everyday road usage
No animals may be taken into the Motorhome without prior written permission. Abuse of this clause will incur a valeting charge of £100, plus the replacement cost of any item Owner considers to be unfit for future use. If animals are authorised by the Owner, the Hirer remains fully responsible for any damage and additional cleaning as a result of their presence.
- Smoking Policy
Under no circumstances is smoking permitted in the Motorhome. A valeting charge of £100 will be levied in all cases where the smoking ban has been ignored.
- Graphics, Stickers and Decals
No graphics, stickers or decals may be removed from the motorhome. The Hirer is liable for the cost of replacement and installation of any decals that are missing or damaged on return of the Motorhome.
- Gas, Fuel and Oil
A full tank of fuel is supplied with the Motorhome upon Pick Up of the Motorhome and must be returned with a full tank of fuel. Any fuel shortage will be charged to the Hirer against the ‘Satisfactory Return’ Deposit with a refuelling fee. The Motorhome engine uses Diesel fuel – the Hirer will be liable for all repair costs if the incorrect fuel type is used.
There will be 2 gas cylinders supplied at the start of the Hire with the fuel left over from the previous hirer. There is no guarantee as to the amount, if any, of gas left in either cylinder.
A full cylinder of gas can be supplied and fitted at the start of the Hire Period at a cost of £35. The motorhome is supplied with Calor cylinders – all refills must be replaced with the same type of cylinder.
Over 1 month prior to Pick Up – booking deposit non-refundable but any additional Hire Charges will be refunded
2 weeks to 1 month prior to hire – 100% booking deposit is non-refundable and 50% of additional Hire Charges
Less than 2 weeks prior to hire date – total Hire Charge is non refundable
In the event of the UK government prohibiting travel or overnight stays throughout the UK, all Hire Charges and Deposits paid will be refunded in full.
While every effort is made to ensure that the vehicle reserved is available, if due to circumstances beyond our control, the reserved vehicle is not available, an alternative vehicle will be offered if it is available and if this is not available or deemed to be suitable by the Hirer then a full refund will be made. The Owner can accept no responsibility or pay any compensation where the performance of the Hire Agreement is prevented or affected; or if the Hirer otherwise suffers any loss or damage as a result of events beyond the Owner’s reasonable control.
- Administration Charges
Should Owner receive, speeding or parking fines, congestion charges or other penalty notices relating to the period of hire, an administration fee of £25 will be added to the charge.
- Suitable Persons
The Owner reserves the right to refuse to hand over a Motorhome to any person who, in the reasonable opinion of the Owner is not suitable to take charge of the Motorhome. In such cases of refusal, all payments made by the Hirer will be refunded in full, but the Owner will have no further liability in relation to the aborted hire, or to the person to whom hire was refused. The Owner reserves the right to cancel the Hire if at Pick up Date or at any time during the Hire Term if it becomes apparent that any of the drivers’ licence(s) are invalid or not in accordance with the information supplied. In these circumstances, all payments made by the Hirer will be forfeited.
The Owner is entitled to immediately terminate the Hire Agreement by notice in writing to the Hirer if :-
- Any of these Terms are breached by the Hirer
- The Hirer fail to remedy any breach having been requested to do so by the Owner
If the Owner ends the Hire Agreement, it will not affect the Owner’s right to receive any money owed under the Terms and Conditions in this Hire Agreement. At any time after the Owner has terminated the Hire Agreement; or if the Hirer fails to return the Motorhome upon the Return Date, the Owner is entitled to repossess the Motorhome and charge the Hirer for doing so.
These Terms and Conditions, Booking Form and Reservation Details provided set out the entire agreement relating to the Hire of the Motorhome. The Hirer confirms that in entering into the Hire Agreement, they have not relied upon any representation of the Owner not set out in these Terms. These Terms and Conditions are not intended to nor do they confer any right or entitlement on any third party whether under the Contract (Rights of Third Parties) Act 1999 or otherwise.
These Terms are governed in all respects by English Law and the Hirer submit to the jurisdiction of the English Courts.
The full GDPR policy is held on our website www.cleavermotorhomehire.co.uk and sets out our policy and how we hold the Hirer’s information. The Hirer agrees to the GDPR policy.
“Booking Deposit” means the booking deposit of £200 per week payable by you to confirm your booking of the Motorhome subject to a minimum deposit payable of £200
“Booking Form” means the form completed by the Hirer containing all the booking details for the Hire of the Motorhome
“Hire Agreement” means the joint report undertaken by the Hirer and the Owner prior to the Pick Up of the Motorhome
“Hirer” Means the hirer of the Motorhome as shown in the Booking Form
“Insurance” means the fully comprehensive self-drive hire insurance for the Motorhome
“Hire Agreement” means the details contained in the Terms and Conditions and Booking Form which both form part of the Hire Agreement
“Hire Charge” means the payment due from the Hirer to the Owner for the hire of the Motorhome in accordance with the Hire Agreement
“Hire Term” means the period commencing on the Pick Up Date and ending on the date upon which the Motorhome is returned to the Return Point
“Motorhome” means the motorhome as described in the Reservation Details
“Owner” means the legal owner(s) of the Motorhome, Vikki Cleaver trading as Cleaver Motorhome Hire, 26 Wychwood Rise, Great Missenden, Bucks HP16 0HB
“Pick Up Date” means the date stated upon the Booking Form which the Hirer is to collect the Motorhome
“Pick Up Point” means 26 Wychwood Rise, Great Missenden, Buckinghamshire HP16 0HB or other location as agree in writing between both parties
“Pick Up Time” means 4 pm on the Pick Up Date or other time as agreed in writing previously.
Return Date” means the date stated upon the Booking Form which the Hirer is to return the Motorhome
“Return Time” means no later than 11 am on the Return Date
“Security Deposit” Means the deposit of £600 payable by the Hirer prior to the pick-up of the motorhome which may be used to cover damage towards the vehicle insurance excess and other costs
“Return Date” means the date and time stated in the Motor Rental Agreement upon which the Hirer is to return the Motorhome to the Return Point
“Return Point” means 26 Wychwood Rise, Great Missenden, Buckinghamshire HP16 0HB or other location as agree in writing between both parties for the return of the Motorhome
“Website” means www.cleavermotorhomehire.co.uk or other site as registered in the future
Confirmation and Acceptance of these Terms and Conditions
Hire Vehicle Elsie (4 berth) or Cilla (6/7 berth)___
Pick Up Date ______________________________________________ Pick Up Time 4 pm
Return Date _______________________________________________ Return Time 11 am
Hire Charge _______________________________________________
Full fitted LPG gas cylinder at £35 ______________________________
Other optional Extras Charge __Not available 2020 due to Covid 19_ _
Total Hire Charge Due _______________________________________
Booking Deposit Due (£200 per week unless under 1 month to Pick Up) _____________________
Balance Due _______________________________________________
Balance Due Date ___________________________________________
Hirer’s Name _______________________________________________
Hirer’s Address _______________________________________________________________________
Hirer’s Email ________________________________________________
Hirer’s Telephone Number _____________________________________
Hirer’s Bank Details for Return of Deposit
Name Sort Code Account Number _
Payment to be made by bank transfer to Vikki E Cleaver, Royal Bank of Scotland, Sort Code 16 10 16, Account Number 11297204
Print, sign and return this document to firstname.lastname@example.org
By signing, I confirm acceptance to these Terms and Conditions and GDPR policy