TERMS AND CONDITIONS
When you place your deposit to hire a VW Camper from us, you accept this terms and conditions. Please read this agreement carefully. If there is anything you wish to ask us, please contact us via the contact page on the website.
DEFINITIONS
‘Rental Agreement’ means the document read and signed by the hirer/drivers on collection and return of the motorhome. It includes details of the Hirer, drivers, motorhome details, rental period, Collection Damage Report and Departure Checklist.
‘Hirer' means the person(s) named as the hirer under the heading Hirer’s Name on the signed Rental Agreement.
“Driver” means the person(s) nominated as named driver(s) on the signed Rental Agreement.
‘Hire Period' means the period as stated on the Rental Agreement or any agreed variation thereof (verbally or otherwise) and any additional period during which the vehicle is in the hirer's possession or control.
'Camper' or ‘Campervan’ means the vehicle as stated on the Rental Agreement and includes tyres, tools, accessories, the living equipment and any other campervan equipment, any extra hired equipment, documents related to the campervan and any replacement or substitute Campervan which may be provided by VW Camper Hire.
'Security Deposit' means the money held as security by VW Camper Hire in relation to this hire. VW Camper Hire will refund the Security Deposit within 7 (seven) working days of the date the campervan is returned back to VW Camper Hire if the camper is returned on time, clean and undamaged. The Hirer will be responsible for costs should damages not covered by the comprehensive insurance policy exceed the Security Deposit. The Security Deposit is £750 for drivers 25-75 years of ages, £1000 for drivers aged 23 and 24 and £1250 for festivals and sporting events etc.
‘VW Camper Hire’ means VW Camper Hire Ltd of Gascoyne House, Moseleys Farm Business Centre, Bury St Edmunds IP28 6JY
BOOKINGS
There is a 25% reservation deposit payable to secure a booking, this will be deducted from the total hire charge. This is non-refundable in event of cancellation by the hirer within 6 weeks of the collection date. The balance is to be paid in full by the hirer 4 (four) weeks prior to the collection date. If the booking is made less than 4 (four) weeks prior to the start of the hire the reservation must be paid in full to VW Camper Hire. No camper will be hired out without full payment being received.
Voucher's purchased through VW Camper Hire Ltd must be used within the current season. No refunds will be given. They maybe transferred to another person for use.
WHAT IS INCLUDED IN THE RENTAL FEE
Unlimited mileage, Fully Comprehensive Insurance for UK licence holders for one named driver. There is a £25 fee for one additional driver who must also provide all documents as stated under HIRER / DRIVERS. Full Breakdown & Roadside Assistance (UK and EU), kitchen equipment as per itinery, fire extinguisher and first aid kit (to be replaced if opened), Gas ‘907’ camping cylinder, electric hook up cable. The hirer will be responsible for, and not limited to, any call out charges by the hirer due to operator error, i.e. wrong fuel, windscreen damage, wing mirror, flat battery, tyre damage, lost keys.
The camper is supplied with a full tank of fuel. The hirer must return the camper with a full tank of fuel. The Hirer will be charged 50pence per litre above current forecourt price paid if VW Camper Hire need to ‘Top up the tank’.
HIRE CHARGES
There is a minimum rental period depending on the season. Hire is charged on a daily basis.
Collection and return location is VW Camper Hire Ltd, Norwich Road. Mulbarton. NR14 8DE. Charges apply for late returns at £25 per hour. Specific collection and return times are available by prior agreement. There is no refund for late pick up or early return.
HIRER / DRIVERS
The hirer must produce photographic driving licence plus 2 proofs of address as below.
Documentation we retain from all drivers:
1. Copy of the photo card drivers’ license (Address & Licence must be upto date).
2. Online license check - https://www.viewdrivingrecord.service.gov.uk/driving-record/licence-number
3. Two forms of proof of address, (addresses must match the driver’s licence)
4. Cleared a traceable security deposit (BACS).
5. Signed Rental Agreement.
The following documentation is acceptable for proof of address alongside One Utility Bill/Statement: (Must be dated within 3 months of the hire date)
Council tax bill/statement
TV/internet/landline telephone bill (Including Sky/Virgin/BT etc.)
Bank or Credit Card Statement
Mortgage statement
Driver criteria:
1. All drivers must have held a full UK driving licence for a minimum of 2 years
2. All drivers must be aged between 23-75
3. Drivers can have up to 6 points on their licence (providing they are two minor offences)
4. Drivers can have no more than one fault or non-fault claim within a 5-year period
Campers will not be released without valid personal identification as listed above, the Security Deposit is paid and the balance of the hire cleared by bank transfer. Cash payment is not accepted.
The driver is personally liable for all legal penalties (e.g. parking tickets, congestion charges, speeding fines) which are incurred whilst they are driving. If the driver at the time of the offence is not identified by the Hirer, the Hirer themselves will be made liable.
COLLECTION AND RETURN
Collection and return of the vehicle will be from and to the premises of VW Camper Hire listed above in ‘Hire Charges’.
Collection: Time is 4pm. Please allow half hour for the hand-over to complete the documentation and for us to demonstrate your camper to you. The hirer can park one vehicle at their own risk at our collection address. VW Camper Hire will not take any responsibility for loss or damage. CCTV is in operation on the premises.
Return: Time is 4pm. Please allow half hour for the check in process. Your cooperation in returning the camper is essential in order that the camper can be cleaned and available for the next hirer. The vehicle must be returned on the date, and at the time stated, on the rental agreement. There are no refunds for early returns. Vehicles must be returned clean and in the same condition as they left VW Camper Hire, otherwise a charge will be made for excessive valeting and/or upholstery cleaning. In the case of gross negligence VW Camper Hire reserves the right to recover full costs in order to return the vehicle to the state in which it was handed over.
Late return: If you are going to be late, you must contact VW Camper Hire immediately. Failure to return on the agreed time may result in an additional charge. An additional charge of £25 per hour will be payable for all late returns, late return exceeding 2 hours will be charged at one day’s rental cost regardless of the circumstances. The hirer will be charged for any additional costs incurred by VW Camper Hire e.g. lost hire for the next hirer.
INSURANCE
Insurance is valid only for the hire period stated in the Rental Agreement and therefore the driving of the vehicle after the contract period may result in the driver committing a traffic offence. This means the hirer is entirely responsible for any accident damage, injury or consequential loss after the expiry of the hire period. The hirer is responsible to ensure that the total number of persons to be carried does not exceed the berth limit and all passengers are wearing seat belts while the camper is in motion. Fully Comprehensive insurance is provided by VW Camper Hire to the driver(s) named on the Rental Agreement subject to the conditions below:
The Insured Vehicle shall NOT be let out on hire to or be driven by:
Hirers under 23 or over 75 years of age.
Hirers aged 23 or over unless a full valid UK driving licence has been held for 2 years.
Persons who have been convicted of an offence in connection with the driving of a motor vehicle or motorcycle and/or have had their driving licence endorsed or suspended or penalty points imposed. Parking and not more than two speeding offences in the past 3 years may be ignored. “Spent” convictions, covered by the Rehabilitation of Offenders Act 1974 may be disregarded.
Persons who have had their licence revoked by DVLA on medical grounds or convictions.
Persons who have had their insurance declined and/or renewal refused and/or special insurance terms imposed as a result of claims experience and/or have had their insurance or cover cancelled by any Motor Insurer.
Persons who, whilst driving, have been involved in more than one accident during the past 3 years.
Foreign Service Personnel other than persons born in the United Kingdom.
Additional insurance charges may apply if the hirer has an occupation that is deemed to be high risk. The Vehicle is insured for damage to the Vehicle and the property of a third party; but does not include any personal insurance for the customer (including death or bodily injury to the driver) or cover any personal possessions. The hire rate quoted includes a standard excess of £750.00 per incident whilst in the UK and £1000 whilst in Europe for UK license holders. An excess of £1000 for festivals and sports events. In the event of any damage to either the vehicle or third party property, the hirer will be liable for the first excess.
Driving by an unauthorised driver invalidates insurance. It is a criminal offence to drive without insurance in the UK and Ireland. Failure to declare an accident is a criminal offence.
The theft of a VW Camper Hire vehicle will not be covered by insurance if the ignition keys are left in or on the vehicle whilst unoccupied and the hirer shall be held fully responsible for a replacement vehicle.
Insurance does not cover or include the hirers’ personal belongings.
No other hire insurance is acceptable for the rental of a VW Camper Hire vehicle.
INSURANCE SECURITY DEPOSIT
There is a refundable £750, £1000 or £1250 Security Deposit payable by bank transfer. This is fully refundable within 7 (seven) days of return of the camper to the agreed location, on the agreed date and time providing the camper is in the same condition as it was let out. This means with the toilet and water tanks empty and flushed through, the interior clean including all cooking appliances and the fuel tank completely full and remainder of the gas cylinder.
VW Camper Hire reserves the right to increase the Security Deposit for specific events e.g. sporting events and festivals as specified by our insurers.
This Security Deposit will be used to fund any loss or damage to equipment, fixtures, fittings, windows, wing mirrors, tyres or negligent damage to the vehicle. Also applies to optional extras included in the hire.
The hirer agrees to pay VW Camper Hire any additional costs over and above the Security Deposit value should damages exceed the Security Deposit value.
A cleaning fee of £60 will be charged against the Security Deposit if the vehicle is not returned with the interior in a clean condition.
An additional fee of £50 will be charged against the Security Deposit if the toilet is not returned empty and flushed through. An additional charge of £15 if the water tanks not empty and flushed through prior to the return of the vehicle.
There are no toilet cleaning facilities at VW Camper Hire so toilets and waste tanks must be cleaned prior to returning the motor home.
INSURANCE EXTRAS
Additional driver with a UK Licence is £25.00 per hire. Maximum two drivers.
Points on license: Convictions with the following codes may not get cover BA, DD and UT. Please check with VW Camper Hire if you wish to insure a driver who has any of these endorsement codes on their license even if you think they have expired.
PERSONAL EFFECTS TRAVEL INSURANCE/COLLISION DAMAGE WAIVER (CDW). The hirer is strongly advised to arrange their own Personal Effects, Travel Insurance and CDW.
EUROPEAN TRAVEL
Our campers are covered by insurance for EU travel and full breakdown.
The following Countries are covered: Austria, Belgium, Italy, Ireland, Luxembourg, Netherlands, Norway, Poland, Portugal, Spain, Sweden, Switzerland, Denmark, Finland, France, Germany, Greece, Hungary.
Travel outside of these countries listed above will be in breach of these terms and conditions and you will not be covered by any insurance.
BREAKDOWN / ACCIDENT
In the event of breakdown or accident, The RAC, Roadside Assistance is available to the hirer. Instructions for repair or replacement at a cost not exceeding £100/150euros may be given by the hirer who will be reimbursed on the production of valid receipts at completion of the hire. VW Camper Hire’s approval must be obtained by telephone for repairs in excess of this amount. VW Camper Hire will not be responsible for hotel or any other expenses subsequent to the breakdown but will refund the hire charge for any complete days lost of use of the camper. VW Camper Hire will not be under any liability for third party claims or damages with any accident or breakdown. The hirer must obtain names and addresses of all third parties and witnesses, take photographs of any vehicle(s) and person(s) involved, report the accident to the nearest police station. In the event of an accident involving the vehicle the hirer shall notify VW Camper Hire by telephone immediately after the accident or as soon as practicably possible. VW Camper Hire will accept no responsibility for any loss, damage or expense which occurs as a result of any defect or breakdown unless it is due to a proven reason of their failure to adequately maintain the camper in a fit state and condition. The hirer will make every effort to assist VW Camper Hire in handling any claim arising, including providing all relevant information and attending Court to give evidence. The hirer will pay for any costs relating to the delivery of a change over vehicle as a result of an accident regardless of which party is at fault. No Security Deposit or insurance excess will be refunded until any claim is settled.
PETS
Pets in the camper is allowed only with prior agreement from VW Camper Hire. The specified pet must be well behaved and pet bedding is supplied by the hirer. Pets are not allowed on the seats and must never be left unattended in the vehicle. Any cleaning needed to be done due to pet hairs or soiling will be charged to the hirer. VW Camper Hire will not be held responsible for the welfare of any pets. The hirer is liable for accidents caused by pets. Pets taken without permission will incur a £100 charge.
SMOKING
Strictly NO smoking in the camper under no circumstances; any violation will incur a cleaning cost of £200.
CARE AND CUSTODY OF THE CAMPER
The camper MUST only be driven by the named driver(s) during the hire period.
The camper MUST be driven in a safe manner which will not cause damage to people or other vehicles.
The hirer is liable for any damage, fault or loss to or in the vehicle or fixtures and fitting as a result of the hirer’s neglect or misuse of the vehicle.
The Maximum number of persons carried in the vehicle shall be no more than the seat belts which must be used while the vehicle is in motion.
The vehicle must not be driven in prohibited areas and must not be taken off the British Isles without prior consent.
The hirer shall not use the vehicle for racing or any other activity other than social or domestic purposes and shall not carry passengers in the camper for hire and reward.
The hirer MUST NOT pass possession or custody of the vehicle to any persons and the vehicle must be locked at all times when unattended. The keys must not be left in the ignition. No claims by the hirer will be considered in respect of any loss or damage to personal belongings of effect of the hirer of any person or persons.
The camper MUST NOT be driven by a person under the influence of alcohol or drugs or with a blood alcohol level in excess of that permitted by law.
The camper MUST NOT be driven by anyone who is not authorised by law to drive the camper.
The camper MUST NOT be submerged in water or have contact with Salt Water.
The camper MUST NOT be used to carry volatile liquids, gases, explosives or other corrosive or inflammable material other than fuel or cooking gas.
The camper MUST NOT be used to attend a festival or major sporting event without notifying VW Camper Hire
The camper MUST NOT be driven on any road surfaces other than on metalled roads or suitable caravan or campsites.
The camper MUST NOT be used in breach of the hirer’s agreement under these terms and conditions.
CAMPER USE
VW Camper Hire will carry out a thorough pre-check-out inspection on the camper before the commencement of hire. Every system on board the vehicle will be checked and tested to ensure correct operating. The hirer will be given a comprehensive hand-over to ensure he/she knows how everything works. There is also a full manual containing all systems in the vehicle. Should an onboard system fail during your hire, VW Camper Hire will make every effort to remedy the fault whilst you are away but in some circumstances this may not be possible and VW Camper Hire cannot be held responsible and will not refund any monies should a loss of service be encountered.
No alterations or additions to the Vehicle should be made without the prior written consent of VW Camper Hire.
ROAD TRAFFIC OFFENCES/FINES
All fines incurred by the hirer for infringements of traffic laws or regulations and tolls/charges are the responsibility of the hirer and must be settled by the hirer. The hirer agrees to reimburse VW Camper Hire in respect of any costs incurred by VW Camper Hire in recovery of such fines and penalties from the hirer.
VW Camper Hire will contact the customer after the rental agreement finishes if any traffic offences/infringements are presented to VW Camper Hire for your hire period. VW Camper Hire will notify the driver(s) of any speeding or parking fines and there will be an administration charge of £20 for each infringement incurred throughout the hire period.
EXCLUSIONS AND LIABILITIES
VW Camper Hire shall not under any circumstances be liable to make any payments to the hirer in respect of, or to indemnify the hirer against loss, injury or damage sustained by the hirer or any third party as a result of the presence or use of the camper or as a result of any defect therein. VW Camper Hire takes no responsibility for any delay, loss, damage or injury that a hirer might experience no matter how it is caused or by whom. In taking delivery of the vehicle the hirer shall be deemed to have satisfied himself that it is in all respects road worthy and in proper and safe condition.
CANCELLATION BY HIRER
Cancellation any time after the booking is made means the Booking Deposit will be forfeited.
Cancellation must be in writing (email or letter).
• More than 6 weeks prior to hire period: 50% of booking deposit is charged
• 6 weeks to 3 weeks prior to hire period: 100% of booking deposit is charged
• 3 weeks prior to hire period to no show: 100% of total hire cost is charged
Charges are non-refundable. Cancellation administration fee of £45 will be charged.
Hirers are strongly advised to take out insurance against unavoidable cancellations.
CANCELLATION BY VW CAMPER HIRE
Sometimes due to unforeseen circumstances (crash, theft, etc.) VW Camper Hire are unable to supply the vehicle requested and may cancel a hire before or at the proposed commencement, or for reasons as follows:
Named driving licences are not produced or is invalid in accordance with stated conditions. 100% of total hire cost is charged.
Failure to provide funds for the Damage Deposit. 100% of total hire cost is charged.
Failure to provide the stated documentation required. 100% of total hire cost is charged.
Over occupancy of vehicle in accordance with the provision of seat belts. No refund given.
Camper not available due to circumstances beyond our control. Full refund.
No compensation available for additional arrangements booked by hirer (e.g. flights, event tickets etc.)
VW Camper Hire reserve the right to refuse to hire to any person, without stating cause.
Hirers are strongly advised to take out insurance against unavoidable cancellations.
RIGHT TO CHANGE OF VEHICLE
Every effort will be made by VW Camper Hire to ensure you receive the camper ordered. However, VW Camper Hire reserves the right to change your camper type in the event of an operational issue. A full refund will be offered if the alternative camper is not acceptable.
CONDITIONS OF HIRE
This rental agreement is the sole contract for hiring the camper between VW Camper Hire and the hirer(s), driver(s) and/or passenger(s).
These conditions cannot be varied or altered or waived by anyone providing services or facilities.
VW Camper Hire cannot be bound by any representative or statement unless it is confirmed in writing by VW Camper Hire.
COMPLAINTS
Please let us know about any faults or complaints immediately or as soon as reasonably possible. We will do our utmost to satisfy any fault or complaint immediately or endeavour to resolve upon return. The hirer must inform VW Camper Hire in writing within 14 working days or return.
DATA PROTECTION ACT
The information that you have provided to VW Camper Hire will be used to fulfil this hire agreement you place with us. We DO NOT pass this information on to any third party or organisations outside VW Camper Hire other than to our insurers.
All payment details supplied when placing your hire, are not stored or kept by VW Camper Hire. We will require your account details for your Security Deposit refund after your hire expires and these details will be safely destroyed and not stored.
In the event of any discrepancy between these Terms and Conditions and any other VW Camper Hire literature published then these Terms and Conditions apply.