Terms and Conditions of Rental Agreement
1. Definitions
“You” and “your” refers to the hirer(s) who are named on the rental agreement
“Owners”, “we”, “us” and “our” refers to the company WilderNess Ventures
“Rental period”, “hire period” and “period of hire” refers to the period of time that
the hirer(s) will have use of the vehicle as agreed in the rental agreement.
“Agreement” refers to all documentation pertaining to the hire of the vehicle.
“Booking confirmation” refers to the Email confirmation sent by us to inform you
of your received booking deposit and subsequent confirmation of your dates.
2. Title of Vehicle
I acknowledge that WilderNess Ventures retains the title to the hire vehicle and
that I do not hold any rights to sell, assign sub-let, lend, pledge or part with
personal possession of the vehicle. I acknowledge that I possess the goods on hire
only as per the hire agreement.
3. Booking
3.1. Booking is undertaken through means of email and/or telephone
3.2. The booking deposit is to be paid within 24 hours of the booking confirmation.
Your deposit amount will be 30% of the total hire price. We reserve the right
to cancel any bookings if the deposit is not made within the 24-hour period.
3.3. The deposit is non-refundable in the of case non-payment and/or cancellation
by you. In the case of cancellation by us, for unforeseen circumstances, the
deposit will be returned within 5 working days of the cancellation
notification.
3.4. The remaining balance of the hire price must be paid in full a minimum of 4
weeks before your hire period begins. If this is not paid by the due date, we
reserve the right to cancel your booking and retain the booking deposit in
full. If your hire period begins less than 4 weeks from your confirmation date,
then we will require you to pay full amount of the hire price within 48 hours.
3.5. Payments are to be made via bank transfer. We will not accept cash payments
or any alternative payments.
4. Cancellation Policy
4.1. Any cancellations made by you at any time will result in the forfeit of you
booking deposit.
4.2. The remaining fee will be refunded if notification is given by you, more than 4
weeks before the confirmed start date of your hire. If the cancellation is made
less than 4 weeks prior to your hire period start date, we will retain 50% of
the total fee and return the remaining monies to you within 5 working days.
4.3. No shows will be treated as a cancellation without notification and will
subsequently result in us retaining the full hire price.
4.4. In the event of cancellation by us, for any reason, we will attempt to rebook
your hire for another time, if this cannot be achieved within the same hire
season as your original booking, a full refund will be issued to you.
4.5. If the vehicle suffers mechanical failure during your hire period, that prevents
your use of the vehicle for the full hire period, an apportioned sum of the hire
price will be refunded to you.
4.6. We reserve the right to cancel your booking and retain the full hire price if
any documentation submitted by you has been falsified, or if the licences
submitted are invalid or do not match the original details.
5. Security Deposit
5.1. A security deposit of £600 is required to be paid no less than 1 week before
your hire period begins.
5.2. If the vehicle is returned to us in a satisfactory condition, a full refund of the
security deposit will be issued to you within 5 working days
5.3. We reserve the right to withhold any amount from the security deposit to
cover:
5.3.1. Any damages that are not deemed, by us, as being caused by standard use
of the vehicle or by negligence on your part.
5.3.2. Any traffic offence fees that occur during your hire, plus an admin fee of
£30 for any offences we must resolve.
5.3.3. Any additional or excessive cleaning that is required due to the vehicle
being returned in an unsatisfactory condition. Any additional cleaning
will be charged at a rate of £20 per hour.
5.3.4. Any loss or damage to any equipment, fittings or fixtures provided with
the vehicle.
5.3.5. Any damage that is caused by your dog at any time during your hire.
5.4. Upon completion of any repair work, item purchases and/or cleaning, invoices
will be sent to you for your records, alongside any monies remaining from the
security deposit.
6. Insurance, Identification and Driving Licence
6.1. All named drivers are covered under our fully comprehensive insurance
provided they:
6.1.1. Are aged between 25 and 70
6.1.2. Have less than 6 points on their driving license.
6.1.3. Hold a valid UK or EU driving licence for a minimum of 2 years
6.1.4. Provide their driving licence to us prior to the commencement of the hire
period
6.1.5. Have a current permanent address as stated on this agreement and
provide 2 forms of proof of address.
6.1.6. Have not been involved in more than 1 motoring accident claim in the
last 3 years.
6.1.7. Have not been convicted of any motoring offences or have prosecution
pending other than parking or one speeding fine.
6.1.8. Do not suffer from any condition that may impair their ability to drive,
nor be on drugs, or take any prescribed medication which could impair
driving.
6.2. You are responsible for the insurance excess of £600. This excess is due in each
incident and includes loss or damage to the equipment, fixtures and fittings
or to third party property.
6.3. We will require a copy of the following documentation for our insurance
purposes, for each named driver, prior to the commencement of the hire period.
Copies of which will need to be forwarded to us 1 week prior and original
copies will need to be presented upon arrival.
6.3.1. Copies of photo card drivers’ licence (address and I.D must be up to date)
6.3.2. Two forms of proof of address (not more than 90 days old at the time
of the commencement of the hire period.)
6.4. We will require a code from the DVLA to conduct a licence check for all
named drivers. This code must be sent to us 1 week prior to the commencement
of your hire period. The code can be obtained from; www.gov.uk/veiw-drivinglicence
7. Collections and Returns
7.1. Collections will be from 15:00 on the first day of your hire period. Please note
that we will require an hour of your time to do handover documentation
and walk you through the vehicle.
7.2. You are required to return the vehicle to us no later than 10:00 on the last
day of your hire period. Please allow 30 minutes for our return’s procedure.
7.3. Free parking is available at our premises for your vehicle. We will accept no
liability for any loss or damage to the vehicle or its contents during its time
at our premises.
7.4. Any late returns will be charged at £20 per hour. If you are expecting a late
return, please contact us a minimum of 2 hours before the return time.
7.5. The vehicle must be returned in an acceptable condition, with both the main
diesel tank and the heater diesel tank full. Any refill required after dropping
off the vehicle will be charged against your security deposit.
7.6. A £20 per hour cleaning fee will be secured against your deposit if the vehicle
is returned to us in an unsatisfactory condition.
7.7. In the event of the vehicle being returned with the composting toilet
containing waste, a £50 handling fee will be charged against your deposit.
This service can be booked prior to your arrival and added into your hire price.
8. Cleaning
8.1. You are expected to ensure that upon return, the vehicle and its fixture,
fittings and equipment are in a clean and serviceable condition.
8.2. Any cleaning required beyond our standard cleaning/sanitisation process will
be charged at £20 per hour.
8.3. There is no requirement for you to clean the external parts of the vehicle. This
will be covered in our standard clean. Note: please do not, under any
circumstances, use a pressure washer on the vehicle at any time.
9. Driving and Vehicle Care
9.1. The maximum number of passengers in the vehicle is restricted to the number
of belted seats. No passengers should travel in the vehicle at any time without
a seat belt.
9.2. Whilst driving the vehicle you are not permitted to to exceed 60 mph on any
road. Any overheating or damage caused by exceeding the limit will result in
liability being held against you.
9.3. Increased breaking distances must be always observed whilst driving the vehicle,
the vehicle is close to 2.5 tonne whilst fully loaded so therefore has greater
stopping distances.
9.4. You must observe all height, length, width and weight restrictions always.
9.5. No driving off road or on unsurfaced roads is permitted at any time.
9.6. Due care and attention to oil/fluid levels are your responsibility during your
hire.
9.7. Attention to any warning lights must be always carried out. Please stop
immediately and call us if in any doubt.
9.8. You agree upon collection that all tires of the vehicle appear to be visibly
sound and are within legal limits. Any damage or repair to the tyres is the
responsibility of you. In the event of damage due to invisible defects within the
tyre, reimbursement will be made to you, provided that you return the tyre to
us, produce appropriate receipts and that the manufacturer confirms that the
tyre contained defects.
9.9. You will be provided with one set of keys for your journey. You will be always
responsible for these keys and will be liable for any replacement costs.
9.10. The vehicle must be locked at any time you are not occupying it. The keys must
not be left on display or in the ignition at any time.
10. Fuel, LPG Gas and Batteries
10.1. The vehicle will be provided to you with a full tank of diesel, full gas tank and
a full heater diesel tank. The vehicle must be returned with both the diesel tank
and the heater tank full. The gas tank will not be required to be filled upon
return.
10.2. Should you use the entire tank of gas, any further gas you require for your
journey must be purchased by you. No reimbursement will be given in this
instance.
10.3. The underslung gas tank must always be isolated whilst the vehicle is in motion.
10.4. Under no circumstances are you to touch, tamper with or disconnect any of
the electrical or plumbing fittings and fixtures without express permission from
us to do so.
10.5. The leisure batteries are charged via means of solar charging and split relay
charging from the vehicle alternator. If you plan on remaining stationary for
a period longer than 24 hours, you are required to run the vehicle engine for
no less than 30 minutes, to top up the batteries and prevent a full discharge.
11. Hire and Mileage
11.1. During your hire period you must remain in the U.K at all times. E.U travel may
be permitted under certain circumstances and only with express permission from
us.
11.2. There is no mileage limit for the hire period.
12. Smoking and Candles
12.1. Smoking and vaping are strictly prohibited in the vehicle. If you are found to
have smoked/vaped in the vehicle then you will immediately forfeit all of the
security deposit. No exceptions will be made.
12.2. When charging vaping batteries in the van, you must never leave them
unsupervised at any time, and must take them off charge whilst sleeping
12.3. Under no circumstances are there to be naked flames in the vehicle at any time
other than that of the boiler or gas hob. Candles must not be used under any
circumstance.
13. Drinking Water
13.1. The vehicle is fitted with an 80L freshwater tank that will be filled before your
hire period. This provides water to both the shower and kitchen sink.
13.2. We do not advise the water in the tank to be consumed as drinking water,
especially if you have refilled it from another source. It is advisable to use
bottled water for consumption. Any water consumed from the tank is done so
at your own risk and we will accept no liability for illness that occurs as a
result.
13.3. In the event of a leak in the water system, it is your responsibility to shut off the
water pump and contact us immediately. Once the pump is shut off, you must
drain the lines by means of operating the shower head and kitchen tap.
14. Pets
14.1. We do allow dogs to accompany you on your journey. Your intention to bring
your dog must be highlighted to us at booking stage as there is an additional
allergy clean that we must charge for. The charge is a one-off payment of £30.
14.2. Your dog must not be left unattended at any time within the vehicle.
14.3. You agree to observe all motoring laws and regulations pertaining to the
carriage of animals whilst travelling in our vehicle.
14.4. You will be liable for any damages caused by your dog, as well as any excessive
cleaning required.
15. Breakdown
15.1. The vehicle is covered by full RAC breakdown and roadside assistance cover
15.2. In the event of a breakdown, you must contact us immediately to enable to
assess the situation and advise on the appropriate action.
15.3. In the event of replacement parts being required, we authorise you to obtain any
parts required up to the value of £100. If work is required at a cost of more
than £100 you must obtain authorisation from us before work commences.
15.4. Do not abandon the vehicle at any time. Doing so will result in you being
charged for the recovery of the vehicle back to our premises.
15.5. Should the breakdown cause a delay of more than 24 hours to your journey, we
will reimburse you for each full day remaining on your hire period.
15.6. Where possible we will provide you with a replacement vehicle in the case of a
breakdown.
16. Accidents; Loss; Theft; Vandalism and Damages
16.1. In the event of an accident, it is your responsibility to:
16.1.1. Not admit any guilt or liability or do/say anything that can be treated
as an admission of guilt.
16.1.2. Obtain all information of persons involved and of any witnesses.
16.1.3. Obtain insurance details of all persons involved in the accident.
16.1.4. Contact the police where applicable.
16.1.5. Take photos to provide us with a visual representation of the incident.
16.1.6. Contact us as soon as appropriate.
16.1.7. Not operate the vehicle nor abandon the vehicle without our express
permission.
16.1.8. Complete an accident report form.
16.2. If it is deemed that any accident or incident was caused by you then you will be
liable for any costs up to the £600 excess.
16.3. You will be liable for any costs incurred by us in the event of loss, theft or
damage of the vehicle, its parts, fittings, fixtures or supplied equipment, if it is
deemed to be caused by negligence or an intentional act on your part.
17. Travel restrictions
17.1. Due to the nature of the road and the strain it has on the engine of the
vehicle, the Bealach Na Ba pass is not to be travelled in either directions with
our vehicle. you will be held accountable for any damage to the engine, brakes
or clutch whilst the vehicle is in your care and will be charged accordingly, if
it is found to be caused by negligence on your part.
18. Breaches to the Terms and Conditions
If you commit any breach to the outlined Terms and Conditions, we reserve the
right to terminate your booking immediately. If you are already occupying the
vehicle, we reserve the right to order you to vacate the vehicle immediately or
return to our premises without hesitation.
In the event of a breach, no refund of any paid fees will be given to you. We will
hold no responsibility for any losses incurred by you as a result of you breaching
the outlined Terms and Conditions.
19. Privacy Policy
WilderNess Ventures value your privacy and will not pass on your details to any third
parties, nor will we publicly share any of your information without your express
permission.
Your Signature on our Hire Agreement denotes that you have read, understood and
agree to be bound by the terms and conditions.
Print name:
Signature:
Date:
WilderNess Ventures Signature:
