BandVanHire Terms & Conditions

V25.1 - Revised Dec 2024

BOOKING

1.1 We recommend booking your vehicle as early as possible. To secure a booking we require a vehicle reservation fee to be paid. The fee will be £200 or 10% of the rental value if greater. This provisionally reserves the vehicle for you. Every effort will be made to supply the requested vehicle but we reserve the right to substitute a similar vehicle if required. Bookings are confirmed once BandVanHire has confirmed receipt of the reservation fee and not before.

1.2 The balance for your rental is due 14 days before the hire start date. Bookings of more than 2 weeks in duration are due 30 days before the hire start date. The total will be the quoted cost for the vehicle minus any reservation fee already paid.

1.3 Bookings can be cancelled at any time by us if we deem necessary or the reserved vehicle becomes unavailable due to breakdown or damage. We can not be held responsible for any losses due to a reservation being cancelled by us. Travel insurance or a dedicated touring policy should always be taken out by the hirer.

CANCELLATION

2.1 All bookings are subject to our cancellation policy. Our policy varies depending on how far in advance you cancel. Travel insurance or a dedicated touring policy should always be taken out by the hirer. We can not be held responsible for last minute changes to travel guidance or border controls.

2.2 The vehicle reservation fee paid at the point of booking is non refundable at any point.

2.3 If you cancel 30 days or more before your rental begins a full credit or refund of any invoices minus the vehicle reservation fee can be processed. You can also move your booking to a new set of dates free of charge.

2.4 If you cancel within 30 days of your rental no refund or credit is due. The full balance for the rental remains payable.

DRIVER REQUIREMENTS

3.1 The minimum age for hiring a vehicle is 25 unless otherwise arranged. The maximum age is 75.

3.2 All drivers must complete an online ID check at least 48 hours before the rental is due to start. This can not be done in person at the point of vehicle collection. The online ID check requires a valid licence, passport and two corresponding proofs of address dated within 90 days of the start of the hire. We will retain an electronic copy of these documents for the purposes of the hire.

3.3 At the point of vehicle collection the hirer must produce the physical licence uploaded during the online ID check plus a credit or debit card in the hirers name. Additional drivers who have completed an online ID check do not need to be present at the vehicle collection.

3.4 The licence must have been held for at least 2 years and have no major endorsements. Any points or endorsements obtained in the past three years must be declared.
3.5 If you have ever received, or have a prosecution pending for any of the following motoring offences: AC10 to AC30 (inclusive), BA10, BA30, CD40 to CD90 (inclusive), CU80, DD40 to DD90 (inclusive), DR10 to DR80 (inclusive), IN10, MS50, MS90, or TT99; - or, have received a single SP offence that yielded 6 or more points; - or, have been disqualified from driving for a period exceeding 12 months in the last 3 years; - or, have suffered loss or loss of use of limb, eye, defective hearing or vision (not corrected by spectacles or hearing aid), a heart/diabetic/epileptic condition or from any other infirmity that should be disclosed to DVLA/DVLNI; - or, have during the past 5 years been convicted of any of the following offences: manslaughter, causing death by dangerous or reckless driving, dangerous driving, driving whilst under the influence of drink or drugs, failing to stop after and/or report an accident to police or any combination of offences that have resulted in suspension or disqualification from driving; - or, have been told by your doctor not to drive; or otherwise fall outside of our standard terms, then you must contact us first, and have been referred to and cleared by our insurance company before we will let you drive the vehicle. Such drivers may incur a surcharge, or an increase in excess (or both), which we collect on behalf of the insurers.

3.6 We will gather and retain these details for the purposes of providing a good service and ensuring you and we are correctly insured for the purposes of the hire. We may need to share your details with connected agencies, contractors or companies, but will only ever do so for the above reasons, and will never sell or market your details, unless we have your explicit consent to do so.

SECURITY DEPOSIT

4.1 We require and will retain a security deposit of £1000 per vehicle and/or trailer. It is payable on collection of the vehicle with a credit or debit card in the hirers name.

4.2 Security deposits are refunded within 30 days after the hire period has ended, less any charges or amounts deductible as listed within our terms. Security deposits are refunded via BACS and we require your bank details to process this. Bank transfer timescales depend on your bank but can take up to 3 days to clear or 7 days for international accounts.

4.3 We reserve the right to delay the return of your security deposit by up to 90 days if the vehicle is damaged and/or we receive any traffic violations, charges or 3rd party claims.

PENALTY CHARGES

5.1 For the period of the rental you are liable as the owner of the vehicle for any penalty charges, traffic violations, tolls and road user charging schemes. This includes but is not limited to the congestion charge, ULEZ and the Dartford crossing as well as all European road tolls and clean air zones.

5.2 Unpaid penalty charges or traffic violations received in the post during or after the rental will be forwarded to you via email. These must be resolved within 24 hours by making payment or providing the requested details. An admin charge of £25 per penalty charge will be deducted from your security deposit or invoiced accordingly.

5.3 If we receive no response to the penalty charge email a £100 fee is charged and your details are passed to the penalty charge issuer to enable collection of the debt.

CLEANING CHARGES

6.1 The vehicle will be supplied clean and we ask you to return it the same way. We will deduct a cleaning charge from the security deposit if the vehicle is returned in an excessively dirty, unclean or otherwise unacceptable manner. This applies to the exterior as well as the interior. The minimum interior cleaning fee is £75 and the minimum full valet charge is £150.

6.2 All rubbish must be removed from the vehicle before return. The minimum charge for waste disposal is £25 per black bag.

6.3 If any seats or other upholstered items are excessively dirty and cannot be satisfactorily cleaned then a reinstatement charge will be raised.

6.4 It is the hirers responsibility to keep the vehicle clean during the hire period. If the vehicle becomes excessively dirty or soiled due to bird droppings, tree sap, bugs, road salt, mud, weather or similar it should be cleaned immediately to prevent damage to the paintwork.

6.5 Smoking and vaping are strictly prohibited in our vehicles and a minimum of £150 will be charged due to the additional cleaning and cleansing required.

INSURANCE

7.1 All vehicle rentals include fully comprehensive insurance and breakdown cover. This covers the UK as standard and Europe if added to your booking. The hirer is liable for a policy excess in the case of each and every accident, or vehicular or third party damage.

7.2 Only drivers who complete our ID check, meet all of our driver requirements and are approved by BandVanHire may drive the vehicle. The hirer shall be fully responsible for all damage charges or 3rd party claims should anyone else drive the vehicle.

7.3 The insurance does not cover the hirer's personal contents (i.e. musical equipment) and it is therefore advised that you arrange separate cover for this. We cannot be held responsible for any loss or damage to your belongings or equipment sustained whilst using our vehicle.

HIRE PERIOD

8.1 The hire period starts and ends at the dates and times stated on your rental agreement. Vehicles must be collected and returned during our business opening hours at exactly these times.

8.2 The vehicle must be collected and returned from our depot at Ingleby House, Crowhurst Road, Brighton, BN18AF.

8.3 Late return without prior notification and consent will incur a full day's hire charge for each additional 24 hours (or part thereof) plus a late return fee of £100.

8.4 Return to a different location will incur a fee of £250 plus any reasonably incurred costs to bring the vehicle to our Brighton depot.

8.5 Out of hours returns are possible in extenuating circumstances by prior agreement only. You remain legally responsible for the vehicle until we check the vehicle back in during business hours. This means the vehicle must be parked legally and safely, and any damage or fines incurred are your responsibility.

THE VEHICLE

9.1 Before the hire commences you will be shown the vehicle and its contents including entertainment systems. You must return the vehicle, contents and entertainment systems exactly as you found them.

9.2 Vehicles must be returned with the same level of fuel as they are supplied with. Wherever possible we supply all vehicles with a full tank of fuel. Pay for what you use during the hire and return the vehicle with a full tank. If you return the vehicle with a different level of fuel you agree to pay the cost of the missing fuel plus a refuelling charge of £25.

9.3 Vehicles that require AdBlue must be returned with the same level. Wherever possible we supply all vehicles with a full AdBlue tank and you must keep it topped up throughout the hire. If you return the vehicle with a different level of AdBlue you agree to pay for the difference at a rate of £3 per litre.

9.4 It is the hirers responsibility to keep the vehicles oil, coolant, brake fluid and screenwash filled to the correct level throughout the hire. Any loss or damage to the vehicle caused by a lack of fluids or incorrect fluids will be the responsibility of the hirer, including any losses suffered by the hirer.

9.5 The tyres of the vehicle must be checked before every journey and kept inflated to the correct pressure throughout the hire. The correct PSI for each tyre is displayed on the vehicle.

VEHICLE DAMAGE

10.1 Any damage to the vehicle must be reported to BandVanHire within 24 hours. Please call us on 01273977337 and select option 3 for our 24/7 customer support. Minor damage can also be reported via email with accompanying photographs to hello@bandvanhire.com.

10.2 The hirer is liable for an excess of £1000 in the case of each and every accident, or vehicular or third party damage. The excess can be reduced for an additional daily fee by purchasing our Excess Protect Plus+ product.

10.3 Payment of the full excess is required within 24 hours of each and every incident that occurs or immediately if the damage is discovered at the point of vehicle return.

10.4 If the engine, clutch or gearbox of the vehicle is damaged or destroyed whilst in the possession of the hirer, the hirer will be responsible for the full cost of repairing the damage, which may be considerably more than the excess or security deposit.

10.5 If the vehicle is damaged above the height of the windscreen by striking overheard or low structures whilst in the possession of the hirer, the hirer will be responsible for the full cost of repairing the damage, which may be considerably more than the insurance excess or security deposit.

10.6 Any external features of the vehicle which are lost, damaged or destroyed are the hirers responsibility to replace; including, but not limited to, the tyres, windscreen, wipers, wing mirrors, bumpers, trim, tow bar and rear step. These items are not covered by the insurance and will be deducted from your security deposit if not returned correctly.

10.7 Enhanced cover for Tyre & Windscreen damage can be purchased from us for an additional daily fee.

10.8 Any internal features of the vehicle which are lost, damaged or destroyed are the hirers responsibility to replace; including, but not limited to,  the entertainment system, remote controls, games consoles, lights and accessories. These items are not covered by the insurance, unless extra cover is purchased from BandVanHire, and will be deducted from your deposit if not returned correctly.

10.9 The excess for each incident will be held for up to 90 days from the date the vehicle is returned. During this time the vehicle will be inspected, repaired and then fully checked and valeted by BandVanHire or a 3rd party of our choice. Once this is complete we will process the final costs for the repairs and use the excess payment to cover the balance. If the final costs are less than the excess the difference will be refunded to you. If the final costs are more than the excess you will be due no refund and our insurance will cover the additional balance. All vehicles must be repaired by BandVanHire or our choice of 3rd party bodyshop.

BREAKDOWNS

11.1 In the event of a vehicle breakdown please call BandVanHire on 01273977337 and select option 3 for our 24/7 support team.

11.2 If the vehicle is in a dangerous position like a motorway hard shoulder please activate the hazard lights, exit the vehicle, deploy the warning triangle and stand in a safe place with the high visibility jackets on.  If the vehicle is stranded in a live lane call 999 (or 112) immediately to alert the emergency services.

11.3 All our vehicles are covered for breakdown within the UK and EU. In the event of a breakdown, malfunction or instance of non-ordinary operation you must contact us first, and you must not authorise any repairs without our permission. Authorising or undertaking repairs without our permission may cause you to become liable for any putting-right costs reasonably incurred by us.

11.4 If a tyre needs replacing it is the hirer's responsibility to supply or pay for a new one. The roadside assistance will only swap the blown one for the onboard spare tyre. The tyre must be replaced immediately by the hirer on a like-for-like basis and we reserve the right to charge accordingly for an unacceptable replacement. If you have our enhanced tyre cover (for an additional daily fee) the cost of the new tyre will be refunded to you at the end of the hire on submission of a receipt.

11.5 Once we have been notified of a vehicle breakdown we will organise for one of our technicians or roadside assistance to attend. You must stay with the vehicle at all times. If we can not fix the vehicle at the roadside we will arrange for recovery to the closest appropriate garage where we aim to fix all vehicles within 2 working days. If the vehicle can not be repaired in a timely matter we will try and supply a replacement vehicle but this is not guaranteed and may be at an extra cost. You remain liable for the vehicle under the terms of this agreement until any repairs are completed and the vehicle is checked back in at our location.

11.6 Travel insurance or a dedicated touring policy should always be taken out by the hirer to support you in the event of a breakdown. We cannot be held responsible for any loss or liability, financial or otherwise, due to failure of the vehicle or any of its parts. Likewise, any entertainment or WiFi system provided with the vehicle is as a courtesy and we accept no responsibility or liability in case of its failure.

ACCIDENTS INVOLVING OTHERS

12.1 In the event of an accident please call BandVanHire on 01273977337 and select option 3 for our 24/7 emergency team.

12.2 If the accident is in a dangerous position, or on a motorway, or anyone is injured or aggressive you must call 999 (or 112) immediately.

12.3 You agree to gather the details surrounding an incident in which the vehicle is involved, including the names and addresses of all parties involved and all vehicle registrations. Photographs must be captured showing the vehicle and anything else involved in the incident.

12.4 Do not admit liability or guilt nor give money to any persons involved.

12.5 Any communication you receive about that incident either at the time or subsequently should be sent to us immediately.

12.6 If for any reason you have not been able to exchange details with other drivers, or you were in a collision with an animal, you must report the incident to the police as soon as possible and certainly within 24 hours.

12.7 Do not give the vehicle or keys to anyone without authorisation from BandVanHire. You remain liable for the vehicle under the terms of this agreement at all times until the vehicle is checked back in at our location.

LIABILITY OF THE HIRER

13.1 If the vehicle is operated in accordance with the terms of this document, and following all instructions from BandVanHire staff or authorised representatives, the hirer’s liability for damages should not, per incident, exceed the excess stated on the hire agreement.

13.2 In the case of multiple, but separately-caused, damages to a vehicle, the hirer is liable for up to the full excess amount in relation to each and every incident.

13.3 In case of dispute, the hirer agrees that liability will be decided at the sole discretion of BandVanHire and our insurers.

13.4 The hirer agrees to not use the vehicle for any illegal purpose, nor in a manner that contravenes our insurance terms, nor to drive it whilst under the influence of alcohol or drugs above the limit imposed by law.

13.5 The hirer agrees to look after the vehicle whilst it is under their charge. The vehicle must be kept locked, windows closed and correctly secured with all additional security measures in use including dead locks, immobilisers and steering locks. The keys must be kept in a safe place at all times.

13.6 The hirer agrees not to carry any illegal or hazardous goods; not to load the vehicle beyond its legal weight limit; to carry no more passengers than there are seats; not to use it in a motor race; not to use it for tuition.

THE RENTAL

14.1 Before a vehicle can be hired out we require all of the following to be completed and paid. There are no exceptions.

14.2 The hire fee must be paid in full by credit/debit card or cleared bank transfer. We do not accept cash.

14.3 The security deposit of £1000 per vehicle or per trailer. If you are hiring multiple vehicles or a vehicle plus trailer we will need a security deposit for each.

14.4 The hirer and all additional drivers must have completed an online ID check and been approved to drive.

14.5 A completed and signed rental agreement.

FORCE MAJEURE

15.1 Our performance under this agreement will be excused if we are unable to perform due to any cause beyond our reasonable control (including but not limited to, any labour dispute, act of God, war, act of terrorism, riot, civil unrest, fire, flood, storm, or any computer or internet-related failure, error or delay).

COMPLAINTS

16.1 This Complaints Handling Procedure (CHP) reflects our commitment at BandVanHire to value complaints from our customers, no matter how large or small. We seek to resolve any problems as close as possible to the point of service. We aim to ensure quick, simple and effective complaints handling with early responses by capable, well-trained staff. Complaints give us valuable information that we use towards continued improvements within the business. Our Complaints Handling Procedure enables us to address a complainant's dissatisfaction and can only further help us prevent the same problem from happening again in the future. The Complaints Handling Procedure will help us progress and improve as a company and retain client relationships, enabling us to better understand how to improve our services by learning from complaints.

16.2 We are happy to receive complaints either by email, phone or post. If your matter is urgent and time sensitive then we would advise calling us to discuss on the phone. Otherwise, we aim to respond to all emails within 48 hours of receipt

16.3 Complaints can be made by letter sent to BandVanHire, BN1 Ltd, Ingleby House, Crowhurst Road, Brighton, BN18AF or email to hello@bandvanhire.com or telephone 01273 977 337.

16.4 We will acknowledge receipt of the complaint by the customers preferred method within 48 hours. We aim to resolve all complaints as quickly as possible. If it is not possible to reach a prompt conclusion, we will contact the customer with an explanation, and set out an expected timescale by which matters should be resolved.

16.5 We aim to resolve all our customer complaints internally. If, however, the customer is not satisfied with the final outcome of our complaints procedure, they are able to contact the BVRLA Conciliation Service as an approved Alternative Dispute Resolution service. Details can be found at www.bvrla.co.uk or by contacting complaint@bvrla.co.uk.

DATA PROTECTION

17.1 In order to comply with our legal obligations (including provision of self-drive insurance) and to provide a good customer service to you we (and our insurers) will need to gather personal details and documents from you such as your email address, date of birth, proof of address, driving licence & history, etc.

17.2 We gather only what we need to meet these legal requirements and/or business operations and we may retain details and/or copies of these submitted personal details and documents for up to three years. All such data will be securely held and access to such data is strictly controlled.

17.3 The vehicle will have a telematics tracking device fitted to it. This transmits the vehicle location and other important engine and safety data to us. Data collected from such a device will only be used by us for our normal business purposes and access is strictly controlled. This tracking data may also be passed to our security partners, the police or our insurers if required. The hirer consents to us tracking the vehicle at all times under this agreement.

17.4 Our vehicles may contain entertainment devices or games consoles that allow you to log in to TV apps, games or similar with your own personal information. You may also be able to link your phone to our vehicles using bluetooth or a data connection such as CarPlay. It is the hirers responsibility to log out of these devices, remove their personal information or disconnect their phone before they return the vehicle. We can not be held responsible for any misuse of your account or personal data if left logged in or connected.

17.5 You consent to us storing your information for the purpose of this hire. We and the insurers pass information to the Claims and Underwriting Exchange Register, run by Insurance Database Services Ltd (IDS Ltd) and the Motor AntiFraud and Theft Register, run by the Association of British Insurers (ABI). We also log driver information with the BVRLA RISC database.

17.5 If you would like to find out how we store your information or would like to request the status of your information held at any point you can request this by contacting us.