Terms & Conditions

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Terms and Conditions

This Agreement is made between Cotswolds to Coast Campers Ltd. of: 4 Cascade Road, Hook Norton, Oxfordshire, OX15 5FH.

And the hirer, whose signature appears on the Rental Agreement and whose details and proof of address are kept with Cotswolds to Coast Campers Ltd.

Cotswolds to Coast Campers Ltd. hire the campervan to the hirer, subject to the Rental Agreement, which includes these Terms and Conditions. On entering into the Rental Agreement you accept these Terms and Conditions and confirm that you will strictly comply with them. Use of the vehicle is on the terms of the rental agreement only. The rights and obligations contained in this document govern your use of our campervan and are not transferable by you. You acknowledge that the campervan is owned by Cotswolds to Coast Campers Ltd. and that any attempted transfer or sub-letting of the vehicle by anyone other than us is a criminal offence.

In the event of any discrepancy between these Terms and Conditions and any other Cotswolds to Coast literature, the provisions of these Terms and Conditions apply.

Definitions

In the Terms and Conditions, unless the context otherwise requires or permits:

“We/Our/Us/Company” means Cotswolds to Coast Campers Ltd. Registered company no. 13348509.

“You/Hirer/Customer” means a person who fulfils the eligibility criteria set out in these Terms and Conditions and who has entered into a rental agreement with Cotswolds to Coast Campers Ltd. by means of completion of the Rental Agreement Form and full payment.

“Vehicle” means any campervan supplied by Cotswolds to Coast Campers Ltd. for the purposes of hire.

“Rental/Hire Agreement” means a contract of rent or hire, drawn up by Cotswolds to Coast Campers Ltd. and signed and agreed by the hirer, including the insurance policy document.

“Collection date/day” means the first day the hire period begins.

“Return date/day” means the last day of the hire period.

“Campervan” means the vehicle on hire and includes all fixtures, fittings, fuel, gas and chargeable extras on hire from the day of collection.

“Booking Deposit” means a charge of £150 taken by us to secure the booking.

“Damage” any loss or defect that arises while the vehicle is in the hirer’s care, whether cosmetic, electrical or mechanical, that causes the vehicle to no longer be in the same condition as it was at the beginning of the hire period.

“Security Deposit” means a charge of either £500 or £750 (depending on the hirers age as detailed below) taken to cover both the insurance excess in the event of a first incident, or reported incident, and the proper return of the vehicle in same condition as it was let out to the hirer on collection day.

Words importing any gender include every gender, words importing to the singular include the plural and vice versa.

Where the words “including” are used in these Terms and Conditions, it shall be understood as meaning “including without limitation.”

Bookings

Hire Price Includes

Self Drive Hire Insurance

Security Deposit / Insurance Excess

  • The hire is subject to a security deposit which covers both the insurance excess in the event of a first incident, or reported incident, and the proper return of the vehicle in same condition as it was let out to the hirer on collection day
  • In the event of any additional incident(s), a second security deposit will be required in order to continue with the rental
  • A security deposit of £500 for hirers 25 years of age and over and £750 for hirers below the age of 25 will be taken either via bank transfer, using the Sum Up link sent to the hirers as requested or in person using the Sum Up machine, a minimum of 7 days before the date of collection. This is to ensure funds have cleared before the hire commences. No other form of payment is accepted, including cash. The card used for the security deposit should be in the lead driver’s name
  • Cotswolds to Coast Campers Ltd. reserve the right to increase the security deposit required, at any point in their trading
  • In the event of any damage to the vehicle or third-party property, the hirer will be liable for the excess amount plus any other claims relating to the accident over and above that £500
  • The security deposit is fully refundable normally within 10 days of return of the vehicle provided there are no outstanding insurance claims or the following conditions:
    • The security deposit will be used to fund any loss or damage whatsoever to equipment, fixtures, fittings, windows, cleaning fees, tyres or negligent damage to the vehicle. A £50 administration fee will be applied in addition to any costs for any loss or damage to our vehicle or any item contained within
    • The security deposit will be used to fund any road traffic violation administration fees
    • The security deposit will be used to fund any costs incurred due to cleaning the vehicle, other than the standard end of hire clean. Examples of other requirements for cleaning are detailed below.
      •  A valeting fee of up to £150 will be charged against the deposit if the vehicle is not returned with the interior in a clean condition
      • An additional fee of £350 will be charged if it is found that smoking of any sort has been permitted in the vehicle or if the vehicle fixtures and fittings (inc. drive away awning or any chargeable extras) are tainted by the smell of smoke or damaged in any way, from tobacco or otherwise
      •  An additional £150 will be charged if an animal of any sort has been carried in the vehicle
      • The security deposit will be used to fund any refuelling costs arising from not returning the vehicle with a full tank of fuel. A £20 administration fee will be applied in all circumstances. Fuel will be charged at a cost of £2 per litre. Cotswolds to Coast Campers Ltd. have the right to increase this charge per litre in line with inflation and rising fuel costs
      • The hirer agrees to pay Cotswolds to Coast Campers Ltd. any additional costs over and above the security deposit value, should damages exceed the security deposit value, within 28 days of your hire
  • In the event of an insurance claim, regardless of fault, the security deposit will be retained until the claim has been settled by the Insurer, Alan Boswell, who have full control over the length of duration of this process
  • The hirer authorises Cotswolds to Coast Campers Ltd. to deduct from the security deposit any amounts due to Cotswolds to Coast Campers Ltd. arising out of this Agreement

Collection And Return Of Vehicle

Collection and return of the vehicle is to take place at the Cotswolds to Coast Campers Ltd. business address, at 4 Cascade Road, Hook Norton, Oxfordshire, OX15 5FH, unless

Collection
  • Collection of the vehicle is strictly between 2pm – 4pm on your day of collection, unless otherwise agreed in advance by the hirer and Cotswolds to Coast Campers Ltd.
  • 1 hour must be allowed for the handover process, in order to complete the necessary paperwork and checks and to run through the essential operating information
  • All drivers must present original documentation or scans of originals
  • The DVLA Licence Check Code must be supplied 7 days prior to collection, in order for the insurance company to be contacted, regarding convictions requiring referrals
  • The main hirer must pay the security deposit detailed in these Terms and Conditions
  • The vehicle will not be released until identification and driving licence checks are completed and all necessary funds have cleared into the Cotswolds to Coast Campers Ltd. bank account
  • The vehicle will be handed over in a clean condition and mechanically sound, in accordance with the Pre-Hire Vehicle Inspection Report. Any previous damage or defects will be highlighted to the hirer and noted on the report. This is completed on the day of collection, by Cotswolds to Coast Campers Ltd. with the hirer present and signed by the main hirer. This signature confirms acceptance of the condition of the vehicle stated and the itinerary of items present
  • Cotswolds to Coast Campers Ltd. will make every effort to have your vehicle ready for collection at the agreed time. On rare occasions there may however, be some delays which are out of the control of the company. Should this situation arise, no refunds will be due to the hirer and no extension of the hire period can or will be made. The vehicle will still be required to be returned in accordance with the details set out in these Terms and Conditions and the Rental Agreement
  • If hire is delayed or cancelled due to damage caused by a previous hirer, rendering the vehicle un-roadworthy and no replacement vehicle can be offered, Cotswolds to Coast Campers Ltd. will issue a full refund for the balance of hire. The company will not be liable for any further expenses incurred by the cancellation such as ferry tickets, campsite charges or the like. 
Return
  • Return of the vehicle is strictly no later than 11am on your day of return, unless otherwise agreed in advance with Cotswolds to Coast Campers Ltd.
  • Cotswolds to Coast Campers Ltd. has the right to withdraw, at any time, any promotional offer running, to reward the hirer for an early return before 11am
  • 45 minutes must be allowed to carry out a vehicle and inventory inspection and complete the Post-Hire Vehicle Inspection Report and remove belongings
  • Any personal belongings left, must be collected by the hirer or designated person. It will not be Cotswolds to Coast Campers Ltd. responsibility to repatriate items
  • The vehicle must be returned undamaged with a full tank of fuel, a clean interior and in the same condition as it was provided
  • Charges will apply, details contained herein, if the vehicle is returned with additional damage, the fuel tank is not full or the vehicle is unclean. This status shall be determined by Cotswolds to Coast Campers Ltd. solely
  • A £100 charge will apply if the portable toilet, if hired, is not returned emptied and clean
  • There shall be no refunds for an early return of the vehicle and charges apply, as below, for late returns
  • Should for any reason, the hirer fail to return the vehicle to Cotswolds to Coast Campers Ltd., the hirer accepts that they are liable for the full cost to recover the vehicle back to Cotswolds to the Coast Campers Ltd. business address, as detailed in these Terms and Conditions. The hirer also accepts they are responsible for the daily hire fees for the vehicle, for the period which it is off the road, as the result of not being returned to the business address by the agreed return time and in any case no later than 11am. Daily rental fees will be calculated depending on the hire season and taking into account the 7 day hire charge for that season. These charges are to be paid within 28 days of the return date
Late Return
  • Cotswolds to Coast Campers Ltd. must be notified immediately to prevent any prosecution for driver(s) driving whilst uninsured. Late returns will be charged at one day’s hire cost regardless of circumstances
  • If you wish to collect or return the vehicle outside of the collection or return times above, please contact us at hello@cotswoldstocoastcampers.co.uk before paying the booking deposit and securing the booking. Cotswolds to Coast Campers Ltd. will do its upmost to accommodate requests to amend the collection or return time. However, it reserves the right to refuse requests for any reason deemed necessary by the company

Cancellation By Cotswolds To Coast Campers Ltd.

Cotswolds to Coast Campers Ltd. reserve the right to cancel a reservation at any time if:

  • Hirer does not provide a valid passport and driving licence as proof of ID
  • If named Driving Licence is not produced or valid in accordance with stated conditions
  • If a UK driver(s) fails to provide access to information on the counter part driving licence held on the DVLA website
  • Hirer has failed to provide funds for the security deposit payment (standard excess) by credit card or debit card, a minimum of 7 days prior to the collection date or if these funds have not cleared in the Cotswolds to Coast Campers Ltd. bank by the collection date
  • Over occupancy of vehicle in accordance with the provision of seatbelts
  • Persons sleeping in roof tent will exceed the weight limit of 160kg and no other combination is suitable
  • The address on driving licence does not match billing address where additional proof of ID is not supplied
  • In the event of an operational or mechanical issue affecting the vehicle. In these circumstances, Cotswolds to Coast Campers Ltd. will endeavour to provide the hirer with a resilience vehicle, by referring to another campervan hire company who have availability. This is not guaranteed and will only be the case where possible and availability allows. In these circumstances the company will do it’s upmost to match the specification of the vehicle and terms of hire, however this may not be possible in all cases. Such substitution shall not entitle you to any refund and does not constitute a breach of this Agreement. The hirer is not liable for any increased rental charges from the substitute vehicle. As stated above, if a replacement vehicle is not possible, a full refund of the balance of hire only, will be issued. 
  • Hirer is in breach of any Terms and Conditions in this Agreement
  • The hirer obtained the vehicle through fraud or misrepresentation
  • If any statement, representation or warranty made by the hirer in respect of themself or additional drivers is incorrect
  • Cotswolds to Coast Campers Ltd. reasonably believes the return date will not be adhered to, for whatever reason
  • Cotswolds to Coast Campers Ltd. considers on reasonable grounds that the safety of passengers or the vehicle is in danger. The hirer understands that in the event of such termination or repossession that the hirer has no right to a refund or any part of the rental charges or the security deposit
  • In the event of an operational issue
  • Any abuse, verbal or otherwise, directed at Cotswolds to Coast Campers Ltd. for any reason

Cotswolds to Coast Campers Ltd. liability is limited to the refund of all hire monies paid by the hirer. No compensation is payable for additional arrangements booked by hirer (e.g. flights, campsite or ferry bookings etc.).

Cotswolds to Coast Campers Ltd. reserve the right to amend the cancellation policy.

Cancellation Or Change Of Date By Hirer

In the event of a cancellation by the hirer the following charges shall be incurred:

  • More than 6 weeks prior to the collection day: refund of the hire cost minus the booking deposit of £150
  • 6 weeks or less prior to the collection day: full hire cost including the booking deposit is chargeable

Credit card and debit card charges are non-refundable. An administration fee of £50 will be charged on the processing of any refund.

Cotswolds to Coast Campers Ltd. shall not be liable for any cancellation costs incurred by the hirer.

Changes to booking dates will be accommodated where possible and are subject to availability and any increase in price. A £50 administration fee applies to any changes, not including change in dates for reasons of Covid-19 or events that fall under Force Majeure. No refund will be given if the value of the hire for the new dates is of lesser value than the original booking. Cotswolds to Coast Campers Ltd. reserves the right to relax this administration fee where they see fit and on a case-by-case basis.

Events Outside Of Hirers Or Cotswolds To Coast Campers Ltd. Control

Events beyond the reasonable control of the hirer or Cotswolds to Coast Campers Ltd. (Force Majeure) may require rentals to be postponed or cancelled. These events may include (but not limited to) war, strike, riot, terrorism, earthquakes, hurricanes, acts of government, acts of god, plagues, epidemics or pandemics. In such events Cotswolds to Coast Campers Ltd. shall:

  • Allow hirers to amend reservation dates free of charge, subject to availability
  • No refund will be given to any customer who does not amend their booking dates free of charge. Cotswolds to Coast Campers Ltd. will however allow deposit payments to be used against future bookings with the company
  • Cotswolds to Coast Campers Ltd. strongly recommend hirers take out their own insurance to cover these events

Payment Of Charges

All charges and expense payable by you under this Agreement are due on demand by us and in the timeframe stipulated in this document. A late charge of 1.5% per calendar month will be applied to the outstanding balance any collection costs incurred by Cotswolds to Coast Campers Ltd. Where you comprise of more than one person, each person is jointly and severably liable for all obligations of you, pursuant to this Agreement.

Use Of The Vehicle

During the rental period, the hirer agrees that the vehicle will not be:

  • Driven other than in a cautious, legal and normal manner or used in a manner which could cause damage
  • Left with the pop top roof raised in high winds over 40mph
  • Driven in a prohibited area
  • Driven by a person under the influence of alcohol or drugs or with a blood alcohol level in excess of that permitted by law
  • Driven by a person who is unauthorised to drive the vehicle
  • Driven by any person who is not authorised by law to drive the vehicle
  • Used to carry more persons than seats or seat belts provided
  • Left with the ignition key in or on the vehicle or unlocked while it is unoccupied (invalidates insurance)
  • Damaged by submersion in water or in contact with salt water. This includes taking the vehicle through road flood water or through fords and streams
  • Recklessly driven through potholes likely to cause damage to the tyres, alloy wheels or suspension
  • Used for any illegal purpose for any race, rally or contest
  • Used to tow any vehicle or trailer
  • Modified in any way, including vehicle accessories, exterior, interior, mechanical or electrical workings, without Cotswolds to Coast Campers Ltd. prior consent
  • Tampered with in any way including but not limited to,  switching off or disabling the onboard tracker
  • Used to carry passengers or property for hire or reward
  • Used to carry volatile liquids, gases (other than the supplied lpg gas cannister), explosives or other corrosive or inflammable material
  • Used to house BBQ’s, disposable BBQ’s, or any other cooking equipment other than the gas hob and microwave supplied by the company. Not only would this be a fire hazard, but it would also pose a risk of carbon monoxide poisoning. This also applies to the drive-away awning and any tents supplied on hire
  • Driven on any road surfaces other than sealed / bitumen roads, tracks to pitches, grass campsite fields or any other surface where it is not reasonably foreseeable that damage will be caused
  • Driven outside of the UK, Northern Island, Channel Islands, Isle of Man or EU
  • Driven in the EU without a completed and valid VE103 form

Any damage caused in these circumstances is classed as negligence and as such insurance excesses will be deemed not to apply. Repairs and any costs arising (including cancellation of subsequent hires up to a period of one month) will be charged in full to the hirer.

The possession of a valid VE103 form is the sole responsibility of the driver(s). Any border delays or expenses incurred as a result of not being able to produce a VE103 form will be the responsibility of the driver(s). Cotswolds to Coast Campers Ltd. reserve the right to charge any expenses as a result of for example, vehicle impounding to the customer. We are not responsible for fines imposed on the driver, delays to trips caused by border delays, an investigation by the authorities and part refunds of the the hire cost caused by such events will not be issued under any circumstances. 

Please note: Our vehicle(s) are fitted with a tracker device allowing Cotswolds to Coast Campers Ltd. to receive real-time reports on trip history, exact location and vehicle and driver performance including speeding, harsh acceleration, braking and cornering. By signing the Rental Agreement Form, the hirer agrees to this tracking device being use during hire.

Overhead Objects And Height Restrictions

All drivers must be aware of the height of the vehicle and the reduced clearance due to the pop-top roof, when driving under low bridges, canopy’s, car park height restrictions, boarding ferries etc. The driver MUST ensure the pop-top roof is lowered and secured correctly before driving away. Driving with the pop-top roof raised for any distance is strictly prohibited and the relevant charges for negligence stated below will apply. The height of the vehicle with the pop-top roof lowered and secured is 210cm or 6 foot 10.7 inches. Some multi-storey carparks will have height restrictions equal to or less than this height. Cotswolds to Coast Campers Ltd. therefore prohibits the use of any multi-storey carpark, in order to avoid this risk. Tight corners, low walls and high kerbs, in any situation, also add the risk of damage to tyres, wheels, side bars and body work, which will result in a loss of the security deposit

Any damage caused if multi-storey car parks or height restricted areas are used, will be classed as negligence and as such insurance excesses will be deemed not to apply. Repairs and any costs arising (including cancellation of subsequent hires up to a period of one month) will be charged in full to the hirer.

Breakdown And Vehicle Maintenance

  • All faults or damage must be reported immediately to Cotswolds to Coast Campers Ltd. for the purposes of contacting our accident repair shop in advance of your return, in order to ensure damage if fixed before the next hire. Any damage or defects not reported immediately, that then delays hire for our next customer, will result in a charge of the partial or full balance of hire of the next customer, depending on the loss of business caused. As an example, if damage occurs during hire, which is not immediately reported with photos, causing us to have to cancel our next customers hire due to the severity of the damage, you will be responsible for the cost of that cancelled hire. This only applies if the damage is not reported immediately or if the damage was caused by negligence acts as detailed in this document. 
  • It is the hirers responsibility to provide us with photos of damage/defects on the day they occur, in order for us to send these to our body shop to starts the repair process. 
  • The hirer will take all reasonable steps to properly maintain the vehicle whilst on hire including, but not limited to, checking oil, adblue and coolant levels, engine lights, tyre pressures and integrity, washer fluid levels, windscreen wipers and the leisure battery voltage throughout the day, to ensure it does not discharge below 50% causing damage. 
  • The hirer will be liable for any costs associated with the incorrect use of fuel. All Cotswolds to Coast Campers Ltd. vehicles run on diesel
  • 24 hour Roadside Assistance is provided under the hire contract. In the unlikely event of a breakdown or accident, the hirer must use the breakdown services chosen by Cotswolds to Coast Campers Ltd. and detailed in the welcome pack, provided at handover. The use of the hirers own breakdown services are not permitted. The hirer should seek the help of our chosen breakdown company quoting the registration number of the vehicle and then inform us, either immediately or if no further assistance is required between the hours of 09:00 and 20:00. 
  • Hirers are permitted to authorise repairs up to the value of £100, if the fault falls outside the parameters of manufacturer warranty. Any replacement tyres must be like-for-like. 
  • Repairs costing in excess of £100 must be authorised by Cotswolds to Coast Campers Ltd. PRIOR to any work being undertaken. The Hirer is responsible for any repairs costs above £100.00 when approval is not obtained first
  • The hirer shall be solely responsible for the costs of repair and/or replacement of punctures and tyres.
  • Cotswolds to Coast Campers Ltd. accepts no responsibility for any loss, damage or expense that occurs as a result of defect or breakdown
  • Call out charges necessitated by the hirer, through operator error or mismanagement, including but not limited to flat battery, flat tyre, broken window or screen, will be the responsibility of the hirer
  • Any existing minor damage to the vehicle, leaving the vehicle still roadworthy, but with minor damage in any way, will be highlighted to the next customer on collection day and recorded on the Pre-Hire Handover Checklist. By signing the checklist, the hirer accepts that the damage was present before their hire period and they are not liable for any expenses incurred in order to fix the repair at a later date
  • Cotswolds to Coast Campers Ltd. will always endeavour to carry out repairs to the interior and exterior of the vehicle prior to the next customers hire period. However, in certain circumstances, including those where the company are limited by time between bookings, this will not always be possible. The hirer agrees that the vehicle, as long as it is road-worthy, will be accepted in the condition it is presented in at handover and that this may vary from any photos on our website, promotional material or from any previous viewing of the vehicle
  • The hirer accepts that if damage has occurred during a previous hire, rendering the vehicle un-roadworthy and the company are unable to make the necessary repairs before their booking, a full refund will be issued to cover the hire cost paid. Where possible, the company will suggest alternative companies for hire in this situation but have no liability to find an alternative vehicle to cover the rental period and take no responsibility for the hire conditions or the condition of any alternative vehicle from therein. Any suggested alternative company’s are not endorsed by Cotswolds to Coast Campers Ltd. 

Violation Of Traffic Laws And Regulations

Driver(s) are personally liable for any fees relating to any traffic violation infringements under the current Road Traffic Legislation, including parking tickets, speeding fines, road tolls and legal penalties.

Cotswolds to Coast Campers Ltd. will contact the customer after the Rental Agreement finishes if any traffic violation infringements are presented for your hire period. The driver(s) will be liable for any penalties and fees pertaining to any violation that has been incurred during their hire period. An administration charge of £25 will be levied in addition to recovery of the specified fines.

Smoking

Smoking of any sort is strictly prohibited in any Cotswolds to Coast Campers Ltd. vehicle. The company reserves the right to impose additional cleaning charges should smoke be detected in the vehicle and recover the costs for damages to the vehicle, fixtures and fittings (inc. the chargeable extras such as the drive-away awning) incurred through smoking.

Pets

For the purposes of customers with allergies, pets are not permitted in any Cotswolds to Coast Campers Ltd. vehicle. The company reserves the right to impose additional cleaning charges, as detailed in these Terms and Conditions should pets have been in the vehicle.

Child Seats

  • Regulations govern the use of child car seats in the United Kingdom requiring every child travelling in the vehicle to be seated using specified restraints in all circumstances where the child is under 135cm or 12 years of age
  • It is the hirer’s responsibility to ensure that necessary child seats are used in the vehicle if carrying children
  • It is the hirer’s responsibility to ensure that these child seats are secured safely. Any accident or injury as a result of the incorrect or unsafe use of child seats shall be the responsibility of the hirer

Personal Data

Cotswolds to Coast Campers Ltd. is committed to ensuring that your privacy and data is protected and used in the correct manner. We will only request data that is necessary to complete your booking as stipulated by our insurers. We collect your personal data, such as names, address, phone numbers, payment information and driving licence details. Under the GDPR you have the right to be informed about our collection and use of your personal data. We will hold your data for 7 years after you have ceased to be a customer to ensure compliance with HMRC. You have the right to access the personal data we hold on you at any time and the right to be forgotten. Your data is stored either securely on a password-protected computer that no one other than Cotswolds to Coast Campers Ltd. has access to or as a hard copy in a non-office environment in a locked filing cabinet. We operate a tidy desk policy and no sensitive personal information is left on view. Our website uses a secure connection (SSL) and the information is stored safely and securely. By visiting our website we collect information to improve our website (analytics), this information is stored on a cookie. Further information about your rights can be obtained from the Information Commissioners Office or from your local Citizens Advice Bureau.

These Terms and Conditions override and supersede all previous versions and incorporate the whole Agreement together with the insurance conditions, as made available to the hirer at the time of booking. If any provision in these Terms and Conditions is prohibited by law or judged by a court of law to be unlawful, void or unenforceable, the provision shall be, to the extent required, severed from this Agreement and rendered ineffective as far as is possible, without affecting the remaining provisions and shall not affect any other circumstances or the validity or enforcement of these Term and Conditions.