Terms & Conditions

MOTORHOME RENTAL AGREEMENT

These terms and conditions apply to the entire contents of this website under the domain name www.motorhomescapes.co.uk (the “website”) and to any correspondence by e-mail or webmail between us and you. Please read these terms and conditions carefully before using the website. Using the website indicates that you accept these terms and conditions.

Eligibility

All drivers must be present for collection of the motorhome. No exceptions can be made.

Driving licenses must show that the driver is qualified to drive a Category B vehicle weighted up to 3,500Kg.

All drivers confirm by signing this agreement that they have none of the following conviction codes on their license within the last 5 years: AC,BA, CD40-71, DD, DR, IN, LC30-50, MS40-90, UT Signing this agreement and driving the vehicle with any of the above offence codes on your license within the last 5 years is an offence and invalidates the insurance, and the hirer will be liable for all and any costs incurred by Motorhome Escapes in the event of any damages or insurance claims as a result of the hire.

We do not accept all male or all female groups unless by prior arrangement in writing. We do not allow any of our motorhomes at any Music festivals such as T in the Park, Glastonbury, RockNess etc, or Sports events such as Moto X etc, unless by prior arrangement in writing.

No one other than the drivers named in the proposal forms may drive the hired vehicles. All named drivers must be between the ages of 28 and 70. Out insurers ‘may’ be able to provide insurance for drivers over 70, and such drivers must contact us first for confirmation. All drivers must be of good health and have held a full/valid driving licence for at least three years.

The licence must be clear of any endorsements apart from up to six points for Speeding Offences

Drivers must confirm if there are any other current endorsements or special conditions that may apply.

Driver must declare at time of booking if they have had more than one ‘fault claim’ within the last 3 years. Failure to disclose such claims may result in refusal of hire should this information come to light prior to collecting the vehicle.

All licences required must be produced at vehicle collection; if this is a photo-card licence you must produce both the card and the counterpart licence.

Persons with serious convictions within the last eleven years will not be permitted to drive the hire vehicles (including drink driving offences).

Visitors from abroad (does not apply to EU Countries) are advised to obtain an International licence.

It does not automatically disqualify you from driving if you do not meet the required criteria, but we will need to refer you to our insurance company to check if they will offer insurance cover.

At least one week prior to arrival all drivers will need to provide two unique/independent forms of address verification dated within 3 months of the vehicle collection date, from the following list of allowed documents (eg. one council tax statement plus a bank statement – not two bank statements from the same bank) : Council tax statement; TV/internet/landline telephone bill (including Sky/Virgin/BT etc); Bank or credit card statement; Mortgage statement. Electronic copies, and pictures are accepted as long as they show NAME, ADDRESS (to match that on your license), and date. If your statements are online, all online accounts WILL have a method to ‘download’ the statement. You can scan the document, take a photo, or screenshot the statement as long as we can see name, address and date.

Pet Policy

We have some motorhomes assigned as ‘pet friendly motorhomes‘. Customers must declare at the time of booking if they wish to bring a pet, in which case, subject to availability, a pet friendly vehicle will be assigned to the booking. If bringing a pet, the hire will be subject to a £50 “Pet Add On”. We ask that pets are not allowed on the soft furnishings nor left in the vehicle unattended. For other fleet motorhomes we have a strict policy of no pets. Customers are not to bring pets into any of the fleet vehicles that are not specifically assigned as ‘pet friendly’.

Cancellation of Bookings

Cancellations must be in writing, and are charged as follows: Should you cancel your confirmed booking more than 6 weeks prior to commencement of hire you will forfeit the non-refundable booking deposit. Full payment is due 6 weeks prior to collection of vehicle. Failure to pay the balance by 6 weeks prior to the collection of the vehicle, will be treated as cancellation by the hirer and all sums paid will be forfeit. Should you cancel your confirmed booking up to 6 weeks prior to, or fail to turn up for commencement of hire, you will forfeit the booking deposit and hire charge already paid. This will also apply if, upon inspection of named drivers’ licences, they are found to be invalid or do not comply with the information stated on the booking form. Motorhome Escapes recommend that the hirer takes out holiday insurance with cancellation cover.

Payment

Upon confirmation of booking reservation, a non-refundable reservation deposit payment of £200 or 30% of the total hire invoice (whichever is the greater) is taken. Full payment is due 45 days prior to collection of vehicle.

See below for policy on late returns and the Insurance section on how damages will be handled. There will be a £25 booking fee applicable to all bookings.

Our Obligations

If the Motorhome previously booked by the hirer is not available due to accident, fire, theft, mechanical issue, electrical issue or weather conditions, then we will endeavour to supply a replacement motorhome of similar size and specification. If this is not possible then we will refund your hire fees for any whole days for which we cannot provide you a vehicle. If a breach of terms and conditions have occurred, then we reserve the right to not refund any monies whatsoever. Motorhome Escapes will have no obligation whatsoever with regard to refunding any monies paid for campsites booked, events booked, travel booked, or any other circumstances.

In the event of a breakdown of your motorhome or an accident caused by a third party, we will make all reasonable endeavours to replace the motorhome subject to availability and location. Subject to terms and conditions not being breached by the renter, then if we cannot supply a replacement motorhome, then we will refund your hire fees for any whole days for which you lose total use of the motorhome. If a breach of terms and conditions have occurred, then we reserve the right to not refund any monies whatsoever.

We will provide 24-hour road service free of charge subject to this Agreement.

Insurance

Motorhome prices quoted include insurance for one named driver. Additional drivers can be added for a nightly fee as detailed in the Prices page. Customers wishing to provide their own comprehensive insurance for the motorhome should detail this at time of requesting a booking to receive a quote for motorhome rental minus our insurance; this insurance must be fully comprehensive and for a motorhome of atleast £60,000. Customer opting for their own vehicle insurance will be subject to a refundable damage deposit (see below) of £2,000.

Our provided insurance, comprehensively insures the named drivers during the hire period only as detailed on the booking form, up to any first incidence or reported incidence. Up to two additional drivers can be added at an additional charge; prices available on request.

3 days prior to vehicle pickup, a damage deposit/deductable is held against your credit card as a pre-authorisation. The pre-authorisation is not a charge and no funds have been debited from your account.

Subject to no damages, this hold is released 7 days after the end of the rental, provided the vehicle is returned safely and undamaged. An inspection will be conducted upon return of vehicles following the vehicle being washed off. The standard damage deposit/deductable is £1,200 for all drivers and covers only any first incident or reported incident and the proper return of the vehicle in the same condition as it was let out to the hirer. In the event of any additional incident(s), a second deposit/deductable will be required in order to continue with the rental. Customers who wish to provide their own vehicle insurance will be subject to a £2,000 security deposit/deductable.

Any insurance claim is subject to an insurance excess of £1,200 which will be deducted from the damage deposit/deductable.

Any damage to the vehicle during the hire period that is not covered by an insurance claim will be deducted from the deductable/deposit; this will include any loss of equipment, and there will be an hourly labour rate of £65/hour plus VAT applicable to in house repairs required.

Every accident or any damage must be reported to Motorhome Escapes immediately by telephone and an accident form (found within the vehicle) will have to be completed at the end of the hire period.

Any damage to tyres, wing mirrors and windscreen and any theft of personal property is not covered by our insurance, and any such damage shall be at your expense.

Any damage to the interior of the motorhome, is not covered by our insurance, and any such damage shall be at your expense.

The hirer irrevocably authorises Motorhome Escapes to deduct from the deductable/deposit any amounts due to Motorhome Escapes arising out of this agreement. In the event of an insurance claim, regardless of fault, the deductable/deposit will be retained until the insurers have settled the claim. Please note, this can be a lengthy process and is out of Motorhome Escapes control.

The hirer agrees to pay Motorhome Escapes any additional costs over and above the deductable/deposit value should damages exceed the deductable/deposit value within 28 days of your hire.

The following are not covered by insurance, therefore the hirer accepts full liability for these, which is in addition to the standard vehicle deductable/deposit should that apply:

(a) Mechanical problems E.g. clutch/gearbox due to driver negligence.

(b) Any damage caused by a negligent act.

(c) Replacement or repair of aerials, glass, wheels or incorrect fuelling.

(d) Missing wheel trims, tools or spares.

(e) Damage to the underside of the vehicle or the roof, which includes the overhead “Luton” area, is not covered under any insurance and any damage to these areas is deemed as gross negligence. Any such damage will be charged at a fixed cost of £2500 plus the full insurance deductable/deposit on your vehicle.

(f) The theft of the motorhome will not be covered by insurance if the keys are left in the ignition or in or on the vehicle whilst unoccupied and the hirer shall be held fully responsible for a replacement vehicle.

(g) Windscreen, mirrors and/or tyre damage is not covered by the standard vehicle insurance.

Motorhome Escapes recommend that the hirer takes out their own personal belongings insurance.

There will be an administration charge of £50 plus VAT applied for Motorhome Escapes to provide any documents including damage reports to customers or third party companies to assist customers with claiming from their own independent insurers. This is to cover the expense and time of Motorhome Escapes processing such paperwork, emails, scanning of documents, handling phone calls for such third party claims.

Driving by non-named drivers and any late returns of Motorhomes renders the insurance invalid and the driver therefore commits an offence under the road traffic act and will be solely responsible for any damages or personal injuries incurred.

Late returns will be surcharged at the rate of £100.00 per hour plus VAT, or part hour thereof.

Collision Damage Waiver (CDW)

The COLLISION DAMAGE WAIVER (CDW) is an optional protection package that reduces the security excess. This can be purchased at time of booking or on collection of your vehicle. See website for current price.

Purchase of the CDW reduces the standard insurance excess by 50% for the first reported incident or damage caused in a collision to either the vehicle or third party property.

Once an incident has occurred, CDW will be cancelled and the full deductable/deposit amount will be due for any subsequent incidents. A further hold on the customer’s credit card for an additional £1,200 will be required in order to continue the journey and avoid cancellation of the hire.

SPECIAL COVER PACKAGE

Can only be purchased if also purchasing CDW. Special cover is an optional protection package that covers replacement or repair to windscreen, or tyre damage. This can be purchased at time of booking online or on collection of your vehicle. Please note, cover is limited to 1 windscreen, or 2 tyres after which normal replacement costs will be charged. See website for current price.

Limitations & Liabilities

Motorhome Escapes accepts no responsibility for replacement vehicle costs, travel or accommodation costs or any other loss claims arising from a Motorhome breakdown, malfunction or accident. Customers are recommended to take out holiday insurance.

Please note: the motorhome depot is a busy location with many moving heavy vehicles. It is the sole responsibility of parents, custodians and guardians of children to maintain control and supervision of children they are responsible for, AT ALL TIMES. Motorhome Escapes will not be held responsible for any injuries or accidents resulting in injury or death to children due to lack of supervision by their parents, guardians or custodians. There is an office portcabin at the depot with seating and it is recommended that one parent, guardian or custodian stay with their children within this office whilst another adult member(s) of the hiring party attend a vehicle briefing within the motorhome.

The Hirer

The hirer is liable for any cost incurred for speeding or parking fines, congestion charges or any other offences committed against the road traffic act regulations. Customers agree to inform Motorhome Escapes at the time of incurring a speeding/parking/congestion charge or offence and again upon return of the vehicle, and the customer is required to settle any such fine/charge incurred. There will be an admin fee charge of £50 plus VAT imposed should Motorhome Escapes be required to deal with any councils or authorities to address any such charges or offences. The hirer must remember that although these are leisure vehicles, it is an offence to drink and drive. The hirer undertakes responsibility for the control of the vehicle on hire to you. The hirer Is liable for all overhead damage to the vehicle resulting from any accident. The maximum height of the vehicle is clearly stated. The hirer shall not tow any trailer or vehicle behind the hired vehicle. The hirer shall not carry more passengers than the seating capacity of the vehicle, as defined in the vehicle specifications, or allow the vehicle to be overloaded. The hirer shall ensure that the driver and all passengers required by law to do so shall wear the seat belts provided at all times when the vehicle is being driven. The hirer shall not use the vehicle to carry passengers or goods for hire or reward. The hirer is liable for all loss or damage arising from theft while the ignition keys of the vehicle have been left in or on the vehicle. The hirer shall not, without written consent from Motorhome Escapes, remove the vehicle from the UK mainland.

Breakdown & Accidents

In the event of a breakdown or accident, a recovery and repair service is provided for all our motorhomes (details inside vehicles). You are authorised to spend £100 on any necessary repairs and/or replacement parts, and we will reimburse you against a valid VAT receipt. Any repair above £100 will have to be authorised by Motorhome Escapes. Any breakdown, malfunction or damage caused by your negligence must be repaired/made good at your own expense.

Mileage Charges

The first 1000 miles per week is free. After this a charge of 30 pence per mile plus VAT will be applied. Hires less than a week will have an allowance of 145 per day (so 4 night hire would have allowance of 580 miles).

General

The motorhome and its contents remain the property of Motorhome Escapes at all times. The hirer is required to keep the vehicle securely locked at all times when it is left unattended, and to refrain from any action or omission which may prejudice Motorhome Escapes rights to the vehicle. The following are strictly prohibited in our Motorhomes and Motorhome Escapes reserves the right to retain in part or whole the refundable deposit if additional deep cleaning or repair is required upon return of the vehicle due to: Smoking Pets – unless the hirer has declared the desire to bring a pet at the time of booking and has received confirmation that they have been assigned one of our ‘pet friendly’ motorhomes. Motorhome Escapes reserves the right to vary rates and conditions at any time. Motorhome Escapes offer paid for car parking. Vehicles are left entirely at the owners’ risk. Only one allocated parking space is provided per Motorhome hire, with additional vehicle parking available at an additional charge; prices available on request. Please be advised if looking into flights and travel requirements, that our standard opening hours are 9am to 5pm, with standard collection time of 3pm (or earlier with prior agreement) and standard return time of 11am. Vehicles are typically cleaned and prepared between 11am and 3pm.. Briefings and vehicle handover typically take 30mins to 1hr 30 mins depending on size of party and questions etc. So please factor this in.

For late arrivals after 5pm, depending on availability of our staff, we may be able to accommodate this, subject to an out of hours fee of £100.

Vehicle Conditions

The hirer acknowledges delivery of the vehicle and it’s contents, free from defects or damage, other than as specified by Motorhome Escapes. Before the commencement of hire, the hirer is advised to check the vehicle thoroughly before leaving the premises of Motorhome Escapes. The vehicle must be returned in the same condition as when hired, with the interior and appliances clean. A charge of up to £60 plus VAT will be charged if the interior and appliances are not returned clean.

Cleaning materials are provided within the motorhome. Motorhome Escapes will make a charge of £100 plus VAT for the cleaning of un-emptied chemical toilets.

There will be a £55 plus VAT charge for the cleaning of dirty or stained carpets or upholstery including the removal of pet hairs (for pet friendly vehicles). Customer’s in pet friendly motorhomes are requested to place covers over upholstery. There will be a deep cleaning surcharge imposed of £250 plus VAT should there be evidence indicating that a customer has allowed a pet into one of the ‘no-pet’ vehicles.

Fuel, Oil & Gas

A full tank of fuel is supplied with the vehicle at the commencement of hire and the hirer is expected to return the vehicle with a full tank of fuel. There will be a surcharge of £50 plus VAT, plus the cost of fuel for any fuel shortage. The hirer will be liable if incorrect fuel type is used. The hirer will be responsible for the regular checking of oil and water levels, and the use of the correct type of fluids.

Some vehicles use “Ad Blue” for fuel economy. This is an additive, added to the filler cap adjacent to the Diesel filler cap. If Ad Blue runs low, a warning symbol will appear on the dashboard.

It is the customer’s responsibility to fill with Ad Blue in this situation. Ad Blue can be purchased prior to your departure and at petrol stations and is a clear fluid in 5 litre or 10 litre containers. If Ad Blue is not topped up when the warning symbol is displayed, the vehicle engine will go into a restricted mode reducing the speed of the vehicle, and if not topped up, the vehicle will be prevented from starting again until Ad Blue is filled. If a vehicle is returned with the Ad Blue warning light on, customer’s will be charged for an Ad Blue refill as per our Add Ons pricing, in addition to a refilling fee of £15.

Some of our vehicles are fitted with refillable gas bottles which can be refilled at any fuel station supplying LPG. These vehicles are supplied with a full tank of LPG gas & you must return the vehicle with a full tank of LPG gas.

Other vehicles are not fitted with LPG bottles, and customers can purchase gas from us supplied in Calor gas bottles. These do not need to returned full. There is no refund given for bottles returned either full or partially empty.

Suitable Persons

Motorhome Escapes has the right to refuse to handover the Motorhome on arrival of the hirer to any person who in our opinion is not suitable to take charge of the vehicle, due to any concerns we have for the safety of the vehicle or its occupants or other road users. In this situation all monies paid to us will be refunded in full immediately. Motorhome Escapes will have no obligation whatsoever with regard to refunding any monies paid for campsites booked, events booked, travel booked, or any other circumstances.

Animals

Strictly no animals unless agreed upon prior to booking in an assigned “Pet Friendly” vehicle.

Smoking

It is against the law to smoke in all hire vehicles. A fixed penalty notice of £200 plus VAT will be imposed if customers are found to have been smoking in our Motorhome. Or a maximum fine of the full Damage Deposit could be imposed if damage is caused by smoking.

Opening Hours

Please be advised if looking into flights and travel requirements, that our standard opening hours are 9am to 5pm, with standard collection time of 3pm (or earlier with prior agreement) and standard return time of 11am. Vehicles are typically cleaned and prepared between 11am and 3pm. Briefings and vehicle handover typically take 30mins to 1hr 30 mins depending on size of party and questions etc. So please factor this in. For late arrivals after 5pm, depending on availability of our staff, we may be able to accommodate this, subject to an out of hours fee of £100 plus VAT.

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