TERMS AND CONDITIONS OF BOOKING / HIRE / HIRE INFORMATION
'We', 'us', 'our', 'Lessor', 'Hire Company', 'West's or Wests' means - West SM Motors t/a Auto Rentals Wests, West's Industrial Park, Todd Close, Rainham, Essex, England, RM13 9XX.
'You', 'Your' means - the hirer and the driver(s) named at the time of booking and on the rental/hire agreement.
IDENTIFICATION REQUIRED
Please go to our Hiring Information page for a full list of details of the Identification required to hire a vehicle from us.
DRIVERS AGE AND CRITERIA
You the driver(s) must be between the ages of 25 - 70 years, a regular driver with 2 years driving experience and in good health.
Drivers ages between 23 - 25 and 70 - 75 must be cleared with us prior to making a booking.
DRIVERS WITH NON UK OR EU DRIVING LICENCE
Drivers with a non UK driving licence must have held a full driving licence for at least 3 years with regular driving experience and present their own countries driving licence with an International Driving Permit (permit is only required if you hold a non EU licence) and their valid passport.
Foreign residents in the U.K. may drive on their non-U.K driving licences for up to one year from commencement of residency. A Passport is required for proof of entry date.
WHAT YOU CAN DRIVE/HIRE
Drivers of vehicles over 3500kg (i.e. our 6 berth Motorhome) must have passed their driving test prior to January 1997 with a category C or C1.
Drivers who have passed their driving test since January 1997 are NOT eligible and are required to be in possession of an HGV licence.
Drivers of vehicles with more that 10 seats including the drivers seat (i.e. our 12, 15, 17 seat Mini Buses) must have passed there driving test prior to January 1997 with a category D or D1. Drivers who have passed their driving test since January 1997 are NOT eligible and are required to be in possession of a PSV licence. BUT all holders of a ‘B’ driving licence may drive a mini bus in the circumstances explained below. If your driving licence does not have a D or D1 category there are circumstances where you may still be able to do so.
You may drive our mini buses with up to 14 passanger seats as long as:
• you are driving for social purposes for a non-commercial body but do not make a profit. • you are between the ages of 25 and 70
• you have held a full category B driving licence for at least 2 years • you are providing your services on a voluntary basis; and
• the mini bus weighs no more than 3.5 ton (3500 kg) YOU MUST INFORM US (Wests/The lessor) IF YOU ONLY HAVE A 'B' DRIVING LICENCE AND WHAT YOU ARE USING THE BUS FOR AT TIME OF BOOKING. Failure to do so will result in you/the driver not being cover by insurance and your booking being cancelled. In these circumstances your booking deposit/payment paid at the time of booking will be NON-refundable as you have not informed us of your B driving licence etc and you have not complied with our terms and conditions.
VALID POINTS / ENDORSEMENT/ CONVICTIONS ON THE DRIVERS DRIVING LICENCE (FOR EVERY DRIVER)
If there are any points/endorsements/convictions on the drivers/hirers driving licence please call us prior to making any booking on 01708 556237 failure to do so is at your own risk and you will lose your full booking deposit if we are unable to proceed with the hire. You can also put a note in the ‘additional information box’ on the online booking page stating the following information: • offence code (two letter with two numbers) • date of offence
• fine
• ban period
• points etc We will note we are aware of your points/endorsements when we confirm your booking. Please check your booking confirmation very carefully for this information and if you are unable to see acceptance, additional terms, deposit and charges because of your points/endorsements please call us immediately on 01708 556237.
(Please Note: Most minor point i.e. SP30, CU80, TS10 is on you licence for a minimum of 4 years, more serious are DR = drink driving or drug driving, TT99 = more than 12+ points are on your driving licence for at least 11 years.)
Some points can stay on a driving licence for difference periods, so always check first by calling us. ALL points/endorsements/convictions MUST be notified to us ‘the lessor’ at the time of booking so that we ‘the lessor’ can carry out the necessary clearance checks and to get you covered on our insurances.
Failure to disclose this important information will result in you losing your full booking deposit or rental charge (which ever is the smallest amount) and your booking being void as you/hirer/driver/card holder are unable to provide a driver to fit our criteria at the time of collection of the rental(s) vehicle. We can not be held liable or responsible for you/driver/hirer/card holder not informing us of this information.
You/the driver/the hirer/the card holder take the risk and full liability to ensure the driver(s) driving our vehicle(s) fits our criteria and requirements at the time of making any bookings with us ‘the lessor’.
BOOKING DEPOSIT / PAYMENT
All prices quoted are in £GBP.
A booking deposit/payment will be deducted from your nominated card number supplied at the time of booking or cash if booked over the counter in our office. If you have paid by card the amount will be debited from your account immediately. This payment will be NON REFUNFABLE if you cancel the booking/hire or if you fail to collect/take the vehicle for any reason on the date and time agreed/booked, subject to our cancellation terms listed below.
Please make sure there is enough credit available on your card. If there is not enough credit available on your card or if the card security details do not match and the deposit/payment can not be taken, your booking will become void and cancelled immediately by us with no further liability.
All outstanding payments/balance must be paid on collection of the vehicle unless you are hiring a motorhome where payments maybe asked for 6 weeks prior to collection.
BOOKINGS
To place a booking please contact Auto Rentals West's on 01708 556237 or our out of office hours number on 07751 691638 or book through our online website.
For motorhome reservations you can print off our reservation form on our main motorhome page and fax to 01708 521293 or send it to us. Contact details as above. When we receive your booking request/online booking, the booking deposit will be debited immediately. You will then either receive a telephone call or an email confirming your booking and a booking confirmation number will be given. In the event the vehicle required not being availble we will contact the hirer immediately.
PAYMENT
We accept payment by cash, most credit/debit cards (not American Express). If you wish to pay the rental charges by cheque, this must be paid into the West's office 21 working days before the hire, allowing funds to clear before collection of the vehicle. The deposit and hire charges are classed as two separate payments.
CANCELLATION NOTICE REQUIRED
Our cancellation terms are as follows...
CARS - Low Season 1st November to 31st March. If cancelled before the 7th day prior to collection date a £10.00 plus vat admin fee.
If cancelled on or within the 7th day prior to the collection date or if you fail to collect/take the vehicle on the agreed date and time for any reasons including not having the correct identification you will lose full payment/deposit made on booking (either deposit or hire charge which ever is the least amount.)
CARS - High Season 1st April to 31st October
If cancelled before the 14th day prior to collection date a £10.00 plus vat admin fee.
If cancelled on or within the 14th day prior to the collection date or if you fail to collect/take the vehicle on the agreed date and time for any reasons including not having the correct identification, you will lose full payment/deposit made on booking (either deposit or hire charge which ever is the least amount.)
MPV's AND MINI BUSES - All Year round, 1st January to 31st December
If cancelled before the 21st day prior to collection date a £10.00 plus vat admin fee.
If cancelled on or within the 21st day prior to the collection date or if you fail to collect/take the vehicle on the agreed date and time for any reasons including not having the correct identification, you will lose full payment/deposit made on booking (either deposit or hire charge which ever is the least amount.)
VANS AND COMMERCIALS - Low Season 1st November to 31st March
If cancelled before the 7th day prior to collection date a £10.00 plus vat admin fee.
If cancelled on or within the 7th day prior to the collection date or if you fail to collect/take the vehicle on the agreed date and time for any reasons including not having the correct identification, you will lose full payment/deposit made on booking (either deposit or hire charge which ever is the least amount.)
VANS AND COMMERCIALS - High Season 1st April to 31st October
If cancelled before the 14th day prior to collection date a £10.00 plus vat admin fee.
If cancelled on or within the 14th day prior to the collection date or if you fail to collect/take the vehicle on the agreed date and time for any reasons including not having the correct identification, you will lose full payment/deposit made on booking (either deposit or hire charge which ever is the least amount.)
MOTORHOMES - All Year round, All Seasons 1st January to 31st December
NO cancellation notice period is given.
Once you make a booking and paid the £500.00 booking deposit or the hire/rental charge (if it is less than the £500.00 booking deposit), it is then non refundable in the event of a cancellation or if you fail to collect or take the vehicle on the agreed date and time for any reason, including not having the correct identification, it is non refundable once paid.
Cancelling your Motorhome booking(s) on or within 6 weeks prior to your collection date and time for any reason: you would lose 60% of the total hire and the £500.00 booking deposit. If you failed to collect/take the vehicle for any reason on/at the date and time agreed (booked) you would lose the total hire amount. No refund would be given.
Transerring Dates of Your Hire(All Vehicles): We do not allow bookings to be transfered to an alternative date(s) once booked. But in certain circumstances we might allow you to move your booking to an alternative date but it is at 'the lessors' own discretion. We ask that you inform us at the time of booking if there are any possiblilties that you may need to transfer your booking to an alternative date. 'The lessor' will make a note of this at the time of booking. We do not guarantee we will transfer your booking to an alternative date. The motorhome bookings are non transferrable.
INSURANCE / COLLISION DAMAGE WAVIER
We do not offer or provide a Collision Damage Waiver.
The hirer is covered on our insurance unless your own vehicle insurance cover is provided for the vehicle and agreed in writing by us ‘the lessor’ (West SM Motors t/a Auto Rentals Wests) and from your insurance company. There is a standard insurance excess/damage excess of £200.00 on cars, vans, mpv and mini buses, and £750.00 on the motorhomes. This figure can alter depending on the type of vehicle hired if you have endorsements/points, previous accidents, and anything classed as high risk. A deposit to the value of the excess will be required at the time of collection.
Overhead damage, vehicle keys, damage to tyres (including punctures, blow outs etc), windscreens, alloy wheels, wheel rims/trims and upholstery are not covered by our insurance, the hirer being liable for the full cost of repair and must be paid on return of the vehicle. The hirer is liable to pay the excess on each and every individual damage, claims and loss etc. Example: 1st claim/damage - dent on rear bumper = £200.00, 2nd claim/damage - front bumper scrapped = £200.00, total payment due £400.00.
In the event of an insurance claim the driver must complete an insurance report form.
NEGLIGENCE / OVERHEAD DAMAGE
Overhead Damage - means any damage above the height of the drivers head when seated in the driver's seat. This is not covered by our vehicle insurance. You the hirer(s) will be liable for full cost of repairs etc.
Incorrect fuel in the vehicle, not maintaining the engine fluids and day to day running of the vehicle such as engine oil, water, tyre pressures etc are the responsibility of the hirer(s) and will liable for the full cost of damage(s) caused due to neglect.
ADDITIONAL DRIVERS
Additional drivers can be insured for a small daily charge. Full driving licence and identification are required.(please refer to our hiring information page for identification details) No driver is allowed to drive the vehicle unless they have been added to the vehicle's insurance and have written consent from us to drive.
AVAILABILITY
Every effort will be made to supply the model/group requested. If the vehicle is not available for any reason beyond our control or if we are unable to supply an alternative vehicle, we reserve the right to refund all payments made without further liability. It is essential that an extra Travel / Holiday Insurance etc are taken out against any unforeseen delays, availability, breakdowns, before and during the rental period. Contents insurance or goods in transit insurance are to be taken out by the hirer as this is not included in our insurance cover for the vehicle. Failure to do so is at your own risk.
SECURITY DEPOSIT – For Motorhomes only
There is a £500.00 Booking Deposit payable by credit or debit card and a minimum overall deposit of £750.00 (an additional £250.00 on top of the £500.00 booking deposit is required when you collect/take the motorhome). This is fully refundable on return of the vehicle to west’s, on the agreed date and time, in the same condition (no damage, insurance claims etc) as it was rented out. The toilet must be emptied and the interior cleaned including all cooking appliances and equipment, fridges, bathrooms etc. A cleaning charge of £100.00 plus vat will apply if this is not met to our standards.
West’s reserves the right to increase the security overall deposit for specific events (e.g. sports fixtures, music festivals, etc.) from £750.00 to a minimum of £1000.00.
RENTAL PERIODS FOR CARS, VANS, MPV’s & MINI BUSES
The minimum rental period is 24 hours unless agreed otherwise in writing with the lessor.
If you are late to collect your vehicle this does not mean you are able to keep the vehicle longer, you will still have to be back at the original return time that you booked it for. If you are delayed in collecting the vehicle(s) we must be notified or it may result in us rehiring the vehicle back out or unable to supply a vehicle. West’s hold NO responsibility for any inconvenience caused and no deposit or payment refund given.
If the hirer/driver wishes to extend the hire once they have taken the vehicle, they must inform the West’s Rental office located at: West’s Industrial Park, Todd Close, Lambs Lane North, Rainham, Essex, England, RM13 9XX. Telephone 01708 556237, outside of the UK telephone 0044 1708 556237 [subject to opening hours], as soon as possible before the vehicle is due to return.
If this is not met, penalty charges will occur. If we are able to extend the hire period that is required, then full payment must be made at the time of extension or before the current hire period expires. If you are unable to make payment before the original agreement ends then the vehicle must be returned before the current hire is due to expire. If no payment can be made then no extension will be given.
If you return your rental vehicle(s) early, no refund will be given.
COLLECTION AND RETURN FOR CARS, VANS, MPV’s & MINI BUSES
Vehicles are collected from the West’s location at Todd Close in Rainham, Essex and must be returned back the same location at the date and time agreed with the lessor and as stated on the hire agreement.
The vehicle and it’s accessories will be ‘checked out’ by the hirer and the lessor and if any damages found or accessories missing it will then be stated on the hire agreement.
The vehicle must be returned in the same condition, refuelled to the correct level with all accessories.
When you return the vehicle to Wests it will be ‘check in’ for damage(s), breakages and for missing accessories etc. If any are found, you will be liable for the damage excess or excesses if more than one damage found. (Please refer to the ‘Insurance/collision damage wavier’ section above).
When the vehicle is returned back and checked in with no damage/insurance claims etc. then your deposit will be refunded.
RENTAL PERIODS FOR MOTORHOMES
We are currently flexible on collection days except for a Sunday or on a bank holiday so please contact us.
The minimum hire is one week (7 days) or unless a shorter period is agreed with the lessor.
If the hirer wishes to extend the hire once they have taken the vehicle, they must inform the West’s Rental office located at: West’s Industrial Park, Todd Close, Lambs Lane North, Rainham, Essex, RM13 9XX, Telephone 01708 556 237, outside of the UK telephone 0044 1708 556237 [subject to opening hours], six days before the hirer is due to return the vehicle.
If the vehicle is unavailable for the extra period that the hirer wishes to extend the rental period to, the vehicle must be returned at the correct date and time originally stated and agreed. If this is not met, penalty charges will occur, minimum charge of £250.00 per day plus VAT. If we are able to extend the hire period that is required, then full payment must be made at the time of extension or before the current hire period expires. If you are unable to make payment before the original agreement ends then the vehicle must be returned before the current hire is due to expire. If no payment can be made then no extension will be given. If you return your rental vehicle(s) early, no refund will be given.
COLLECTION AND RETURN FOR MOTORHOMES
Vehicles are collected from the West’s location at Todd Close in Rainham, Essex and must be returned back the same location at the date and time agreed with the lessor.
The vehicle and it’s accessories will be ‘checked out’ by the hirer and the lessor and if any damages found or accessories missing it will then be stated on the hire agreement.
The vehicle must be returned in the same condition, refuelled to the correct level with all accessories and in a clean and tidy condition as found on collection, with the toilet cassette and waste tanks emptied. Failure to do so will incur an additional charge of £100.00 plus VAT. This will be added on top of the damage excess. If the toilet cassette is not emptied a £45.00 plus vat charge will apply.
When you (the driver(s)) return the vehicle to Wests it will be ‘check in’ for damage(s), breakages and for missing accessories etc. If any are found, you will be liable for the cost to replace the accessories and for the damage excess or excesses if more than one damage found (please refer to the ‘Insurance/collision damage wavier’ section above).
When the vehicle is returned back and checked in with no damage/insurance claims etc then your deposit will be refunded.
CONTINENTAL HIRE Is available for an additional charge and must be notified to us [West's] on booking the vehicle.
European breakdown cover is provided at additional charge when taking the vehicle out of mainland UK. If this cover is not taken out with us, you must provide written proof of European breakdown cover for the hire vehicle before you can take it.
If the cover is not taken out from us and the vehicle has a breakdown, it shall be at the hirers/drivers own expense to get the vehicle returned to West’s Location in Rainham, Essex, RM13 9XX. We will not refund any recovery fees, inconveniences, loss of earning, etc. If West’s incur any charges or losses i.e. loss of hire, recovery, ferry charges etc, these will all be passed to you the hirer/driver for immediate payment.
BREAKDOWNS
In the event of a vehicle breakdown or an accident occurring, Auto Rentals West's shall stand NO liability for additional charges such as accommodation, transportation costs, flights, losses, damage etc.
An alternative vehicle shall be supplied when the vehicle is recovered back to West's, but in the event of our office being closed or an alternative vehicle not being available then each day or there part of, shall be refunded with no further liability, (as long as the accident or breakdown etc. was not 'the hirer/drivers' fault). Minor running repairs, such as tyres, punctures, bulbs, oils and other fluids are the responsibility of the hirer. It is the hirer[s] responsibility to check daily: oil, water, tyre pressures and lights and if necessary topped up to the correct levels. Any damage arising from failure to do so will be charged to the hirer[s]. Auto Rentals West does not accept any liability for any loss of earnings, money, inconveniences etc in any form.
The hirer is liable for breakdown and callouts that are classed as the hirers/drivers negligence or preventable fault. For example… contaminated fuel, battery run down, lack or shortage of fuel, loss of keys and lockouts, parking on soft ground, anything else classed as a driver preventable fault etc.
DAMAGE
The hirer should be aware that the security deposit will be used to fund any loss or damage what so ever to equipment, fixtures and fittings, windows, tyres or damage to the vehicle inside and out.
The overall damage excess is payable on each and every individual damage OR claim.
Broken & lost equipment (including ladders, bike rack, sun awning & rods) are not covered by our vehicle insurance. Full cost of replacing or repairing the equipment will be down to the hirer(s).
Any additional security deposit/damage excesses is payable to us immediately when the vehicle is returned and checked in.
Failure to make payment on-time will result in interest being added.
If the driver(s) have any points or convictions on their driving licence within the last 11 years or are travelling to an area that is classed as high risk then a higher deposit/excess may apply.
FUEL CHARGES AND LEVELS
The vehicle will be ‘checked out’ by us and the hirer/driver at the time of 'check out' and the fuel level noted on the hire agreement.
It is the hirer(s)/driver(s) responsibility to bring the vehicle back with the correct amount of fuel as indicated on the hire agreement. Any discrepancies on the fuel level of the vehicle must be taken up with the lessor at 'check out' and if necessary it will be amended on all copies of the hire agreement before you take the vehicle from our premises.
We will not accept any disputes on fuel level if the vehicle is taken off the premises or when the vehicle is returned.
Failure to return the vehicle with the correct amount of fuel as indicated on the hire agreement at 'check out' will incur re-fuelling charges at our own fuel rate. This must be paid immediately at the return of the vehicle or at a swop over of vehicles.
For Motorhomes only - 1 x gas bottle (not full) and toilet chemical. If the gas or toilet chemical runs out during your holiday, it is the hirer[s] responsibility to restock at their own expense. Please note: the gas bottle and chemical is supplied with whatever is left over from the last hirer.
CARD DEPOSIT REFUNDS
Please allow up to 10 working days for it to credit to show on your account.
INSECURE LOADS AND OVERLOADING
Shall be the responsibility of the hirer.
PARKING TICKETS / LONDON CONGESTION CHARGES / FIXED PENALTIES etc.
It is the responsibility of the hirer/drivers to ensure all charges including parking tickets, London congestion charge, fixed penalty notices, bus lanes, tolls etc are paid for. If these are not paid for and Wests receive a notification of fine/PCN etc of any kind an administration charge of £15.00 plus vat will apply and for each additional letter there after ontop of the fine.
RIGHTS RESERVED
The rights are reserved to vary rates, vehicles, conditions and periods of rental at any time. We as the hire company/lessor reserve the rights to refuse a booking/hire and to terminate a hire at anytime without any notification or reason and without any further liability.
During the rental period the hirer/drivers must keep the vehicle and all its accessories in his or any approved driver's possession, free from any legal process or lien and when not in use adequately protect and secure the vehicle.
Failure to do so will invalidate the insurance cover and we therefore hold the hirer/driver fully liable for the replacement of the vehicle and all its accessories etc.
LATE FINES/FAILURE TO RETURN A HIRE VEHICLE WHEN IT IS RE-BOOKED OUT:
If you return a hire vehicle just after the rental agreement has expired, a late fine will be issued. Late fines/charges will be depend on the vehicle hired and how far over the rental agreement return time. If you run over more than 2.5 hours this will result in a full days rental charge. If the hire vehicle is re-booked out and you fail to return the hire vehicle at the agreed date and time on your agreement and The Lessor (west sm motors) lose/the next hirer (customer) withdraws the next rental booking because of you being late (for any reason, including being stuck in traffic etc.) or/and not returning the hire vehicle at the agreed date and time stated on the rental agreement you will be fined/charged the amount lost/losses, including the full hire/rental charge that The Lessor (west sm motors) has lost etc because of you, the hirer.
To avoid these fines/charges always return your hire vehicle ON TIME.
Our prices are inclusive of unlimited mileage, VAT, breakdown [in UK only], UK insurance.
HIRERS/DRIVERS/PASSANGERS USE OUR VEHICLES/ITEMS/SERVICES ETC AT THERE OWN RISK AND ARE LIABLE FOR THEIR OWN SAFTY/SECURITY/LOADING ETC. THE LESSOR (WEST SM MOTORS, AUTO RENTALS WESTS)AND STAFF WILL NOT BE HELD LIABLE FOR ANY INJURIES/LOSS/DAMAGE ETC CAUSED OR INCURRED. WE RECOMMEND THAT YOU TO TAKE OUR YOUR OWN PERSONAL ACCIDENT/INJURY/LOSS/DAMAGE INSURANCE ETC. FAILURE TO DO SO IS AT YOUR OWN RISK/LOSS.
TERMS OF USE OF OUR SERVICES, WEBSITE AND ONLINE BOOKINGS
You use of our website at your own risk.
You are bound by our terms and conditions above and on the reverse side of the rental agreement/invoice.
We are not liable for any errors that may occur, technical, pricing, deposit etc and our prices are fixed rates and we advise you to always check with our Rainham office on 01708 556237 to ensure the pricing is correct before proceeding with your booking. Failure to do so is at your own risk and you may occur additional charges. All bookings and prices etc will be checked first by us (the lessor) before we confirm a booking.
No booking deposit/payment = NO BOOKING.
If we are satisfied with the booking you have requested and it has passed our necessary checks you will receive a booking confirmation email or telephone call. All bookings made will form part of a law binding contract between you (the hirer/driver/card holder) and West SM Motors t/a Auto Rentals West (the lessor) once you have paid your booking deposit/payment which is taken at the time of booking.
CUSTOMER PARKING
Hirer[s] may leave their car in our yard FREE of charge for the duration of their hire at their own risk. Once the hire vehicle is returned your vehicle must be removed from our yard.
OFFICE OPENING HOURS
Monday - Friday 8am to 5.00pm (in summer season office is open till 5.30pm)
Saturday 9am to 5pm
Sunday - Closed
Bank Holidays - Closed
Christmas & New Year - Closed
Also subject the terms and conditions on the reverse side of the rental agreement.
