Owner

PWS Services Ltd

The Retreat

406 Roding Lane South

Woodford Green

Essex

IG8 8EY

 

The owner recommends you read these terms and conditions carefully, in order to ensure a full knowledge of your rights and obligations, before signing this agreement.

Definitions

1. Booking request: A request to book the leisure vehicle.

2. Confirmed booking: A binding agreement between the hiring party and Owner for payment in exchange for the hire of the leisure vehicle. A booking becomes confirmed when the hiring party completes the first payments of a rental fee.

3. Deductible: The amount set by the Owner that can be charged to the hiring party for a given damage or loss of inventory. This will be deducted from but is not limited to the deposit amount.

4. Appraisal Form: The form to be filled out by both the hiring party and the Owner before the start of the rental and again when the leisure vehicle is handed back to the Owner at the end of the rental. This form is an official part of the rental contract. It is a legal document whereby the Owner and the hiring party sign an agreement upon the condition of the leisure vehicle at the beginning and the end of a rental period.

5. Owner: PWS Services Ltd.

6. Leisure vehicle: The leisure vehicle being rented.

7. Hiring party: The party that will be hiring the leisure vehicle and is subject to the rental agreement.

8. Rental Agreement: The agreement which has been generated for a given booking between the hiring party and the Owner for the purpose of renting a leisure vehicle.

9. Rental fee: The price agreed upon by the hiring party and the Owner for renting the leisure vehicle.

10. Security Deposit: The refundable amount aside from the rental amount charged prior to the rental period, subject to deductions outlined in the rental agreement, or because of damage, fines or other charges incurred due to the fault of the hiring party.

11. Rental Period: The period between acquiring the keys by the hiring party and the return of the keys to the Owner by the hiring party.

Leisure Vehicle Detail

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General

1. Before the commencement of hire, the hiring party is advised to check the leisure vehicle thoroughly before leaving the premises of the owner.

2. The leisure vehicle must be returned in the same condition as collected, with the interior and appliances clean. All tanks (grey and water tank) must be emptied, toilets emptied and cleaned, along with all rubbish removed. If the leisure vehicle is returned late, dirty or damaged in any way, the cost to clean/repair will be deducted from the security deposit.

3. If the leisure vehicle is returned excessively dirty, there is evidence of smoking or evidence of pet fouling, a deep cleaning charge of £250.00 will be levied.

4. The leisure vehicle’s fuel level should be the same when returning the leisure vehicle as it was when you left as shown on the appraisal form. There will be a charge of £25 plus fuel at cost will be charged if not complied with.

5. The leisure vehicle is supplied with one gas bottle and if you need to replenish the gas, please keep the receipt and we will reimburse you at the end of the rental period.

6. The leisure vehicle must be securely locked when unattended and the keys should never be left unattended in the leisure vehicle when not in use.

7. All reasonable measures must be taken by the hiring party to ensure the safety and security of the leisure vehicle. Loss of leisure vehicle ignition key will result in a replacement charge of £300 and all other costs involved in the recovery of the leisure vehicle.

8. The leisure vehicle and its contents remain the property of the Owner at all times.

9. The hiring party is to refrain from any action or omission which may prejudice the Owners rights to the leisure vehicle.

10. The Owner reserves the right to retain in part or whole the security deposit, if deep cleaning or repair is required upon return of the leisure vehicle.

11. All our leisure vehicles are fitted with state-of-the-art tracking and monitoring systems.

12. The Owner reserves the right to vary rates and conditions at any time.

13. The Owner offers off-road parking for one car whilst you are away at a charge of £5.00 per day. Your car and their contents are left entirely at your own risk.

14. The Owner recommends that the hiring party takes out their own travel insurance.

15. A cleared traceable security deposit (BACS or Debit Card) must be provided.

16. This rental agreement must be signed by the hiring party.

17. Bookings for EU travel must be declared in advance, as a premium will be added to the booking for EU breakdown and insurance of £5 per hiring day. Additionally, you must obtain the VE103B document prior to collection date. Failure to pre-declare such travel will incur a charge of £250 plus any consequential costs. A letter of authority will be provided by the Owner at a charge of £25.

18. Taking the leisure vehicle to a winter sport area without prior permission of the Owner will incur a charge of £250 plus any consequential costs.

19. Taking the leisure vehicle to a festival without prior permission of the Owner will incur a charge of £250 plus any consequential costs.

20. The Owner has the right to refuse to handover the leisure vehicle upon arrival of the hiring party to any person who in the Owners opinion is not suitable to take charge of the leisure vehicle, due to any concerns we have for the safety of the leisure vehicle, its occupants or other road users.

21. Upon booking you must disclose your exact destination(s). Failure to disclose your travel plans upon booking will result in the total loss of the security deposit.

22. If the leisure vehicle is returned late, dirty or damaged in any way, the cost to clean/repair will be deducted from the security deposit. £50 per hour will be retained/charged for cleaning/labour.

23. Owner will make a services charge of:

    • £50 for the cleaning of un-emptied/soiled chemical toilets.

    • £50 for the cleaning of dirty or stained carpets or upholstery.

    • £50 for the cleaning of dirty hob or oven.

    • £50 for the cleaning of the fridge/freezer.

Availability

1. The leisure vehicle will be available from 10:00 on the first day of rental or at any other time agreed in advance with the Owner.

2. The leisure vehicle must be returned by 16:00 on the last day of rental or at any other time agreed in advance with the Owner. Late returns will be surcharged at the rate of £50/hr or part thereof.

The Hiring Party

1. Must always hold and be in possession of a valid driver’s licence during the rental period. This licence must be recognised in the country where the leisure vehicle is rented and any country visited by the hiring party during the rental period. The drivers licence permits driving the rented leisure vehicle.

2. Does not use any medication and does not suffer from any disabilities or conditions which may impair their ability to drive or the legality of doing so. They must declare any use of medication that would be of relevance to the Owner and their insurers to ensure this does not void the cover of the Owner insurance policy for the hire.

3. Must provide a driving licence check code and all licences with photo-card up to 72 hours prior to travel or if booking is confirmed within 72 hours at booking confirmation. The original must be shown at leisure vehicle collection (address & ID must be up to date).

4. All the following documents must be dated within 90 days of the hire date. The address & name on your licence must match both documents.

5. Must provide two proofs of address dated within the last 3 months from separate sources. See Appendix A.

6. Acknowledges acceptance of the leisure vehicle and its contents, free from defects or damage, other than as specified by Owner on the leisure vehicle appraisal form.

7. Shall not be engaged in professional gambling, sport or entertainment, jockeys and persons connected with racing, hawking or general dealing, street or market trading, press or modelling and foreign service personnel other than persons holding a full UK/EU licence for 2 years or more.

8. Shall be 30 or over and under 79 years of age.

9. Shall not have more than two, 3 point convictions (i.e. 2x SP30’s, 3pts each).

10. Shall not have any conviction with more than 6 points.

11. Shall not have any conviction more than a single 6 points. i.e. 1 x SP30, 1 x SP50 and 1 x CU80 are acceptable but subject to an additional £1000 excess. This will be added to the security deposit.

12. Shall not have any conviction of 9 points on licence for three point offences will be subject to an additional £500 excess. This will be added to the security deposit.  (Note 1: All other 6 points+ offences will require referral to the insurers. Note 2: Any ban or disqualification will require referral to the insurers.)

13. Is liable for any cost incurred for speeding or parking fines, congestion, ULEZ or Toll charges or any other offences committed against the road traffic act regulations.

14. Must remember that although these are leisure vehicles, it is an offence to drink and drive.

15. Undertakes responsibility for the control of the leisure vehicle during the rental period.

16. Is liable for any damage to the leisure vehicle or contents during the hire period.

17. Shall not tow any trailer or vehicle behind the hired leisure vehicle.

18. Shall not carry more passengers than the seating capacity of the leisure vehicle, as defined in the leisure vehicle specification.

19. It is the hiring party’s responsibility to ensure the gross leisure vehicle weight is no more than 3,500 kgs for the Swift Escape 674 and 3,400 kgs for the Ford Nugget Plus when fully loaded and must ensure contents are secure at all times.

20. Shall ensure that the driver and all passengers required by law to do so shall, at all times when the leisure vehicle is being driven, wear the seat belts provided.

21. Shall not use the leisure vehicle to carry passengers or goods for hire or reward.

22. Shall not, without written consent from Owner, remove the leisure vehicle from the UK mainland.

23. Shall be liable if incorrect fuel type is used.

24. Shall be responsible for the regular checking of oil and water levels, and the use of the correct type of fluids.

25. Shall use the leisure vehicle with the utmost care and in accordance with any requirements specified by the Owner as well as the relevant highway code and the leisure vehicles manufacturers’ guide.

26. Shall not make any changes to the leisure vehicle or the inventory.

Payments

Security Deposit

1. A security deposit is required to be paid by the hiring party 3 weeks prior to the hire date of £1,500 minimum and is fully refundable upon safe return of the leisure vehicle on the agreed date and time unless otherwise agreed by Owner.

Booking Deposit & Hire Payments

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Booking date within 3 weeks

To secure booking and final payment = 100% +SD

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Booking date between 3 weeks to 3 months

1st Payment (to secure booking) = 50%

Final Payment 3 weeks prior to hire date = 50% +SD

 

Booking date between 3 months and 6 months

1st Payment (to secure booking) = 25%

2nd Payment (3 months prior to hire date) = 25%

Final Payment (3 weeks prior to hire date) = 50% + SD

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Booking longer than 26 weeks

1st Payment (to secure booking) = 10%

2nd Payment (6 months prior to hire date) = 15%

3rd Payment (3 months prior to hire date) = 25% 

4th Payment (3 weeks prior to hire date) = 50% +SD

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​​Cancellation of Bookings

1. Owner can decline any booking request at our discretion.

2. Cancellations must be made in writing, and are charged as follows:​ 

   • Within 1 day prior to departure - 100% of booking fee and hire charges 

   • Between 1 day & 1 week prior to departure - 70% of booking fee and hire charges 

   • Between 1 & 2 weeks prior to departure - 40% of booking fee and hire charges 

   • Between 2 & 6 weeks prior to departure - 25% of booking fee and hire charges 

   • More than 6 weeks prior to departure - 15% of booking fee and hire charges ​​

3. If you have sustained any issues, unserviceabilities, breakages or damage, please let us know immediately so we can make preparations in advance of her return.

4. If upon inspection of the named drivers’ licences, they are found to be invalid or do not comply with the information stated on the booking form, you will forfeit the booking deposit and hire charges already paid.

5. Owner reserves the right to cancel a booking and prevent the hiring party from taking possession of the leisure vehicle and apply standard cancellation charges if sufficient documentation is not provided within the time frames specified, does not meet the conditions of this agreement, is not the same person named on the booking or is unable to operate the leisure vehicle.

6. The security deposit is fully refundable when the booking is cancelled.

Limitations & Liabilities

1. Owner accepts no responsibility for replacement leisure vehicle costs, travel or accommodation costs or any other loss claims arising from a leisure vehicle non-availability, breakdown or accident.

2. Owner will have no obligation whatsoever with regard to refunding any monies paid for campsites booked, events booked, travel booked, or any other circumstances.

3. A maximum of 1000 statute miles per week for hires within the UK and a maximum of 3000 statute miles for EU travel per booking. The statute miles travelled will be measured as recorded on the leisure vehicle’s milometer and £0.45 per mile will be charge for any mileage that exceeds these limits, unless agreed in writing by the Owner in advance.

4. In circumstances beyond our control if the leisure vehicle previously booked by the hiring party is not available due to accident, theft, weather conditions or any other reason or circumstances PWS Services will endeavour to supply a replacement leisure vehicle of similar size and specification. If this is not possible, we will refund all monies paid immediately.

Insurance

1. No one other than the drivers named in the proposal form may drive the hired leisure vehicle.

2. The leisure vehicle is comprehensively insured for the named drivers during the hire period only as detailed on the booking form. Up to two additional drivers can be added at an additional charge of £10 per driver per rental period. This must be agreed at time of booking.

3. A refundable security deposit is payable upon leisure vehicle pick up. In the event of an insurance claim against a 3rd party, the full security deposit may be taken to cover the insurance excess charges.

4. Any damage to the leisure vehicle during the hire period that is not covered by an insurance claim will be deducted from the security deposit, this will include any loss or damage to equipment.

5. Every accident, any damage or defect must be reported to Owner immediately by telephone +44 7756 297121 and by email to pwsserviceshire@gmail.com. An accident form may have to be completed at the end of the hire period. The Owner recommends taking photographs the time.

6. Any damage to tyres and any theft of personal property is not covered by our insurance and any such damage or loss shall be at the hiring party’s expense. Owner recommends that the hiring party takes out their own personal belongings’ insurance.

7. Driving by non-named drivers or late return of leisure vehicle renders the insurance invalid and the driver therefore commits an offense under the road traffic act and will be solely responsible for any damages or personal injuries incurred and the full security deposit will be retained.

Breakdown & Accidents

1. In the event of a breakdown or accident a recovery and repair service is provided for the leisure vehicle (details located in the leisure vehicle folder).

2. You are authorised to spend £100 on any necessary repairs and/or replacement parts, and we will reimburse you against a valid VAT receipt.

3. Any repair above £100 will have to be authorised by the Owner.

4. Any breakdown, malfunction or damage caused by your negligence must be repaired/made good at your own expense.

Pets

By prior arrangement, the owner allows up to two small dogs dependant on age and breed, so long as they sleep in their own beds and you use your own throws to protect the upholstery. A charge of £20 per pet will be added to your booking fees. The hiring party must ensure that the leisure vehicle interior is thoroughly clean and shows no signs of a pet having been in it upon its return for the next hirer.

Smoking

It is against the law to smoke in all hire leisure vehicles. A charge of £250 will be imposed if the hiring party or their guests have been smoking in our leisure vehicle. A maximum charge of the full security deposit could be imposed if damage is caused by smoking. Please note that smoking also includes the use of electronic cigarettes and vaping products.

Declaration

I as the hiring party, agree to take on the hire of the leisure vehicle subject to the terms and conditions contained herein, I hereby acknowledge during the currency of the hire agreement I shall be liable for any offence for all fixed penalty notices under the Road Traffic Offenders act 1991, including any parking / excess parking notices.

 

Name of insured driver/hiring party:

Occupation of hiring party:

Signature of hiring party:

Date of signature:

 

Appendix A – Proof of Address

 

You must provide a total of 2 proofs of address from the following: – 1x primary and 1x secondary, or 2x primary proof of address.

 

Primary Proof of Address:

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• Electricity

• Water

• Gas

• Broadband/Landline

• Council tax

• TV licence

• Bank Statement

• Credit card bill / statement

• Mortgage statement

• Polling card

• HMRC self-assessment / tax credit

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Secondary Proof of Address:

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• Student loan

• Shotgun licence

• Payslip

• Mobile Phone Bills

• Pension letters

• Car Finance Statement

• Loan Statement

• Property deed

 

An annual council tax bill will be accepted. All other documents must be dated within 90 days of the hire date. The address & name on your licence must match both documents.

 

 

Appendix B – Summary of Costs and Charges

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Pet fouling, excessive dirt or smoking - £250

Not returned with full fuel - £25 plus cost of fuel

Loss of ignition keys and fob - £300 plus recovery costs

Parking of 1 car on our premises - £5 per day

Letter of Authority - £25

Permission to travel outside the UK - £5/day for insurance and breakdown

Travel outside the UK without permission - £250 plus costs

Travel to Motorsport events or festivals without permission - £250 plus costs

Cleaning costs- general - £50/hr

Cleaning of unemptied/soiled toilet - £50

Cleaning of stained carpets/upholstery - £50

Cleaning of dirty hob, grill or oven - £50

Cleaning of fridge/freezer - £50

Late return of leisure vehicle (unless agreed) - £50/hr or part thereof

Speeding fines, congestion charges, ULEZ, Toll charges or any other fine for offences - At cost

Excess mileage fee, unless previously agreed - £0.45 per statue mile

Add additional driver (max two) - £10/driver/rental period

Pets (max 2 small dogs) - £20/pet/rental period

Nugget Plus drive away awning (optional) - £50.00 per rental period​​​