1. Definitions
• “The Company” or “The Owner” refers to Trek-Motorhome Hire, who is the owner of the vehicle, equipment and accessories being hired under this agreement.
• “The Hirer” means the person named in the Hirer Details section of the Rental Agreement.
• “The Vehicle, Equipment and Accessories” means the motorhome or campervan including supplied equipment allocated to the Hirer for the hire period.
• “Rental Period” means the agreed period between vehicle collection and return as stated in the Rental Agreement.
2. General Conditions
2.1 The Hirer acknowledges receipt of the Vehicle in the condition described in the Inspection Report on handover and confirms that all pre-existing damage has been recorded prior to leaving the Company’s premises.
2.2 The Hirer is responsible for all fines, penalties, charges or offences incurred during the Rental Period.
2.3 The Company will provide verbal and visual instructions on the operation of the Vehicle, and any necessary user manuals will be available within the Vehicle.
2.4 The Company confirms that the Vehicle is in roadworthy and maintained in accordance with the manufacturer’s service requirements.
2.5 The Hirer is responsible for ensuring the Vehicle is not overloaded and does not exceed the maximum gross vehicle weight. Any fines or penalties incurred as a result of overloading shall be the responsibility of the Hirer.
3. Rental Period
3.1 The Rental Period begins and ends on the dates and times stated in the Rental Agreement.
3.2 No refund will be given for early return of the Vehicle by the Hirer.
3.3 Should the hirer need to extend the rental period the hirer must contact Trek-Motorhome Hire to request an extension to the rental period. If a request to extend the rental period cannot be granted, then the vehicle must be returned on the date and time shown in the agreement details section.
3.4 If the Vehicle is not returned by the agreed time and no contact has been made with the Company, the Vehicle may be reported as stolen after a period of two (2) hours.
4. Minimum Hire Period
4.1 Minimum hire periods vary seasonally between three (3) and seven (7) days.
4.2 Where the Vehicle is hired for fewer days than the seasonal minimum, charges will apply for the full minimum hire period.
5. Insurance
5.1 Only approved drivers named on the Rental Agreement are insured to drive the Vehicle. Additional drivers may be allowed subject to licence and address verification checks and where necessary acceptance by the Insurance Company.
5.2 Additional drivers are subject to licence and address verification checks, insurer approval, and an additional charge of £10 per night per driver.
5.3 All drivers must be aged between 21 and 75 and complete a Hirer Declaration Form.
5.4 The insurance excess for any claim is £2,500
5.5 The Company accepts no responsibility for loss or damage to personal belongings left in or brought into the Vehicle.
5.6 The Hirer is strongly advised to obtain independent travel and excess insurance.
5.7 The Vehicle may only be used within England, Scotland and Wales unless prior approval and additional insurance have been obtained.
5.8 All accidents must be reported to the Company within 24 hours. Failure to do so may result in the Hirer being liable for all associated costs.
5.9 In the event of an accident, the hirer will take details of the incident and details of any witnesses to record it on the Accident Report Form supplied with the vehicle. Photo and video evidence is highly recommended.
5.10 The hirer agrees to co-operate fully until any insurance claim is settled and will indemnify the owner in full for any costs incurred until the insurance claim is settled.
5.11 In the event of theft, the Hirer must report the incident to the police immediately and provide a crime reference number. Failure to do so may render the Hirer liable for the full value of the Vehicle.
6. Vehicle Collection
6.1 Collection is by appointment only between 1pm and 3pm. Your appointment time will be agreed with you prior to the collection day.
6.2 All approved drivers must be present at collection with driving licences and a recent utility bill or bank statement dated within three (3) months.
6.3 While every effort is made to have the Vehicle ready on time, delays may occur. No refunds or extensions will be offered in such cases.
6.4 On collection, the company will perform the handover procedure which will involve walking you around the external and internal of the vehicle and identifying any known damage, along with showing you the onboard systems available in the motorhome and checking off all items included in the inventory list.
6.5 The Hirer shall sign the inspection report to accept the condition of the vehicle and the contents of the inventory list. Any additional damage identified by the Hirer must be informed to Trek-Motorhome Hire before you leave the premises.
6.6 Any damage identified after the vehicle has left our premises cannot be accepted by Trek-Motorhome Hire as being pre-existing damage.
7. Vehicle Return
7.1 The Vehicle must be returned by 11am on the agreed return date unless pre-paid or agreed.
7.2 Late returns will incur a charge of £50 per hour.
7.3 The Vehicle must be returned: a. With a full fuel tank b. Clean internally c. Wastewater and toilet cassette emptied (fine applicable) d. With all gas canisters present (where applicable)
7.4 Failure to meet return conditions may result in additional charges deducted from the security deposit.
7.5 Any damage identified on return requires immediate payment of the £2,500 insurance excess to the owner. If repair costs are less, the balance will be refunded after repairs are completed.
7.6 “The Owner” will endeavour to have the damage assessed for repair costs at the earliest opportunity but makes no guarantee for the time it will take to obtain estimated repair costs or have the repair work undertaken.
8. Parking
8.1 The Hirer may leave a personal vehicle at the Company’s premises of Trek-Motorhome Hire of the duration of the hire. Vehicles are left at their own risk. Trek-Motorhome Hire accepts no liability for loss or damage caused to the vehicle left on our premises.
9. Mileage
9.1 A mileage allowance of 150 miles per day applies, calculated cumulatively over the duration of the rental period. Mileage will be noted on the rental agreement at the time of collection and return.
9.2 If the mileage limit is exceeded, a charge of £1 per mile will be charged.
9.3 The Hirer may purchase the unlimited mileage option to the commencement of the rental period. Trek-Motorhome Hire will not accept requests to purchase the unlimited mileage option after the rental period has commenced.
10. Overseas Travel
10.1 Fully comprehensive insurance is included in the hire charge for travel to England, Scotland and Wales only. If you wish to take the vehicle outside of these countries, this must be agreed with Trek-Motorhome Hire prior to the commencement of the rental agreement.
10.2 If European travel is agreed, there will be an additional insurance charge which will include European roadside assistance. EU insurance cover is mandatory if you are taking the vehicle outside of England, Scotland or Wales and you will be in breach of these terms and conditions if you travel to Europe without it.
11. Smoking
11.1 Smoking and vaping are strictly prohibited in our motorhomes, which includes the use of electronic cigarettes.
11.2 Any evidence of smoke contamination within the vehicle will incur an additional charge of £500.
12. Fuel, Gas, Oil and Water
12.1 The Vehicle is supplied with a full tank of fuel and must be returned with a full tank of fuel.
12.2 Fuel shortages will incur a £25 surcharge plus fuel charged at £2.50 per litre.
12.3 The Hirer is responsible for routine checks of oil, coolant, water and tyre pressures for the duration of the hire. This should be done at every fuel filling (oil and water levels will be checked by the company before the vehicle is collected). If items such as engine oil and coolant are required whilst the vehicle is in your care, please contact us to authorise the purchase, and keep hold of the receipts to enable reimbursement. Trek-Motorhome Hire will not be able to reimburse any consumable costs without provision of a receipt.
12.4 The company will provide an initial supply of gas. The cost of refilling the gas cylinders during the period of hire will be the responsibility of the hirer, who shall ensure that the bottles of the same size and type are returned with the vehicle at the end of the rental period.
13. Payments
13.1 A non-refundable £250 deposit is required at booking. Once the deposit payment has been received, Trek-Motorhome Hire will issue a confirmation of the booking, at which time the booking becomes binding on behalf of the hirer.
13.2 Cancellation will be subject to our standard cancellation terms once the booking has been accepted by Trek-Motorhome Hire.
13.3 Full payment is due forty-five (45) days prior to the collection date as specified in the rental agreement. If the booking is made less than 45 days prior to the collection date, full payment must be made at the time of the booking. Trek-Motorhome Hire reserves the right to cancel the booking if full payment is not received by the due date. Any optional extras must be paid for by the time the vehicle is collected.
13.4 The hire vehicle will not be released to the Hirer without full payment of hire cost, and extras having been made.
13.5 Payments must be made by debit card, credit card or bank transfer only. Payments by cheque will not be accepted for any part of the booking or security deposit.
14. Cancellation
14.1 £250 deposit taken on the booking is non-refundable.
14.2 Any request to cancel the booking must be submitted in writing to Trek-Motorhome Hire. If the written request to cancel the booking is received by the company more than 45 days before the agreed collection date, the deposit will not be refunded. If written notice to cancel the booking is received less than 45 days before the agreed collection date, full payment of the hire costs of the duration of the hire period are payable.
14.3 We may agree to transfer the booking to an alternative date, but this will be at the discretion of Trek-Motorhome Hire and will be subject to availability. If agreed, only one transfer will be permitted.
15. Vehicle Availability
15.1 Trek-Motorhome Hire will make every effort to have your motorhome available for collection on the agreed date. If, due to circumstances beyond our control, the reserved vehicle is not available, the company reserves the right to offer an alternative vehicle.
15.2 If this is not available or acceptable to the hirer, the liability of the company will be limited to the full refund of any monies paid by the hirer, including the deposit. In these circumstances, Trek-Motorhome Hire accepts no responsibility to source alternative transport.
16. Animals
16.1 The hirer will not allow any animals to be carried in the vehicle without the prior agreement with Trek-Motorhome Hire.
16.2 If Trek-Motorhome Hire agree for the hirer to carry an animal, the additional pet surcharge must be paid. Failure to notify and obtain prior approval fromTrek-Motorhome Hire of a pet will be subject to a surcharge of £500.
16.3 Even if agreement has been received to carry animals, the hirer must NOT allow the animal on any of the soft furnishings within the motorhome. Animals must always be under control of the hirer, and local onsite pet policies of the campsite must be adhered to.
16.4 Pets must not be left unattended in the motorhome at any time. The hirer agrees to clean up any animal hair prior to return of the vehicle.
16.5 Failure to comply with this condition will result in additional cleaning costs deducted from your security deposit at the time of return. Any damage caused by an animal to the motorhome (including, but not limited to, the soft furnishings) will be charged for on return of the vehicle.
17. Liability
17.1 The hirer shall be responsible for damage caused to the vehicle, windscreens and tyres (including punctures) and shall be responsible for paying any costs incurred from such damage.
17.2 The hirer shall be responsible for any costs and expenses incurred as a result of any motoring offences committed during the period of hire, including, but not limited to, speeding offences, parking violations, congestion charges, toll charges and emission zone charges. Trek-Motorhome Hire will pass on the details of the hirer to the relevant authorities should they be required to do so under law, and the hirer will indemnify Trek-Motorhome Hire for any liability incurred.
17.3 The hirer shall be responsible for all the Company’s uninsured losses which may arise as a result of the hire.
18. Security Deposit
18.1 The hirer agrees to pay a security deposit of £1,000 prior to the collection of the hire vehicle. This may be paid by cash, debit or credit card. If payment is made by debit or credit card, this will be debited from the account.
18.2 The security deposit may be increased for certain events; this will be imposed at the discretion of Trek-Motorhome Hire.
18.3 The vehicle will not be allowed to leave without payment of the security deposit. The security deposit will be returned in full using the same method of payment made to pay the deposit on return of the vehicle, provided all terms have been adhered to.
18.4 Trek-Motorhome Hire reserves the right to deduct any additional charges from the security deposit at the time of return. If any of these terms are found to have been breached the hirer will be liable to pay the full excess of £2,500.
19. Governing Law
19.1 This contract shall be governed by and construed in accordance with English law and is subject to the jurisdiction of the English Courts.
