Terms & Conditions

Head Start Motorhome Hire Tel 07555419332

THESE TERMS AND CONDITIONS FORM A BINDING AGREEMENT BETWEEN HEAD START MOTORHOME HIRE and THE LEAD HIRER (the person who is named on all documents relating to the hire).

Head Start Motorhome Hire is also referred to as “HSMH” “Us” “Our” and “Operator” throughout.

Hirer is also referred to “Customer” “Client” and “You” throughout.

1. 1. CONTRACT BETWEEN CUSTOMER AND OPERATOR

By using the website www.Headstartmotorhomehire.co.uk and by taking a hire vehicle belonging to Head Start Motorhome Hire you are accepting these terms and conditions.

Please read this entire document thoroughly and carefully. If there is anything you do not understand or do not agree with, please speak to Paul or Karen of Head Start Motorhome Hire prior to making any bookings. Please also refer to the Privacy Notice on our website.

2. BOOKING CONFIRMATION AND PAYMENT

A payment of £200 is required up front to confirm the booking or full price of holiday if total is less than £200; this is non-refundable and enters the hirer and the operator into a binding contract for the hire. The balance is payable in full six weeks prior to day one of your hire, or at the time of booking if booked under six weeks from the start date.

A security bond / damages deposit of £700 or £1,000 is payable during the week leading up to your hire and you agree to HSMH retaining this after your return if damage is reported or discovered. This is explained in more detail in section 16 of these terms and conditions.

ACCEPTED PAYMENT METHODS: Bank transfer, credit/debit card via the Barclays payment gateway.

Any documentation you are requested to provide by HSMH must be received by the deadlines requested or within two days of booking if less than six weeks from the start date of your hire. This includes your driving licence number, licence issue number, a check code from DVLA and the relevant utility bills / proof of address documents. Proof of address documents are described more fully in section 17 of these terms and conditions.

Hirer is responsible for generating the DVLA check code from the DVLA website. Full instructions on how to obtain the check code can be found on the DVLA website. Please telephone us if you need assistance with this so that we can guide you through it or do it for you, as it is a strict requirement of the insurance company that this check be carried out, and we are not allowed to release the vehicle without it. Failure to provide full payment and documents as above will result in the booking being cancelled and the loss of any and all monies already paid. Drivers must be aged between 25 and 75 years of age and have held a full driving licence valid for the relevant vehicle for at least 2 years prior to the commencement of the hire. Drivers who passed their test after 1996 are restricted to the weight of motorhome they can drive, that being a maximum of 3500kg. All our motorhomes are within this weight. Drivers must be free of endorsements on their licence except for minor parking offences or speeding offences to a maximum of 3 points on their licence. If you and/or anyone applying to drive during the hire period has penalty points on your/their driving licence please tell us at the start of the booking process as some circumstances may mean an increased insurance fee and/or increased damages deposit.

Please note: driver insurance is not travel insurance. It is advised you take your own travel insurance out to protect your personal belongings etc.

Taking the motorhome outside of the UK is not allowed without prior discussion and may not be covered by any motor insurance.

3. CANCELLATION BY THE HIRER

All cancellations should be notified in writing to HSMH. Please call HSMH immediately to inform them as this will improve the chances of re-hiring and recovering any monies already paid.

PLEASE NOTE:

• If notification of your cancellation is received more than six weeks before the start date of your hire, you will be refunded in full less the booking deposit.
• If notification of your cancellation is received between 6 weeks and the start date of your hire, the total hire fee will be forfeited. However, HSMH will do all it can to re-hire the motorhome and if they are able to do so, you will be refunded up to a maximum of your total hire less your initial booking deposit, subject to the amount of time and money HSMH is able to re-hire the motorhome for and a reasonable administration charge.

Distance Selling Regulations: The Booking of a Vehicle hire online is protected, in part, by the distance selling regulations that protects and provides the Hirer with UK consumer rights. However, Motorhome hire is considered the same as booking for services such as car hire, booking a flight or theatre tickets, meaning it is exempt from the distance selling regulation protection that entitles the Hirer to a 7-day cooling off period. Therefore, once the Booking is confirmed by HSMH there is no entitlement to a refund if the Hirer subsequently cancels.

4. COLLECTION AND RETURN TIMES

Collections and Returns are to Head Start Motorhome Hire, Long Newton, Stockton on Tees. You may leave one vehicle here if required. If leaving a vehicle with us it will be at your own risk and you agree to leave the keys to your vehicle to enable it to be moved in case of emergency. Your keys will be stored securely in a safe in the HSMH property for the duration of your hire.

Unless otherwise agreed with HSMH, the motorhome will be available on the day of hire from the agreed time and location, and must be delivered back to the agreed time and location on the last day of hire. Please allow one hour for handover and demonstration of the vehicle on collection day and enough time on return of the vehicle to empty personal belongings. Vehicles must be returned clean, in the same condition as received on handover, with the toilet cassette emptied and rinsed out, waste/grey water emptied, one full gas bottle plus one part used gas bottle and a full tank of fuel (unless re-filling service has been requested). If this is not the case, a charge will be made. A guide to charges list of penalties is included in this document.

Nearest fuel is Penny Petroleum PB on A66 West bound or ESSO Sadberge, on A66 East bound (2 miles) Post Code DL2 1SZ

LATE COLLECTIONS If hirer arrives more than 30 minutes late for collection / handover a penalty of £20 will be applied per hour and per part hour. All drivers must be present for the handover and demonstration.

LATE RETURNS If vehicle is returned more than 30 minutes later than arranged, a penalty of £20 will be applied per hour and per part hour. Bearing in mind the necessary safety checks, vehicles need to be cleaned, maintained & ready for collection by the next hirer, timings are crucial to a smooth turnaround.

5. AVAILABILITY

Occasionally motorhomes are not available as agreed due to events beyond the motorhome operator’s control (see point number 6). If your booking must be cancelled (which HSMH reserve the right to do) HSMH will offer you the choice of an alternative, or, if no suitable replacement is available, provide a refund in accordance with point number 3: Cancellations.

6. EVENTS BEYOND OUR CONTROL

Events beyond our control occasionally affect bookings. When reference is made to such events in these Conditions of Hire, this means any event(s) or circumstance(s) which we could not, even with all due care, foresee or avoid. We cannot accept responsibility or pay any compensation, costs or expenses where the performance of your contract with the motorhome operator is prevented or affected or you otherwise suffer any loss or damage as a result of events beyond our control. This includes any delays to and/or restrictions to your hire to which you may be subject. However, if your booking has to be cancelled, we will of course offer you the choice of an alternative motorhome (if available) or refund as described above.

Extensive and methodical tests are carried out prior to each individual hire to ensure all systems are in working order at the start of the hire period. Should any item, including water, gas and electricity malfunction during the hire period this is beyond our control. There is a comprehensive user manual in the motorhome at all times to guide the hirer as well as free phone number and emergency telephone number supplied. We also provide informational videos via WhatsApp which can be viewed at all times, indeed hirers are encouraged to watch these prior to collection to assist in learning and a timely handover.

7. SUITABLE PERSONS

The motorhome operator has the right to refuse to hand over a motorhome to any person who, in the reasonable opinion of the motorhome operator, is not suitable to take charge. In such cases, all hire charges paid will be forfeited, and the motorhome operator has no further liability. We do not usually allow same gender groups to hire our motorhomes, but some circumstances do permit therefore please telephone us in the first instance if you wish to apply for a same gender group holiday (Hen or Stag Holidays).

8. PETS

Pets are accepted, but strictly limited to a maximum of 2 dogs (sorry no cats), at the discretion of HSMH, where permission has been sought prior to booking. If you wish to bring a pet along, please ensure our upholstery is covered at all times and they are not allowed on beds. Dog Seatbelts can be supplied on request but it is preferred to use your own travel safety cages.

9. SMOKING

Smoking in the motorhome is not allowed, any infringement will incur a full deposit forfeit. It is illegal to smoke in a commercial vehicle.

10. BED LINEN AND TOWELS

Bed linen and pillows are not provided. Mattress protectors are supplied and must be used at all times to cover and protect the upholstery whilst sleeping. These should be covered with either HSMH or the hirers own clean bottom sheet and clean top bedding or clean sleeping bags. An absorbent mat is supplied for the washroom and should be used to protect the fragile floor.

11. RENTAL PERIOD

You will have responsibility and full use of the vehicle for the rental period shown in the agreement. If the vehicle isn’t returned on time, you are breaking the conditions of this agreement which may invalidate the insurance. See item no.4 for collection and return times.

This vehicle is not insured or permitted to be used at music festivals.

12. RESPONSIBILITIES OF THE HIRER

• Hirer must look after the vehicle and the keys to the vehicle.
• Hirer must keep vehicle locked when not in use, and use any security device fitted to or supplied with the vehicle.
• Hirer should always protect the vehicle against bad weather which can cause damage.
• Hirer should make sure that the correct fuel is used.
• Hirer is responsible for any damage to the vehicle caused by hitting low level objects, such as bridges or low branches.
• Hirer should not sell, rent or dispose of the vehicle or any of its parts.
• Hirer must not give anyone any legal rights over the vehicle.
• Hirer should not let anyone work on the vehicle without HSMH’s permission. If HSMH do grant permission, a refund will be given if a receipt for the work is provided. Receipts will be checked.
• Hirer must let the operator know immediately of any fault in the vehicle or any damages or breakages, however small. Regardless of any blame, we need to be prepared if items need repairing or replacing for the subsequent hire.
• Reporting faults, damages or breakages prior to returning the vehicle will save you money as penalties are applied if you do not report them.
• Hirer should return vehicle to the place agreed, at the time agreed and remain responsible for the vehicle until this time. The operator must see the vehicle to check that it is in good condition.
• Hirer will be responsible for payment of repairs if: The vehicle needs more than standard changeover valeting (cleaning) including upholstery, furniture & floors
• Hirer has damaged any part of the vehicle, inside or out, habitational or mechanical
• Hirer should return vehicle empty of personal belongings.
• Hirer is responsible for any loss or damage including that caused by neglect, misuse, accident or not your fault.
• If the hirer is found to have damaged the vehicle through negligence, and/or no other vehicle was involved, the hirer will be responsible for FULL RECTIFICATION COSTS.
• Items not covered by insurance include; interior fitments, spills or damage to upholstery, front and rear bumper, over-cab mouldings, any part of the motorhome over 7ft, roof lights, windows, wing mirrors and external doors, vehicle engine, incorrect fuel or fuel contamination, fuel in the fresh water system and running out of fuel, fresh water in the fuel system and all charges resulting from these points.

PENALTIES PER HIRE

• Toilet un-emptied and/or un-cleaned £50
• Damaged or stained furniture /upholstery each £50
• Missing or broken fixtures & fittings each £50
• Missing or broken contents each £50
• Collection over 30 minutes later than arranged £50
• Return over 30 minutes later than arranged £50
• Deep clean to remove evidence of smoking Deposit forfeited
• Excessively dirty motorhome Deposit forfeited
• Lost Keys £150 each
• Excessive damage to interior or exterior Deposit forfeited
• Any incident resulting in an insurance claim Deposit forfeited
• Vehicle taken outside mainland UK or to Scotland Deposit forfeited
• Vehicle abandonment Deposit forfeited
• Unreturned memory device / Fire Stick each £50
• The cost of damages to any part of the vehicle not covered by the insurance will be deducted from the £700 security deposit. If the cost of damages exceeds the £700, hirer is liable to pay up to a maximum of £2000 and will be invoiced accordingly for the outstanding amount. In the event of any damages that are covered by the insurance, £1200 will be required to be paid by the hirer for the insurance excess and administration. Claiming on the insurance will be at the Operator’s discretion. In the event of an insurance claim and there being further damages not covered by the insurance, hirer will be liable to pay additionally up to a maximum of £2000.

HSMH has an appointed garage where all mechanical works are carried out. This is because an arrangement is in place whereby the appointed garage will carry out the work at short notice to prevent any interruption to subsequent hires.

13. CONCEALED DAMAGES DISCOVERED AFTER HIRE

Hirers are responsible for any breakages or damages that were concealed and not reported upon return of the vehicle. Extensive checks are carried out but it is not always possible to discover every fault until the vehicle is demonstrated at the handover of the next hirer, and sometimes at the start of the next hirer’s holiday. If a fault is discovered at this point you will be invoiced and expected to pay by the deadline given as part of these terms and conditions. If you find a fault, damage or breakage that you believe to have been caused by a previous hirer you have until 24 hours from your collection to report it to us.

14. CONDITIONS FOR USING THE VEHICLE

The vehicle must only be driven by named drivers on the hire insurance policy. Anyone driving the vehicle must have held a full valid driving licence for at least 2 years.

 All drivers must not:

• Use the vehicle for hire or reward;
• Use the vehicle for any illegal purpose;
• Drive in excess of speed limits; 60MPH limit on Dual carriage ways.
• Drive on any roads/surface other than sealed tarmac or hard standing/solid ground;
• Use the vehicle for racing, pace making, testing the vehicle’s reliability and speed or teaching someone to drive;
• Drive on beaches or bogged grass/fields or submerse in water or saltwater;
• Use the vehicle while under the influence of alcohol or drugs;
• Drive or take the vehicle outside of mainland UK;
• Overload the vehicle;
• Carry on board any fireworks, corrosive or flammable products, gases and hazardous liquids other than gas canisters in the sealed compartment, this includes bar-be-que lighting fluid and self-lighting/disposable bar-be-ques;
• Hide or conceal any damage that has occurred by yourself to any part of the vehicle especially in instances where damage may not be instantly visibly obvious.

The total number of people that can be carried in the vehicle is limited to the total number of seatbelts fitted. This is a legal requirement – do not carry anyone who is not using a seatbelt.

15. CHARGES

Charges are based on the HSMH price list at the time of booking. Hirer will be charged for:

1. The rental and any other charges we work out according to this agreement.
2. A charge for any loss or damage to the motorhome including that caused by neglect, misuse, accident or not your fault, subject to the cover provided by the hire insurance.
3. Any charge for loss or damage resulting from hirer not keeping to condition 12.
4. You must empty and rinse out the toilet cassette at the end of the hire period. There is a £50 charge for un-emptied / un-cleaned cassettes. Do not leave water in the cassette or it will be assumed it was not fully emptied.
5. An optional refuelling service charge of £20 can be arranged if you feel you will not have time to fill the tank with fuel, plus the cost of the fuel (£70 per half tank) (these are deducted from the damages deposit refund). This ensures that every hirer has a full tank of fuel to begin their holiday.
6. Two gas bottles will be supplied, one full and one part used. Gas is pre-paid with your hire fee therefore you do not need to replace an empty bottle. Please do however ensure it is empty before changing over and report the empty bottle upon your return.
7. All fines and costs (including court costs) for parking, traffic or other offences, congestion charges, (including any costs which arise if the vehicle is clamped). You must pay the appropriate authority any fines and costs when the authority demands. If you do not, you will be responsible to pay any costs and reasonable administration charges which arise when HSMH deal with these matters.
8. Any charges arising from Customs and Excise or Immigration Authorities seizing the vehicle, together with a loss-of-income charge while the Operator cannot rent out the vehicle and any refunds owed to hirers who cannot use the vehicle whilst it is seized, if and when HSMH demand this payment.
9. Any published or agreed rates for delivering and collecting the vehicle
10. Interest which will be added every day to any amount you do not pay on time, at the rate of 4% a year above the base lending rate of Barclays Bank from time to time.
11. Value added tax and all other taxes on any of the charges listed above, as appropriate. You are responsible for all charges, even if you have asked someone else to be responsible for them.
12. Any other fees/charges including costs incurred by HSMH as a result of breach of these terms & conditions.
13. Daily rental period costs for loss of hire if a vehicle is off hire for accident repairs as a result of damage by you.

BE AWARE THAT IF YOU RENDER THE VEHICLE AS UNFIT OR UNAVAILABLE FOR HIRE FOR ANY HIRES AFTER YOURS, YOU WILL BE RESPONSIBLE FOR THE COST OF ANY REFUNDS OWED TO THOSE FUTURE HIRERS.

16. SECURITY BOND (DAMAGES DEPOSIT)

A security/damage deposit of £700 is payable before collection of the motorhome. Damage to the motorhome (externally, internally or mechanically) will be deducted from this deposit to cover costs of repairs/fitments or the insurance claims excess as described in these terms and conditions.

You agree that the deposit is payable in full as a condition of hire, payment to be made to HSMH 7 days prior to collection of the vehicle. Damages deposit is collected via Barclays Holding App during the week prior to collection of the vehicle. You agree to the damages deposit being retained by HSMH if, on return of the hire vehicle, it is found that damage or losses have been incurred. In such an event, the deposit is retained by HSMH who will place it in its account until the claim or dispute is settled. The amount for the repair/s or item/s will be kept by HSMH with the balance of the deposit (if any) refunded to you. The damages deposit will be returned in full to the hirer if it is found that there is no damage to the vehicle upon completion of full inspection and subject to other penalties or pre agreed arrangements, such as fuel refilling fee for example.

17. THE HIRE INSURANCE

The motorhome is insured for the period of the hire (except in the event of negligence). Driver insurance is not travel insurance and we advise that you purchase specific travel insurance for the duration of your hire. You also agree to the following rules dictated by our insurance:

Hirer agrees to operator verifying the identity and permanent address of all and any permitted driver by taking and retaining copies of the following documents from each hirer/driver:

• Driving Licence Photo Card
• Online DVLA Licence Check
• TWO separate utility bills (Excluding Mobile Phone Bills) which must be dated within 90 days of the hire start date. Full details of utility bills accepted for insurance are listed in the ‘hire procedure checklist’ which can be downloaded from the HSMH website. Please, at the time of booking, ensure that each driver will be able to produce these. There are no exceptions to the accepted documents and failure to produce the correct proof of address documents when they are requested will result in loss of hire without refund.

The vehicle shall not be let out on hire to, or be driven by:

1. Persons who have been convicted of an offence in connection with the driving of a motor vehicle or motorcycle and/or have had their licence endorsed or suspended or more than 6 penalty points imposed. Spent convictions covered by the Rehabilitation of Offenders Act 1974 may be disregarded at the discretion of the operator.
2. Persons who had their insurance declined and/or renewal refused and/or special insurance terms imposed as a result of claims experience and/or have had their insurance or cover cancelled by any motor insurer.
3. Persons engaged wholly or partly in professional entertainment or professional sports persons.
4. Jockeys and persons connected with racing of any sort.
5. Persons who, whilst driving, have been involved in more than one accident during the past 3 years.

The vehicle may only be driven by hirers and other permitted drivers who have completed a driver submission form and signed a hire agreement. These documents must be completed by the hirer and other permitted drivers in all respects.

The vehicle shall not be used for the carriage of goods of an explosive, dangerous or hazardous nature or for the carriage of goods or passengers for hire and reward.

Items not covered by insurance: Overhead cab damage, gross negligence, internal damage, associated damage costs, windscreen and windows damage, wingmirror damage, tyre damage, fuel tank contamination, fresh water tank contamination.

18. WHAT TO DO IF YOU BREAK DOWN

No responsibility can be accepted by HSMH for any loss or damage or expense which occurs as a result of any defect or breakdown unless it is due to a proven reason of the operator’s failure to adequately maintain the motorhome in a fit state and condition. If you do breakdown, you should contact the breakdown service that covers the vehicle and inform HSMH immediately – details in the hiring manual which is stored in the vehicle and pointed out to the hirer during the handover.

19. WHAT TO DO IF YOU HAVE AN ACCIDENT

No responsibility can be accepted by HSMH for any loss or damage or expense which occurs as a result of any accident, regardless of blame. If you have an accident, you must not admit responsibility. You should obtain and record the vehicle registration number, insurance company, names and addresses of everyone involved and inform them that any future correspondence with them or their insurers should be addressed to HSMH. You should also record the names and addresses of any witnesses. Accident forms are available in the hirer’s manual for keeping records and noting down details. You must also:

• Make the vehicle secure
• If appropriate and safe to do so take photographs
• Tell the police straight away if anyone is injured or there is a disagreement over who is responsible; and
• Contact HSMH as soon as you can safely do so You must produce an accident report and send a copy to HSMH, the form is provided in the hiring pack. You will also be required to assist HSMH in handling any claim that should arise.

20. WINDSCREENS AND TYRES

You are responsible for any damage to windscreens and windows, punctures or other damage to tyres during the period of the hire. Where possible it should be repaired or replaced as appropriate with genuine manufacturer’s parts, and paid for by you at the time. You should contact HSMH to seek instructions before carrying out the repair. Failing this, an amount will be deducted from your deposit against damages for the cost of the repairs. Do not attempt to drive a damaged motorhome, please telephone HSMH for advice.

21. INFORMATION

If you break the agreement, we can give the information you have provided to credit reference agencies, the Driver and Vehicle Licensing Authority (DVLA), debt collectors, the police and any other relevant organisation. We can also give this information to the British Vehicle Rental and Leasing Association (BVRLA), who can pass it on to any of its members for any purpose stated in the Data Protection Act 1998.

22. ENDING THE AGREEMENT
23. If you are a consumer, we will end this agreement straight away if we find out that your belongings have been taken away from you to pay off your debts, or a receiving order has been made against you. We will also end this agreement if you do not meet any of the conditions of this agreement.
24. If you are a company, we will end this agreement straight away if:

• You go into liquidation;
• You call a meeting of creditors;
• We find out that your goods have been taken away from you until you pay off your debts;
• You do not meet any of the conditions of this agreement

1. If we end the agreement, it will not affect our right to receive any money we are owed under the conditions of this agreement. We can also claim extra costs from you if you do not meet any of the conditions of this agreement. We can repossess the vehicle and charge you if we do this.
2. GOVERNING LAW

This agreement is governed by the laws of the country in which it is signed. Any dispute may be settled in the courts of that country.

24. PANDEMIC OR INFECTIOUS DISEASE

Pandemics can cause sudden, widespread morbidity and mortality as well as social, political, and economic disruption in the event of pandemic or infectious disease being identified. We reserve the right to close our operation down for an unlimited time after taking expert advice (normally the Government’s recommendations).

25. FULL TERMS & CONDITIONS

Full terms & conditions are published on our website at all times. Motorhome Hire driver insurance is not travel insurance and therefore it is strongly recommended that you take out your own personal travel insurance policy to cover all eventualities as HSMH does not cover this. HSMH own all their vehicles themselves and are not an agent for private owners’ motorhome rentals. HSMH reserve the right to amend these Terms & Conditions at any time and without notice. Accepting these terms and conditions does waive any right to sue HSMH for loss of hire/holiday and any associated costs. By booking your motorhome hire with HSMH you are agreeing to all the Terms and Conditions above. You are also authorising HSMH to irrevocably recover any monies due to them from damages deposits, credit/debit card details or cash bond in the event of any damage/loss incurred to the motorhome whilst on hire to you.

Many thanks for reading this document in full as required.

Signature of Driver One and Main Hirer who accepts all of the above and holds him/herself responsible:

Signature: __________________________________________________________________

Print Name: _______________________________________________________

Signature of Drive Two who also accepts all of the above terms and conditions holding him/herself jointly responsible.

Signature: __________________________________________________________________

Print Name: ________________________________________________________

Names of all other occupants using the hired vehicle – regardless of age:

__________________________________________________________________

__________________________________________________________________