Campervan Terms & Conditions

Contract

The Contract for your campervan rental will be between the owners of Coedmor Cottages (hereafter referred to as “us” or “we”) and the customer hiring the campervan and all members of the holiday party (hereafter referred to as “you” or “your” or “the hirer”) under the following booking conditions. UK law will govern the Contract. We hire the Campervan to the hirer subject to this agreement. By signing a copy of these terms and conditions the hirer confirms that they will strictly comply with the terms of the agreement between us. The hirer must not transfer, assign, or sublet the benefit of the agreement, or claim in any circumstance to own the vehicle or to have rights over it beyond those conferred by this agreement. We permit the hirer to use the vehicle only upon the terms and conditions of this agreement.

The contract of hire is provisional until we have received your deposit and confirmed your booking by email. The contract will be subject to all these booking terms and conditions, and must be complied with.

The party leader must be at least 25 years of age at the time of booking and the booking must list the party leaders name and address as well as the number of accompanying adults.

Bookings, Deposit and Payment

Bookings can be made by using the Coedmor Cottages website booking system or by email and telephone.

Telephone and email reservations are held for three days only, pending receipt of a deposit.

Hire Charges & Payment Terms

Vehicle Hire Charge means the hire charge including the Vehicle Insurance and any Optional Extras for the purpose of the hire of the campervan for the duration of the hire period.  The Vehicle Hire Charge does not include: Insurance Surcharges (if applicable) or Security Deposit. 

A booking deposit payment of 30% of the hire charge must be paid at the time of making the booking. Written confirmation will then be sent of the booking.

Payment of the balance due plus the cost of any Optional Extras is payable no later than 35 days before the hire commencement. If the booking is made within 35 days of the hire commencement, then payment will be due in full immediately.

The Security Deposit of £750.00 must also be paid prior to the hire commencement.

We reserve the right to cancel the booking if the final payment is not received 28 days before the hire commencement date.

Optional Extras include but are not limited to Awning, Bedding, Towels, Porta Potti, Privacy Tent.  All Optional Extras must be paid in full 35 days prior to the hire commencement. 

Cancellations

a) Cancellation by you

*Special Terms during the Coronavirus Situation*

Our usual Terms & Conditions (below) are more relaxed while the Coronavirus Pandemic is still a risk to being able to travel. If you need to cancel your booking because of any type of lockdown or travel restrictions, local or nationwide we will refund any money already paid or transfer it to a future booking.

Our usual Cancellation Terms where travel restrictions or lockdown or is not a factor:

If you change your mind or are unable to travel and would like to cancel your booking, please contact us by phone or email as soon as possible.

More than 35 days notice of cancellation:

On receipt of written cancellation we will endeavour to re-book the campervan for the rental period and, if successful for the whole or part of the period, we will refund up to 70% of your deposit payment (depending on whether all cancelled days are rebooked).

35 days or less notice of cancellation:

The full deposit is forfeited. If you cancel the booking for any reason following payment in full for the rental, the entire sum paid is forfeited.

If at all possible we will attempt to re-book your hire dates and if we are successful we will refund you the final hire price (which may be less than you paid if we need to offer late booking discounts to fill the dates) less the non-returnable initial deposit.

Please note that any refund given to you when cancelling your reservation may be subject to deductions, as set out in these terms.

Any refund under this clause will be made within 14 days of the dates being rebooked.

b) Cancellation by Us

If, due to circumstances beyond our control, we have to cancel your booking, you shall be refunded the full amount of the booking in an equal amount to time remaining. We cannot, however pay any compensation or expenses as a consequence of such an event.

If our performance is hindered or prevented by a Force Majeure Event (please see definition below), we will, at our sole discretion, offer you:

a full refund; or

alternative holiday dates; or

such other remedy as we consider appropriate with regard to the circumstances.

In this contract, a Force Majeure Event means any of the following circumstances which may hinder or prevent the performance of the contract, including but not limited to:

Acts of God, flood, drought, earthquake or other natural disaster;

Epidemic or pandemic;

Terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;

Nuclear, chemical or biological contamination or sonic boom;

Any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent;

Collapse of buildings, fire, explosion or accident;

Any labour or trade dispute, strikes, industrial action or lockouts;

Non-performance by suppliers or subcontractors.

Any refund under this clause will be made within 14 days of the cancellation.

We strongly advise that customers take out a travel insurance policy which covers booking cancellations. This is available at very affordable rates, and gives you the peace of mind that you will get your money back if YOU need to cancel your holiday.

Terms of Use

PICK UP & DROP OFF

You may pick up the campervan between 14.00 and 18:00 on the first day of the hire period from Coedmor Cottages Headquarters. Please allow around 1 hour for the handover process. Before you can depart with the vehicle you must review and sign the rental agreement form. By signing the rental agreement form, hirers accept the conditions set out in this document. The hirer is advised to check the vehicle thoroughly before leaving Coedmor Cottages HQ.  The breakdown or malfunction of equipment, after the vehicle has left the premises will not be accepted as reason to abort or cancel the Rental Agreement; any such fault will be rectified as soon as possible.

On collection of the campervan, hirers must present:

  • Photo card drivers’ licence (address & ID must be up to date)
  • Two proofs of address from separate sources dated within 90 days of hire date. (Annual Council tax bill can be within 12 months of hire date).
  • Valid Driving License Check Code. This can be obtained online here: Create a License Check Code

We reserve the right to cancel the hire if at the commencement of the hire the driver’s license is invalid or not in accordance with the conditions set out above.  In these circumstances the total hire charge will be forfeited.

The campervan must be returned to Coedmor Cottages Headquarters and be emptied of all your belongings by 11am on the final day of hire.

No refund is given for the early return of the vehicle.

Should the late return of the vehicle make us liable for extra costs (e.g. compensation for the next customer), we reserve the right to pass on these costs to you.

THE HIRER/DRIVER

The insured vehicle shall be driven only by the hirer or other permitted driver who has completed and signed the Rental Agreement Form immediately prior to any hiring.

1) The Insured Vehicle shall not be let out on hire to or be driven by: –

a)  Hirers under 25 or over 75 years of age unless otherwise agreed by the Insurer.

b)  Hirers who haven’t held a full valid driving licence for 2 years.

c) Persons who have been convicted of an offence in connection with the driving of a motor vehicle or motorcycle and/or have had their driving licence endorsed or suspended or more than 6 penalty points imposed.

d) Persons who have had driving restrictions imposed on them by the DVLA a doctor or GP due to a medical condition.

e) Persons who have 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.

i) Persons who, whilst driving, have been involved in more than one fault accident during the past 3 years.

SECURITY DEPOSIT

On collection of the vehicle, customers must pay the £750 refundable security deposit. This deposit is taken as security to cover:

  • Damage, whether negligent, wilful, accidental or otherwise to the van or it’s fixtures and fittings
  • Any penalty charges incurred during the period of the vehicle hire (parking tickets, speeding fines, toll road charges etc.)
  • Late return fee
  • Fuel refill charge
  • Valeting fee
  • Lost keys

The hirer must irrevocably authorise us to deduct from the security deposit any amounts due by the hirer to us arising out of this agreement. If the cost of repair exceeds the security deposit, the balance of repairs shall be passed on to the hirer

The security deposit will be refunded in full within 7 working days of the campervan and any hired optional extras being returned on time, to the correct location, undamaged, with a clean interior, a full tank of fuel and all fixtures and fittings present and in good condition.

We reserve the right to retain

  • A late return charge of £50.00 per hour or part thereof if the van is returned after the agreed drop-off time.
  • A fuel refill charge covering the cost of fuel to refill the tank plus a £20.00 collection fee.
  • An £80.00 valeting fee if the campervan is not returned in a clean and tidy condition.
  • A fee of £30 will apply if the Porta Potti has been hired and has not been emptied and cleaned before returning to Coedmor Cottages HQ.

HIRER RESPONSIBILITIES

The hirer is responsible for

  • Driving the vehicle in a careful manner in accordance with the law
  • Any damage to the vehicle, or its fixtures and fittings, during the hire period
  • Ensuring the vehicle is filled with the correct fuel (diesel).
  • Lost or damaged keys
  • Following all health and safety guidelines when operating the vehicle or using the fixtures and fittings
  • Informing us of any accidents or breakdowns as soon as is reasonably possible
  • Returning the vehicle at the agreed time

The hirer must not

  • Allow the vehicle to be driven by anyone other than named drivers
  • Drive otherwise than in a cautious, prudent and normal manner
  • Use the campervan in a manner that could cause damage to it or the hired contents
  • Leave the campervan with the ignition key in the vehicle while it is unoccupied – vehicle keys are the responsibility of the hirer throughout the entire hire period detailed in the contract. You must ensure that keys are safeguarded at all times and are not left in or around the vehicle whilst unattended. If the vehicle is stolen whilst the keys are left in the ignition, you as the hirer will be responsible for the entire loss as you are in breach of the terms and conditions outlined in the contract
  • Carry more than 2 persons in the vehicle
  • Take the vehicle abroad without permission
  • Take the vehicle to festival events without permission
  • Use the vehicle ‘off road’
  • Drive in a prohibited area
  • Damage by submersion in water or contact with salt water
  • Use the campervan for any illegal purpose
  • Use the campervan for racing, rally or contest
  • Use the campervan to carry volatile liquids, gases, explosives or other corrosive or inflammable materials
  • Tow other vehicles
  • Overload the vehicle or load insecurely
  • Drive when under the influence of drugs or alchohol
  • Take animals in the vehicle other than one small/medium size pet dog.
  • Smoke in the vehicle
  • Use the vehicle for hire or reward

OUR RESPONSIBILITIES

We are responsible for

  • Maintaining the vehicle to a high standard and ensuring to the best of their ability that the vehicle is roadworthy and ready to rent at the start of the agreed hire period with up to date MOT
  • Ensuring the hirer is shown how to use the vehicle safely and responsibly prior to departure
  • Ensuring the campervan has everything that should be included and any optional extras that have been paid for.
  • Ensuring the vehicle is fully insured
  • Providing breakdown cover
  • Providing safety equipment – carbon monoxide detector / fire extinguisher / fire blanket / first aid kit

BREAKDOWN, ACCIDENTS AND INCIDENTS

In the event of a mechanical breakdown, AA Breakdown Cover is provided.  The hirer must call 0800 887 766 for assistance and also let us know as soon as possible. The hirer must not attempt to carry out their own repairs. If mechanical breakdown results in a shortened holiday, we will refund each complete day of non-use.  We shall not be held liable for any losses incurred e.g. missed ferry crossings, booked activities, accommodation, replacement vehicle costs or any other consequential loss claims arising from campervan breakdown or accident. Hirers are advised to take out their own travel and personal effects insurance.

In the event of an accident, the hirer must

  • Notify us as soon as reasonably possible
  • Obtain the names and addresses of any third parties and witnesses
  • Note the registration number and insurance details of any third party
  • Take photographs of any relevant evidence where possible
  • Make no admission of liability or offer settlement payments to other parties
  • Assist us in handling any arising claim
  • Agree to indemnify us if any third party suffers death, personal injury or damage to property caused by use of the vehicle that involves a breach by any driver, of any of the terms and conditions of this agreement, or the terms of our insurance policy

In the event of vehicle theft or criminal damage to the campervan a Police Incident number must be obtained and we must be informed as soon as possible.

Incidents caused through negligence are not covered by our insurance policy and will automatically be charged to the hirer:

  • Wrong fuel
  • Damage due to kitchen fire
  • Loss of keys
  • Vehicle or content theft due to leaving vehicle unlocked and unattended
  • Overhead damage

Minor repair goods (i.e. replacement bulbs, wiper blades or fuses) may be purchased by the hirer – maximum spend £50 without prior consultation; only on presentation of valid receipts will we reimburse the hirer.

The hirer is liable as the bailee of the campervan in respect of any fixed penalty offence committed in respect of the campervan under the Road Traffic Act 1988 and Road Traffic Offenders Act 1988; any excess parking charge which may be incurred in respect of the campervan in pursuance of an Order under Sections 45 and 46 of the Road Traffic Regulation Act 1984 or the Road Traffic Act 1991 during the period of hire. All parking, road-traffic or other legal violations are subject to a minimum £30.00 administration fee in addition to the fines imposed.

SMOKING POLICY

We  operate a strict NO SMOKING policy in our campervan. This includes smoking in the driving cab, the living area, immediately outside the doors or in the awning if it is hired.

PRICES

Prices are subject to change without notice, however, those confirmed upon booking will always be honoured. Your rate will be confirmed at the time of booking; we cannot change the rate or terms of your stay once a booking has been confirmed. No quotes will be guaranteed until a deposit payment is made.

We reserve the right to amend prices of available weeks and to offer special rates as needed to maximise bookings – discounts cannot be offered for hire prices already confirmed.

TERMINATING THE AGREEMENT

The hirer acknowledges that we may terminate this agreement and repossess the vehicle at any time, without notification to the hirer, and that the hirer will pay any reasonable costs of repossessing the vehicle in the event that

  • They are in breach of any term of this agreement
  • They have obtained the vehicle through fraud or misrepresentation
  • The vehicle appears to be abandoned
  • The vehicle is not returned on the agreed date
  • We consider, on reasonable grounds, that the safety of passengers or the condition of the vehicle is endangered

PERSONAL PARKING

Parking for 1 vehicle at Coedmor Cottages HQ is permitted during the hire period, however we accept no liability whatsoever for any loss or damage caused to your vehicle or contents. The customer is responsible for ensuring that their vehicle is appropriately insured.

PETS

We accept bookings with one small/medium size dog. Your dog must not be left alone in the campervan at any time.

COMPLAINTS

Every effort is made by us to ensure that you have an enjoyable trip. However, if you have any problem or cause for complaint, it is essential that you contact us immediately to give us the chance to resolve it. Complaints which are not reported immediately, during the holiday, will not be entertained subsequently and certainly not after the end of the hire period. No correspondence will be entered into in respect of complaints made on the day of departure or after your return home, when no opportunity has been provided for us to rectify the problem. We value your custom and want you to return for another trip so we will always do whatever we can to help.

PRIVACY POLICY

As part of the booking process, we will collect personal information such as your name, email address, postal address and telephone number. This information is necessary for booking and insurance purposes. None of this information will be passed on to any third parties (other than our insurance company). Payment details are processed through a secure system.