Chill Time Campers Ltd Terms and Conditions
Hire Rates Quoted Include:
VAT @ 20%
Unlimited miles
UK Standard vehicle insurance*
UK Standard equipment and breakdown**
* Insurance loading. In some cases, Chill Time Campers will incur additional charges if the driver to be insured has a traffic conviction or has made a claim in the last three years. These charges will be passed onto the customer.
**Chill Time Campers will supply full UK breakdown cover to cover any mechanical faults to the base chassis of the motor home. Any call out charges necessitated by the client through operator error, e.g., a flat vehicle battery, wrong or insufficient fuel, keys locked in motor home etc will be the responsibility of the client.
Drivers
Drivers must have held a full valid driving licence for more than two years that entitles them to drive a UK category B vehicle up to 3500kg GVW.
- Non-UK drivers must present an international driving permit, alongside their standard driving licence. This must be issued in the country of your standard licence and confirm that you are entitled to drive a UK category B vehicle of up to 3500Kg.
- They must be aged between 25 – 65 years old.
- Have not had their licence suspended for any period during the last three years.
- Have not been involved in more than one fault incident with the last three years.
- Have no more than two convictions with a maximum of 3 points per conviction.
- Have not obtained a BA, DD or UT conviction.
We will require, for insurance purposes a copy of all drivers driving licences registered to their home address as well as a passport.
Also 2 forms of address verification (such as utility bill, bank statement, less than 3 months old)
We are required to undertake a DVLA Licence check prior to the vehicle being collected. For this, your licence and National Insurance number will be needed.
Drivers are personally liable for all legal penalties (e.g., parking tickets, congestion charges, speeding fines) which are incurred during the period of hire.
All drivers must be present at checkout of the motorhome.
Insurance Excess/Security Deposit
There is a refundable £1000 security deposit payable by credit or debit card upon collection of the vehicle. This will be debited from your account immediately and is to cover the insurance excess and damage deposit. The card should be in the lead driver’s name. This is fully refundable within 7 working days of return of the vehicle to the agreed location, on the agreed date and time, in the same condition as it was let out to you.
Should any damages or costs exceed the security deposit, the customer will be responsible for settlement of all additional costs over and above the security deposit value within 7 days of being notified of the cost.
Chill Time Campers reserves the right to increase the security deposit for specific events e.g., some sport events, festivals or any other hire where the motorhome is carrying 4 or more adults. Failing to disclose at the time of booking the intention to visit one of the above will result in a £250 charge.
Payment
A reservation is only binding after it has been confirmed by Chill Time Campers and a deposit payment of 30% of the total hire cost has been received at the time of booking online. Our full terms and conditions including cancellation policy apply from this point onwards. A booking confirmation will be sent via email and will have our terms and conditions attached. Settlement of the remaining balance will be due six weeks prior to departure.
Chill Time Campers reserves the right to cancel the booking if payment is not received six weeks prior departure.
Payment is accepted by credit card (Visa or Mastercard), debit card and bank transfers.
For late bookings (less than six weeks prior to departure) the full rental price is payable on booking. Vehicles will not be released without full payment being completed.
Cancellation and Refunds
Cancellations must be submitted in writing.
Cancellations will incur fees and will be calculated as below:
More than 6 weeks before the start of hire: loss of booking deposit. The hirer will be offered an alternative date for hire.
Less than 6 weeks before the start of hire: 100% of total hire charge.
A no show will be treated as a cancellation and will not be refundable.
A no show is deemed as the customer not presenting themselves on the first day of the hire period to collect their motorhome and not communicating to Chill Time Campers prior to this date that they will collecting on an alternative date/time during the booked hire period. Should the hire be deemed a “no show”, the booking will be automatically cancelled at close of business that day and the vehicle will be released for re hire and no refunds will be due.
Refunds will be processed with 7 working days of notification of cancellation.
Insurance
The vehicle is insured for theft and damage to the vehicle and the property of a third party. The Insurance does not cover personal insurance for the driver or passengers (including death or bodily injury) or cover any personal possessions.
The standard excess is £1000 per claim (not per hire). In the event of any insurable damage claim to either the vehicle or third-party property, the hirer will be liable for the first £1000 per claim, regardless of fault.
In the event of the theft of the vehicle, the hirer will be liable for the full cost of the claim and the keys must be returned to Chill Time Campers. The Insurer will not accept the claim if the keys are not returned, and the full cost of the vehicle will remain with the hirer.
Damage caused to windscreen and tyres are not covered under our insurance policy, so will be the hirers responsibility.
Also, there is no cover for overhead damage and in the event of damage due to negligence or in the case of damage to the interior, the full cost of rectification will be charged directly to the customer. No insurance claim will be made.
European Travel
For those travelling within Europe, there is a minimum of 7 nights booking.
There will also be an additional charge of £15 per day for European Insurance Cover (including European Roadside Assistance)
European Insurance Cover is mandatory, and you will be in breach of these terms and conditions should you take a motorhome into Europe without taking out the additional European Cover.
Collection and Return
Collection: Please allow one hour for the hand over, to complete the documentation and demonstrate the vehicle to you. Collection times are between 3pm and 5pm. All drivers need to be present on collection of the motorhome and bring their full valid driving licence and credit/debit card for the security deposit. Chill Time Campers will make every effort to have your motorhome ready for your collection time however we cannot guarantee this due to instances beyond our control.
Return: The vehicle must be returned by 11am. Failure to return the vehicle on time will incur charges and may result in prosecution for driving whilst uninsured. Upon return the vehicle will be checked for damage, cleanliness, fuel levels, any hired options and conditions that will affect the insurance security deposit. In addition, a separate toilet cleaning fee will apply if the toilet waste tank is not empty on return.
Motorhome Systems
Prior to each rental, Chill Time Campers will carry out a full check of all the motorhomes functions and systems to ensure correct operation. In conjunction with this Chill Time Campers will provide you with a familiarisation tour. There will also be documentation located within the vehicle as to the functions and maintenance of these systems. If there should be a failure of any of these systems during the course of your hire, then Chill Time Campers will try and remedy the fault whilst you are away but, in some circumstances, this may not be possible and Chill Time Campers cannot be held responsible and will not refund any monies should a loss of service be encountered not have any obligation to provide a replacement vehicle.
The hirer shall be responsible for all costs of repair associated with misuse of the systems and by damage caused by freezing.
Parking
Customers are allowed to leave their vehicles, subject to space at their own risk onsite for the duration of their motorhome hire.
Smoking/Vaping
Chill Time Campers vehicles are non-smoking/non vaping vehicles. Chill Time Campers reserves the right to impose additional valeting fees and upholstery cleaning fees should evidence of smoking be detected in the vehicle (minimum £150).
Personal Property
Chill Time Campers will not be responsible for loss or damage to property left in the vehicle either during the period of hire or thereafter. Such property is entirely at your risk. The vehicle will be inspected on return and any property found will be available for you to collect for a period of 7 days. Any unclaimed property maybe disposed of, after this time.
Terms and Conditions Definitions
Delivery and Return of the Vehicle
- You acknowledge having received the vehicle in a clean condition and in sound working order in accordance with the departure checklist and with a fuel tank of fuel and one gas bottle.
- You will return the vehicle in a clean condition with a full tank of fuel on the return date and time set out in the rental agreement.
- You acknowledge that Chill Time Campers will not refund to you any monies if the vehicle is returned, or you cease to have use of the vehicle or an item of equipment on the vehicle prior to the return date for any reason e.g., accident, weather, theft or damage.
Use of the Vehicle
You agree that during the rental period, you will not and will not allow the vehicle to be:
- Driven otherwise than in a cautious, prudent and normal manner.
- Driven by persons other than stipulated on the rental agreement.
- Not used in a manner which could cause damage
- Driven in a prohibited area or in an area other than the areas indicated to you by Chill Time Campers.
- Driven by a person under the influence of alcohol or drugs or with a blood alcohol level in excess of that permitted by law.
- Left with the ignition key in the vehicle whilst it is unoccupied.
- Left unlocked whilst the vehicle is unoccupied.
- Left unoccupied without the alarm set.
- Driven by persons under the age of 25 years or over the age of 65, or who are not authorised by law to drive the vehicle.
- Damaged by submersion in water or contact with salt water.
- Used for any illegal purpose for any race, rally or contest
- Used to carry passengers or property for hire or reward
- Used to carry more passengers than certified seats.
- Used for towing
- Used to carry volatile liquids, gases, explosives or other corrosive or inflammable material.
- Sublet
- Otherwise used in breach of any obligations under this agreement.
Road Restrictions
All vehicles may only be used on sealed/bitumen roads (with the exception of access roads to campsites). You acknowledge that Chill Time Campers reserves the right at any time, at its sole discretion, to restrict vehicle movements in certain areas due to adverse road or weather conditions or any other reasonable cause.
Passengers
Chill Time Campers authorises the use of these vehicles up to the stated number of passengers. Each person is to use the safety restraints provided, at all times whilst the vehicle is in motion and must only travel in the designated travel seats.
Maintenance
You shall take all the reasonable steps to properly maintain the vehicle, including oil checks, coolant and AdBlue levels, tyre pressures and batteries.
You are aware that the vehicle will be supplied with a full tank of diesel, AdBlue and a bottle of gas (minimum 1/3 full) and that it is your responsibility to replenish these throughout your hire and return these all full (except the gas bottle) otherwise charges will apply.
Chill Time Campers will not be held responsible should you run out of any during your hire.
Subject to the terms of this agreement, you will pay for the cost of repairing or replacing tyres damaged during the hire period. Chill Time Campers will reimburse you for expenditure reasonably incurred if:
- You produce the relevant receipts
- The tyre is defective and is returned to Chill Time Campers for inspection
- The manufacturer accepts liability under his warranty.
- You will be liable for any cost associated with allowing the engine oil, coolants or AdBlue to run empty and cause damage to the vehicle’s engine
- You will be liable for any costs associated with the incorrect use of fuel. All Chill Time Campers motorhomes run on Diesel and AdBlue.
Alterations to the Vehicle
You shall not make any alterations or additions to the vehicle without written consent of Chill Time Campers.
Responsibility in the Event of an Accident
In the event of any accident, loss or damage arising out of the use of the vehicle, you will:
- Notify Chill Time Campers within 24HRS of the incident.
- Obtain the names, addresses, registration numbers of all third parties/witnesses involved.
- Report the incident to the nearest police station and obtain an incident number
- Where possible, take photos before any vehicle is moved.
- Not make any admission of liability to other parties, settlement offer or other like offer.
- Assist Chill Time Campers in handling any claim arising from the incident, including providing all relevant information and attending court to give evidence.
- You acknowledge that the excess or other amount due by you in respect of any damage arising from an accident, loss or damage is payable at the time of reporting the incident and not at the completion of the rental period, regardless of which party is at fault.
- No security deposit or insurance excess will be refunded until a claim is settled.
Rental and Other Charges
You will pay Chill Time Campers:
- All rental charges
- The security deposit
- Minimum £50 cleaning fee will be applicable if the motorhome is not returned in a clean and tidy condition.
- Smoking/Vaping fee – £150
- A fee of £75 if the grey water and/or toilet cassette have not been emptied prior to return.
- The fuel tank must be full on return. The cost of re-fuelling the vehicle will be charged at market value + £30
- Late return fee of £75 per hour for the first hour, £150 for 1-2 hours late and over 2 hours will be £150 plus 1 days hire cost.
- The nominated cancellation fee in the event of cancellation of this agreement prior to acceptance or delivery of the vehicle.
- The cost of any damage to the vehicle or the property of any third party, subject to the insurance.
- All parking fines, other fines or penalties and/or accidents including third party property damage not reported on return of the vehicle and associated administration costs incurred in relation to the vehicle during the rental period.
- The insurance excess should there be damage involving third party property or theft of the vehicle.
- Any other fees or charges payable by you pursuant to this agreement. This includes any costs incurred by Chill Time Campers as a result of any breach by you of the terms of this agreement.
- The daily rental rate for the hire period the vehicle is off fleet for accident repairs etc. (demurrage).
- Any additional costs over and above the security deposit value should damages exceed the security deposit value
- The cost to recover a vehicle
- In cases of gross negligence, Chill Time Campers reserves the right to recover the full costs of returning the motorhome to the condition in which it was prior to handover.
Errors in Rental Charges
Total charges as set out therein are not final. You agree to pay any shortfall in charges to Chill Time Campers and you will receive a refund for any overcharges acknowledged by Chill Time Campers.
Title to Vehicle
You acknowledge that Chill Time Campers retains the title to the vehicle and its contents and that you possess the goods as a mere bailee only. You do not have any right to pledge Chill Time Campers credit in connection with the vehicle and agree not to do so. You shall not agree, attempt, offer or purport to sell, assign, sublet, lend, pledge, mortgage, let on hire, or otherwise part with or attempt to part with the personal possession of or otherwise deal with the vehicle.
Termination of the Agreement
You acknowledge that Chill Time Campers may terminate this agreement and repossess the vehicle at any time, without notification and that you will pay the reasonable costs of repossessing the vehicle, including towing charges if:
- You are in breach of any term of this agreement.
- You have obtained the vehicle through fraud or misrepresentation.
- Any statement or representation made by you in respect to yourself and any additional drivers is incorrect.
- The vehicle appears to be abandoned.
- The vehicle is being used for a purpose other than agreed on the rental agreement.
- The vehicle is not returned on the agreed return date or Chill Time Campers believes that the vehicle will not be returned on the agreed return date.
- Chill Time Campers reasonably believes that the safety of the passengers is in jeopardy or that the vehicle is in danger.
You understand that in the event of such termination or repossession, you have no right to a refund of any part of the rental charges or the security deposit.
Change of Vehicle
Chill Time Campers reserves the right, at its absolute discretion, to substitute a comparable or superior vehicle for the vehicle. In the event, you shall not be liable for any increased rental or other charges save for any additional running costs pertaining to the substitute vehicle. Such substitution shall not enable you to any refund and does not constitute a breach of this agreement.
Release and Indemnity of Chill Time Campers
Subject to its obligation to deliver the vehicle or an appropriate vehicle, you release Chill Time Campers, its employees and agents, from any liability to you (regardless of who is at faut) for any loss or damage incurred by you by reason of this agreement, including but not limited to:
- Any damage or damage caused by breakdown, mechanical defect, accident or the vehicle being unsuitable for your purpose.
- Any loss or damage to any property left in or on the vehicle, in any service vehicle or any Chill Time Campers premises or recovered by Chill Time Campers.
- Subject to any insurance arrangements agreed with Chill Time Campers, you hereby indemnify and shall keep indemnified Chill Time Campers, its employees and agents against any claims, demands and expenses (including legal costs) incurred or sustained by them or any of them by reason of your use and/or possession of the vehicle.
Changes
Any changes to this agreement must be in writing and must be signed on behalf of Chill Time Campers and you.
Force Majeure
Chill Time Campers will make every effort to ensure that the reserved motorhome is available for you at the correct time. If due to circumstances beyond our control, this is not possible and an alternative or acceptable motorhome is not available, our liability is limited to the refunds of all money paid by you.
My Warranties
You warrant that al information supplied by you to Chill Time Campers In connection with this agreement is true.
Proper Law
This agreement shall be governed by the law of Great Britain in which this agreement was signed.
Data Protection (GDPR)
Your personal data and information that you have provided to Chill Time Campers will be processed for the following purposes
To fulfil this contract/ agreement placed with us, including but not limited to motorhome hire and production of the Rental agreement. Your personal data including copies of all identification documents provided and all data entered in the Rental Agreement will be retained for 7 years for the purpose of, but not limited to the defence of any legal claim(s)
To fulfil our legal requirements as a vehicle rental company
We will not transfer your personal data to any third party outside of Chill Time unless:
It is to enrol you in a third-party membership including caravan club, camping and caravanning club and English heritage memberships
It is for on road vehicle assistance for example vehicle recovery/breakdown providers and repair workshops
It is to our insurer
It is to the police, local authorities, councils or DVLA if we suspect or are notified that a road traffic offence/ contravention has occurred
It is to local authorities, councils and private parking companies if we suspect or are notified that you breached private parking terms and conditions, dart and congestion charges
To insurance companies if we suspect or are notified of an incident with a third party
It is to the police, DVLA and Customs and Port authorities if we suspect or are alerted to criminal activity.
Our bank or merchant provider in line with transactional processing
You are in breach of our agreement in which case we may notify the BVRLA’s RISC database, police, our solicitor’s, debt collection agencies, credit reference agencies and any other relevant organisations
The third party is our subcontractor or a member of our companies, who is processing personal data on our behalf securely and in accordance with our instructions
It is between software systems that we use for the purpose of our business as a vehicle rental company
It is for feedback on our products and services provided
You have submitted a photo into a competition that we have run. By entering our competition, you agree to the photo(s) you submit being posted to our website, Facebook, twitter, Instagram, Pinterest and other social media sites. We may also use it for posters and advertising and share with our partners,
It is otherwise authorised under the Data Protection Act
By entering into this agreement, you agree that we can process and store your personal information in connection with this agreement including data collected from the vehicle which may include your location(s) from our vehicle tracking system. We may use your information to analyse statistics, for market research, credit control and to protect our assets.
You agree that if you break the terms of this agreement, we can pass your personal information to any relevant organisation. We can share your personal information to prevent crime and protect assets, as allowed under the Data Protection Act.
We agree to keep all personal information in a secure environment and will comply with the Data Protection Act and our own privacy policy and any other applicable date protection legislation currently in force.
- Entire Agreement
This Agreement constitutes the entire agreement of the parties and there are no other oral undertakings, warranties or agreements between the parties relating to the subject matter of this agreement. Chill Time Campers reserves the right to add or amend the vehicle specifications and rental charges without prior notice. This agreement does not affect your statutory rights under civil law.