Terms of Service

These Terms of Service govern your use of Swadlincote Van Hire Services and constitute a legally binding agreement between you and our company. Please read these terms carefully before hiring any vehicle from us.

1. Company Information

Swadlincote Van Hire Services is a vehicle rental company operating from High Street, Swadlincote DE11 8JA, United Kingdom. We provide car, van, minibus, and truck rental services throughout Swadlincote, Derbyshire, and surrounding areas.

2. Definitions

• "Company", "We", "Us": Swadlincote Van Hire Services
• "Customer", "You", "Hirer": The person or organisation hiring the vehicle
• "Vehicle": Any car, van, minibus, or truck hired from us
• "Rental Agreement": The specific contract for your vehicle hire
• "Rental Period": The agreed duration of the vehicle hire

3. Eligibility Requirements

Age Requirements

• Cars and Small Vans: Minimum age 21 years
• Large Vans and Minibuses: Minimum age 23 years
• Trucks (7.5+ tonnes): Minimum age 25 years
• Maximum Age: 75 years (subject to additional requirements)

Driving Licence Requirements

• Valid full UK or EU driving licence for the vehicle category
• Licence held for minimum 12 months (24 months for some vehicles)
• No more than 6 penalty points (subject to assessment)
• No serious convictions (drink driving, dangerous driving, etc.)
• International licence holders may require additional documentation

Additional Requirements

• Valid photo identification (passport, driving licence, or national ID)
• Proof of address dated within the last 3 months
• Valid credit or debit card for payment and security deposit
• Contact details for verification purposes

4. Booking and Reservations

Making a Booking

• Bookings can be made by phone, email, or through our website enquiry forms
• All bookings are subject to vehicle availability
• We reserve the right to decline any booking at our discretion
• Bookings are confirmed only when we provide written confirmation

Deposits and Payments

• A booking deposit may be required to secure your reservation
• Full payment is due before or at the time of vehicle collection
• Security deposits are held on your payment card during the rental period
• We accept major credit and debit cards
• Cash payments may be accepted for certain bookings (subject to conditions)

5. Vehicle Collection and Return

Collection Process

• Vehicles must be collected during our operating hours unless arranged otherwise
• You must present all required documentation at collection
• A thorough vehicle inspection will be conducted and documented
• Any existing damage must be noted and agreed upon before departure
• You are responsible for checking the vehicle's condition and reporting any issues

Return Requirements

• Vehicles must be returned by the agreed date and time
• Return the vehicle in the same condition as collected (fair wear and tear excepted)
• Fuel level must match the level at collection
• Vehicle must be reasonably clean inside and out
• All keys, documents, and accessories must be returned

6. Rental Charges and Fees

Standard Charges

• Daily, weekly, or monthly rental rates as quoted
• Mileage charges (if applicable - many rentals include unlimited mileage)
• Fuel costs (customer responsibility unless pre-paid fuel option selected)
• Delivery and collection fees (free within specified areas)

7. Insurance Coverage

Included Insurance

• Third-party liability insurance (minimum legal requirement)
• Fire and theft protection
• Basic collision damage waiver (subject to excess)

Insurance Excess

• Standard excess applies to all damage claims
• Excess amounts vary by vehicle type and customer age
• Reduced excess options available for additional fee
• Full excess is payable for theft or total loss

Insurance Exclusions

• Damage caused by negligence or misuse
• Racing, rallying, or competitive driving events
• Damage to tyres, wheels, or undercarriage
• Interior damage or contamination
• Damage caused by unauthorised drivers

8. Customer Responsibilities

During the Rental Period

• Drive safely and in accordance with all traffic laws
• Maintain the vehicle in good condition
• Check oil, water, and tyre pressures regularly
• Report any accidents or damage immediately
• Keep the vehicle secure when not in use
• Only allow authorised drivers to operate the vehicle

Legal Obligations

• Pay all parking fines, speeding tickets, and congestion charges
• Appear in court if required for any traffic violations
• Notify us immediately of any legal proceedings involving the vehicle
• Comply with all relevant laws and regulations

9. Prohibited Uses

The hired vehicle must not be used for:

• Any illegal activities or purposes
• Racing, rallying, or competitive driving events
• Driver training or driving lessons
• Transporting dangerous, hazardous, or illegal substances
• Carrying more passengers than legally permitted
• Towing (unless specifically authorised and equipped)
• Off-road driving or on unsuitable terrain
• Sub-letting or commercial hire to third parties
• Driving under the influence of alcohol or drugs

10. Accidents and Breakdowns

In Case of Accident

1. Ensure safety of all persons involved
2. Contact emergency services if anyone is injured
3. Do not admit liability or fault
4. Exchange details with other parties involved
5. Take photographs of damage and scene
6. Contact us immediately on 01163 661 613
7. Complete an accident report form

Breakdown Assistance

• 24/7 breakdown assistance is included with all rentals
• Contact our emergency number for immediate assistance
• Do not attempt repairs yourself
• Replacement vehicle provided if breakdown is not your fault

11. Cancellation and Amendments

Customer Cancellations

• More than 48 hours: Full refund of deposit
• 24-48 hours: 50% cancellation fee
• Less than 24 hours: 100% cancellation fee
• No-show: Full rental charge applies

Company Cancellations

• We may cancel bookings due to vehicle unavailability
• Alternative vehicle of similar specification will be offered
• Full refund provided if no suitable alternative available
• We are not liable for consequential losses

12. Limitation of Liability

Our liability is limited to the maximum extent permitted by English law. We are not liable for:

• Indirect, consequential, or special damages
• Loss of profits, business, or opportunity
• Personal belongings left in vehicles
• Delays caused by traffic, weather, or mechanical issues
• Costs arising from your breach of these terms

Nothing in these terms excludes our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

13. Data Protection

We collect and process your personal data in accordance with our Privacy Policy and UK data protection laws. By hiring a vehicle from us, you consent to the processing of your personal data for the purposes of providing our services, including:

• Processing your rental booking and payment
• Verifying your identity and driving licence
• Providing customer support and handling claims
• Complying with legal and regulatory requirements

14. Governing Law and Jurisdiction

These Terms of Service are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from or relating to these terms or your use of our services shall be subject to the exclusive jurisdiction of the courts of England and Wales. Both parties irrevocably submit to such jurisdiction.

15. Changes to Terms

We reserve the right to modify these terms at any time. Changes will be effective immediately upon posting on our website. Continued use of our services after changes constitutes acceptance of the modified terms.

16. Severability

If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

17. Contact Information