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Calder Motorhome Hire Ltd – Terms and Conditions 2020

Terms and Conditions of Hire

1. Drivers

We do not accept all male or all female groups unless by prior arrangement in writing. We do not allow our motorhome at any Music festivals such as T in the Park, Glastonbury, etc.  or Sports events such as Moto X etc. unless by prior arrangement in writing. All drivers must be between the ages of 25 and 75. All drivers must have held a Full UK licence for a minimum of 2 years. We can refuse to hire to certain occupations, please check before booking. Any endorsements on the Drivers licence must be declared at the time of booking.

2. Insurance
Comprehensive insurance is provided for one driver as part of the hire agreement & whilst travelling within the UK. There is a £500 excess which must be paid by the hirer following any incident where an insurance claim is made. Additional drivers can be added at an extra cost of £50 per hire.

3. Documents Required

Before the day of your hire, all drivers will be required to provide us with their full valid driving licence, DVLA driving licence check code to validate your licence and two current (less than 3 months old) proofs of home address (which must match the address on the driving licence) such as bank statements or utility bills.
On arrival at Calder Motorhome Hire you will be asked to show your confirmation email and driver licences of any party who will be driving.


4. Security Deposit

A security deposit of £500 is payable when you collect the motorhome & is taken to cover any damage to the motorhome or damage/breakages of the equipment. When the Motorhome is returned it will be checked over and once deemed to be in a satisfactory condition as agreed, in the same condition it was let out, with the toilet empty, interior clean including all cooking appliances and the fuel tank replenished, this deposit is refunded immediately or directly into your bank account within 7 working days. Calder Motorhome Hire reserve the right to increase the security deposit for specific events. We reserve the right to deduct any amount which we determine to be due to us from the security deposit and our opinion as to what is due is binding except in the case of manifest error.

5. Booking Procedure & Payment

An initial deposit of £250 is required which is non-refundable and must be paid at the time of booking. The balance payable for your booking is due for payment 6 weeks prior to the start date of your hire, or at the time of booking if you book less than 6 weeks from your departure date of hire which, will be confirmed by email. The security deposit of £500 is payable on collection of the motorhome. These terms and conditions (including the cancellation policy) become binding at the time of booking. Provided that these terms and conditions have been provided to you they are binding on you whether or not they have been signed by you. Calder Motorhomes will not hire any motorhome on any other terms and conditions. Payment is by Debit Cards or Bank Transfers. Unfortunately, we are unable to accept any payment in cash whether in part or full for either the hire charge or the security deposit this is stipulated by our insurance company.

6. Cancellation Charges

1. More than 6 weeks Before: Booking Deposit will be lost

2. 6 Weeks-2 Weeks: 50% of total hire charges will be lost

3. 2 weeks-No Show: 100% of total hire charges will be lost

Calder Motorhomes reserves the right to amend our cancellation policy for certain events.

7. Vehicle Collection

Vehicles are available for collection from Calder Motorhome Hire usually around 3pm on the first day of your rental period but will be confirmed by email with your booking form. Please allow at least 1 hour for the handover of the vehicle. This is required for document completion and the vehicle briefing. All drivers must be present and bring their, full valid driving licence. We want you to enjoy your holiday to the full – time spent in familiarisation with your new ‘home’ will help to ensure that you get the maximum benefit from your hire you are advised to check the vehicle thoroughly before leaving our premises. Customers’ vehicles can be left at our premises inside our locked yard although Calder Motorhome Hire accepts no responsibility for any damage that might occur.

8. Vehicle Returns

Late returns can have a significant impact on the next hire. All vehicles must be returned to Calder Motorhomes by 11.00am on the final day of your rental period (unless otherwise agreed by CMH). If you fail to meet the return time you will be liable to an extra charge of £100 per hour. Upon return we will check the vehicle for damage, cleanliness, etc., including the condition of the tyres and windscreen which are not included in the company’s insurance cover and any damage to which is the hirer’s responsibility. There are no refunds for the early return of the vehicle. The insurance provided is only valid for the period of hire thus any late returns would automatically constitute a traffic offence under the RTA – invalid insurance means the main hirer & any subsequent drivers become personally liable for any accident or damage to the motorhome or 3rd party or personal injuries.

9. Breakdown

Our vehicles are maintained in accordance with the manufacturer’s instructions. Full roadside assistance is provided in the UK - this will be explained fully at handover and is included in your Welcome Driver’s Pack. If repairs are required to the vehicle, please contact Calder Motorhomes on 01422 243886 or 07900 630731 for assistance.

10. Smoking

Smoking inside the vehicle either in the cab area or in the living area is strictly prohibited at any time. Failure to comply with this will result in the forfeit of the security deposit.

11. Pets

We allow 2 pets per vehicle (£50 charge) when travelling with a pet the customer agrees that:-

a) They will not allow their pet on any of the soft furnishings or upholstery (this includes the beds, seats/sofas, except for safety restraining during travel).

b) They will not leave their pet in the vehicle unattended at any time.

c)They have the sole responsibility for ensuring adequate safe restraint of the pet.

d)They will keep the vehicle free of fouling by the pet during the rental period.

e) They will take all reasonable measures to ensure that the pet is free from fleas or mites in advance of the hire period.

f) The vehicle should be returned in a clean & tidy condition. In the event of the vehicle being returned with evidence of fouling or an infestation the customer agrees to pay the reasonable cost for cleaning and/or de-infestation.

12. Seatbelts

Our motorhomes are fitted with three point seatbelts. These are to be worn at all times when the vehicle is in motion. Appropriate car seats must be used for children in accordance with the law. It is the responsibility of the hirer to fit any child seats themselves. Calder Motorhome Hire take no responsibility for any child restraints that have not been fitted correctly or when seatbelts are not worn when the vehicle is on the move.

13. Campsite Bookings

It is the responsibility of the hirer to book and confirm all caravan and camp sites they intend to stay at during the holiday. Calder Motorhome Hire take no responsibility for any bookings or cancellations at caravan and camp sites.

14. Fuel, Oil, Gas and other consumables

The vehicle is supplied with a full tank of fuel and should be returned in the same manner. If the fuel tank is not showing as full then it will be refuelled and the cost of the fuel plus a £10 admin fee will be charged. Two gas cylinders with be supplied with each motorhome, one will be full, the other will be part full. Should more gas be required the empty one can be exchanged for a full one at the customers’ expense. If more gas is required, this is the responsibility of the hirer. In any event both cylinders must be returned with the motorhome.

15. Mileage

A Mileage allowance is set at 1000 - 1500 miles per week.

16. Accidents

In the event of an accident the safety of the hirer and their party is paramount. Emergency services should be called first if necessary and the accident dealt with in the necessary manner. Only after everyone involved in the accident is safe should the hirer contact the company and then try and minimise loss to the company if it is safe to do so. Regardless of how minor the accident may seem, full details of anyone involved need to be noted down in the accident report form which is kept in the vehicle. This is the responsibility of the hirer. If the accident is of a serious nature, causing any damage to the vehicle, another vehicle or third party, then the company must be informed. You are provided with a first aid kit, a fire extinguisher & a fire blanket. Please do inform us of any use of any of these items so that we can replace them. Failure to do so may cause a hazard for future hirers. Once again Calder Motorhome Hire request all parties have their own personal travel insurance.

17. Events beyond our Control

Unfortunately, events beyond our control occasionally affect bookings. When reference is made to such events in these Terms and Conditions of Hire, this means any event(s) or circumstance(s) which we could not, even with all due care, foresee or avoid.
Calder Motorhomes cannot accept responsibility or pay any compensation, costs or expenses where the performance of your contract with us 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 as a result, we will offer you the choice of an alternative vehicle (if available) or refund as described above. The offer of an alternative vehicle or refund shall be an exclusive remedy in respect of any loss, costs or expenses caused by events beyond our control.

18. Suitable Persons

We have the right to refuse to hand over a vehicle to any person who, in our reasonable opinion, is not suitable to take charge. In such cases, no refund of the hire charge will be made by Calder Motorhome Hire who will have no further liability.

19. Your Responsibilities

1. You are responsible for the security of the vehicle at all times during the hire period. You must not drive the vehicle ‘Off Road’ other than for reasonable access to a campsite. Should you become stuck at any time while ‘Off Road’ you will be responsible for any recovery costs. The breakdown cover is for roadside assistance only.

2. You are responsible for all fines and other legal charges, including but not limited to parking fines, speeding fines, the full cost of any fees associated with the vehicle being impounded and any on the spot fines. Such fines & charges may incur a £25 administration fee by Calder Motorhome Hire Ltd.

3. You are responsible for all the keys that belong to the vehicle. Lost keys are expensive and are not included as part of the breakdown service. You will be responsible for the full cost of the replacement keys and replacement locks if required. You will also be liable for the full cost of repairing any damage caused by forced entry of the vehicle arising from a lost key.

4. You must not sell, rent, lend or dispose of the vehicle or any of its parts, you must not give anyone legal rights over the vehicle. The vehicle remains the property of Calder Motorhome Hire at all times.

5. At the time of handover, the vehicle will be documented to be in a roadworthy condition. You must maintain the vehicle in a roadworthy condition at all times. You must report any fault in or on the vehicle as soon as possible to us, allowing us reasonable time to locate parts and make any necessary repairs.

6. You must make sure that you use the correct fuel. Using the wrong fuel is not covered by the breakdown service and you will be liable for the full cost of any remedial repairs required as a result of using the wrong fuel.

7. The hirer shall be responsible for all OVERHEAD DAMAGE resulting from any accident – overhead damage is defined from the ground to in excess of 1.83 metres or 6 feet off the ground. Damage to the WINDSCREEN, TYRES & PUNCTURES are the responsibility of the hirer. You are required to check the condition of the tyres & engine fluid levels on a daily basis whilst you have the motorhome on hire.

8. Before you vacate the vehicle you must check that you have not left any personal belongings in the vehicle.

20. Vehicle Ownership

The vehicle remains the property of Calder Motorhome Hire Ltd. at all times and we may repossess the vehicle at any time without further notice if you are in breach of this agreement.

21. Extra Charges

Toilet cassette not empty £50. Any cooking appliances or equipment found to be uncleansed £50. Fuel tanked unfilled – £100 plus costs of fuel. Valet penalty if returned in unsuitable condition £150. Speeding -  the vehicle is fitted with a GPS tracking alert that will notify any speeds over the speed limit. The vehicle is not designed to exceed 70mph for passenger & vehicle safety, each alert could incur a fine of £75.

22. Parking.

You may park 1 car F.O.C for the duration of your motorhome hire but please note this is entirely at your own risk whilst at Calder Motorhome Hire.

23. GDPR/Data Protection

For the purposes of the Data Protection Act 1984, Calder Motorhomes or any subsidiary thereof may hold and process by computer or otherwise the information given to or obtained by it. Calder Motorhome Hire GDPR policy states that we retain certain personal documentation for a period of no more than 12 months. After this time all personal documentation is destroyed in line with the GDPR policy. If you prefer your personal documentation to be destroyed immediately after hire please contact us on 01422 243886.

24. Governing Law

This agreement is subject to the laws of England and Wales. Any disputes not resolved by mutual agreement may only be settled in the courts of this jurisdiction.

25. Severance

If any provision or part-provision of this agreement is or becomes invalid, illegal, or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this agreement.

26. Entire Agreement

The parties agree that the agreement constitutes the entire agreement between them, and supersedes all previous drafts, agreements, arrangements and understandings between them, whether oral or written.