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Terms of Hire

The following is a copy of the Hire Agreement that we require you to sign when we send out with your booking confirmation.

If you have any questions whatsover about any part of this Agreement, please don't hesitate to get in touch.

DEFINITIONS:

As used herein and throughout this Agreement:

  1. “Agreement” means the entire content of this Hire Agreement document, together with any other Supplements designated below, together with any exhibits, schedules or attachments hereto.
  2. “The Hirer” means the person(s) hiring the vehicle from Forever Vintage VW Hire.
  3. “Hire Date” means the agreed date of Hire on which our vehicle is being used by the Hirer.
  4. “Balance” means the amount due after the Deposit has been paid.
  5. “Services” means the chauffeur driven hire of our vehicle as laid out in the Booking Form.
  6. “Copyrights” means the property rights in original works of authorship, expressed in a tangible medium of expression, as defined and enforceable under U.K. Copyright Law.
  7. “Collection Time”, “Collection Address”, “Ceremony Address” and “Reception Address” refer to the corresponding sections on the Booking Form referenced in this Agreement.
  8. “we”, “us”, and “our” means Forever Vintage VW Hire.

PAYMENT SCHEDULE:

  1. A non-refundable Deposit of £100 is required at the time of booking to secure the vehicle and Hire Date.
  2. The remaining Balance is payable 60 days prior to the Hire Date.
  3. If a booking is made within 30 days of the Hire Date, the full and final value of the booking value will be required to secure the vehicle and Hire Date.
  4. Forever Vintage VW Hire reserves the right to accept alternative bookings if The Hirer fails to make payment by the due date indicated on the invoice.

BOOKING DETAILS & CONFIRMATION:

  1. Once the Booking Form and Deposit are received, a Booking Confirmation Letter will be sent to The Hirer. After the Booking Confirmation Letter has been sent, Forever Vintage VW Hire must be informed of any changes to the Booking Form in writing.  Depending on the changes made, an additional charge may be incurred.
  2. It is The Hirer’s responsibility to ensure that the Booking Form details are fully completed and accurate: Forever Vintage VW Hire will not be held responsible for missed collections and/or connections owing to inaccurate information (such as an incorrect postcode).
  3. All prices quoted are based on Hire for up to four hours from the Collection Time and within a 25-mile radius of Chelmsford, Essex unless otherwise negotiated at the time of booking.
  4. Where The Hirer exceeds this time or mileage without prior written agreement, Forever Vintage VW Hire reserves the right to charge £100 per additional hour and £5 per extra mile.

CHILDREN:

  1. It is The Hirer’s responsibility to inform Forever Vintage VW Hire at the time of booking if you intend for a child under the age of 14 to travel in the vehicle on the Hire Date.
  2. Our vehicle has two three-point retractable (inertia) seat belts fitted in the rear and (aside from the driver’s belt) one lap belt and one two-point static belt in the front. By law, children under the age of three are not permitted to travel in a vehicle without seat belts and children up to 135cm tall (or 13 years old) must wear the correct child restraint, such as a booster seat.  However, passengers aged 14 and above must take responsibility for their own safety and ensure they are wearing a seat belt if fitted.
  3. IMPORTANT: Although the current law states that if child restraints are not available, children may use an adult seat belt and if a seat belt is not available at all, children between 3 and 13 years old (or 135cm tall) may travel unrestrained, Forever Vintage VW Hire refuse to carry any child in our vehicle without a) a three-point seat belt or b) the correct, age appropriate child seat for any child under 13 years old. Since there are two three-point inertia seat belts available in the rear of the vehicle, Forever Vintage VW Hire are happy to carry up to TWO children under 14 in suitable child seats (where appropriate), which must be provided and installed by The Hirer.  Forever Vintage VW Hire will require The Hirer to sign a disclaimer accepting full liability for the seating arrangements of the child(ren).

VEHICLE CAPACITY:

  1. The maximum number of passengers that can be carried in the vehicle is five. This maximum is dependent upon the size of passengers and size of the bride’s (and bridesmaids’) dress(es).

CANCELLATION OF AGREEMENT:

  1. This Agreement may be cancelled at any time by either party effective immediately upon written notice.
  2. In the event of cancellation, the Deposit amount will not be refunded.
  3. If the cancellation is within 31 to 45 days before the Hire Date, a refund of 50% of the Balance shall be made.
  4. If the cancellation is within 30 days of the Hire Date, no refund will be given to cover loss of earnings.

VEHICLE AVAILABILITY

  1. Whist every effort will be taken to uphold our responsibilities and to make your day run smoothly, there are certain circumstances which may affect the availability of the vehicle on the Hire Date. Forever Vintage VW Hire are unable to take responsibility for unforeseen conditions or circumstances which may result in a delay, cancellation or change of vehicle, howsoever caused. These conditions include but are not limited to mechanical/electrical/material breakdown, adverse weather conditions or restricted access:
    1. VEHICLE BREAKDOWN: While Forever Vintage VW Hire ensures that our vehicle is properly serviced and maintained, as a historic vehicle, it can be subject to the occasional mechanical/electrical issues. Therefore, Forever Vintage VW Hire accept no responsibility for mechanical, material or electrical breakdown, or for any inconvenience or loss suffered in consequence.
      1. If the vehicle breaks down before arrival at the Collection Address or Ceremony Address, every effort will be made for the immediate repair to the vehicle so that the journey can continue or, where possible, The Hirer will be transferred to a replacement vehicle (not necessarily a VW Campervan). If it is not possible to arrange alternative transportation, a full refund will be given.
      2. If a vehicle breaks down after arrival at the Ceremony Address, no refund will be given although we will do everything that we can to make sure The Hirer finds alternative transportation to the Reception Address, covering any reasonable costs incurred for the hire of another vehicle at Forever Vintage VW Hire’s discretion (not exceeding the original Hire value).
    2. ADVERSE WEATHER CONDITIONS: Safety will always be observed and shall not be compromised. In the event of adverse weather, it will be decided by Forever Vintage VW Hire if it is safe to operate our vehicle in the conditions at the given time. Should we feel that it would be hazardous to operate in the given conditions The Hirer will be notified and a full refund issued with no further liability. While bookings can be made for winter months, The Hirer is advised have a back-up plan should inclement weather be forecast.
    3. TRAFFIC CONGESTION: Forever Vintage VW Hire cannot be held responsible for traffic congestion which may lead to late or missed connections en route to your destination. Of course, we will always do everything we can to find alternative routes where possible. No refund will be given for missed or late connections due to traffic congestion.
    4. FORCE MAJEURE: Forever Vintage VW Hire shall not be deemed in breach of this Agreement if we are unable to complete the Services or any portion thereof by reason of any acts, events, omissions, happenings or non-happenings beyond our reasonable control including strike, work stoppages, government regulations, acts or directives, war, riot, fire, flood, civil commotion, or any circumstances beyond the control of Forever Vintage VW (collectively, “Force Majeure Event”). Upon occurrence of any Force Majeure Event, Forever Vintage VW Hire shall give notice to The Hirer of its inability to perform or of delay in completing the Services.
  2. The Hirer is advised have a back-up plan should the above unforeseen conditions or circumstances prevent Forever Vintage VW Hire from delivering the Services so that your special day may continue on schedule.
  3. Forever Vintage VW Hire advise you to consider wedding insurance to cover costs.
  4. Forever Vintage VW Hire have the right to refuse entry into any vehicle under our control to any person who is, or appears to be under the influence of alcohol or illegal substances. Any offensive, abusive or intimidating behaviour directed at the chauffeur and/or the vehicle in their charge by The Hirer or any member of The Hirer’s party or guests will result in the withdrawal and termination of hire. Any claim or compensation will not be accepted and Forever Vintage VW Hire’s decision will be final.

ACCESS:

  1. The Hirer should ensure that adequate access, turnaround and exit for the vehicle is available at all addresses. If any point the chauffeur feels that access is restricted in any way then the he will stop at the nearest legal safe point available, regardless of distance.
  2. The chauffeur has the right to refuse to travel on any surface that he feels may cause damage to the vehicle. If you have an unmade road or uneven road surface then please inform Forever Vintage VW Hire at the time of booking.

VEHICLE DAMAGE & CLEANLINESS:

  1. The consumption of food and drink in the vehicle is not permitted unless authorized by Forever Vintage VW Hire.
  2. Forever Vintage VW Hire operates a strictly no smoking policy in our vehicle at all times.
  3. Forever Vintage VW Hire operates a no pets policy with the exception of guide dogs or medical assistance dogs on prior approval at the time of booking.
  4. No silly string is to be used in or around the vehicle.
  5. A £100 valeting cost will be charged if the vehicle requires additional cleaning due to food or drink spillages or illness.
  6. The Hirer is responsible for any damage caused inside or outside the vehicle by themselves or any member of their party. The Hirer is liable for the total cost of the repair at a garage specified by Forever Vintage VW Hire. In addition, the Hirer will reimburse Forever Vintage VW Hire for lost bookings whilst the vehicle is out of commission.

PERSONAL BELONGINGS:

  1. Valuables should not be left in the vehicle at any time during the hire period. It is the responsibility of The Hirer to ensure that clothing is kept clear of any part of the vehicle that could dirty or damage it. Forever Vintage VW Hire accept no responsibility for any loss or damage to clothing or personal property.
  2. It is The Hirer’s responsibility to ensure that all personal items are removed from the vehicle at the end of the hire period. The vehicle will not return with items left behind by The Hirer.

PHOTOGRAPHS:

  1. Our chauffeur may take photographs and/or video on the Hire Date of the vehicle(s), wedding party and guests. We may use these on our website, social media pages, and/or for marketing material. Forever Vintage VW Hire shall retain the Copyright ownership of these photographs and/or videos.
  2. If you prefer Forever Vintage VW Hire did not take any photographs and/or video, please advise at the time of booking.

CONFIDENTIAL INFORMATION & PERSONAL DATA:

  1. Each party acknowledges that, in connection with this Agreement, it may receive certain personal data of the other party, such as name, address, email address and phone number. Each party, its agents and employees shall hold and maintain in strict confidence all Confidential Information, shall not disclose Confidential Information to any third party, and shall not use any Confidential Information except as may be necessary to perform its obligations under this Agreement except as may be required by a court or governmental authority.  Confidential Information shall not include any information that is in the public domain or becomes publicly known through no fault of the receiving party, or is otherwise properly received from a third party without an obligation of confidentiality.
  2. It is your legal right to request, at any time, to view, amend or remove any of the personal data we hold on you. Simply email us at data@forevervintagevw.co.uk with your request.
  3. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of six years following our annual tax return after which time it will be destroyed.

ACCEPTANCE OF AGREEMENT:

  1. Forever Vintage VW reserve the right to amend this Agreement at any time. Any confirmed bookings will be notified of changes.
  2. The Hirer, by making the booking accepts responsibility for every person traveling in the vehicle.
  3. I, The Hirer have read and understood this Agreement and hereby agree and confirm that all details on the Booking Form are correct:

Signed: ______________________________________

Print: _______________________________________

Date: ______/______/______