Terms & conditions of hire
Terms and Conditions of Hire
The Hirer must confirm understanding of, and agreement with, all the following terms and conditions. The Hirer is primarily responsible for the conduct of all passengers. The Driver and/or other Crew are responsible for the safety of themselves, all passengers, other road users and any other persons that could be affected by the movement of the vehicle and/or passengers boarding and alighting. The Driver and/or Crew will require the Hirer to deal discreetly in the first instance with any passenger conduct issues arising but reserve the right to take any necessary direct action, with particular reference to clauses 13 and 14.
1. Operator – OK Motor Services Ltd is registered in England as company number 06415076 whose registered office is situated at Cart House 2, Copley Hill Business Park, Cambridge Road, Babraham, Cambridge CB22 3GN. The Operator’s Licence number is PF1144437.
2. Quotations - All quotations are given subject to the Company having available a suitable vehicle at the time the Hirer accepts the quotation. Quotations are valid for 28 days unless otherwise stated. No VAT is chargeable on bus hire, but any ancillary services (e.g. meals) arranged by the Company will be subject to VAT at the prevailing rate.
3. Payment - A deposit of 25% of the hire fee (minimum £100) is payable on booking the hire with the balance due 21 days before the date of the hire, unless the Company has agreed in writing to vary this condition. If payment is not received in accordance with the agreed terms, the Company reserves the right to cancel the Contract with you by serving notice on you to this effect and levy the appropriate charge in accordance with clause 8. Interest will accrue on any payment not made at the due time, at 8% above the current Bank of England base rate weekly. All payments must be received and cleared through the Company's bank prior to departure except where account facilities are provided by the Company.
4. Confirmation of Booking - On receipt of the deposit (or full payment if within 21 days of the hire), the Company will issue a letter of confirmation, which will include the agreed details of the hire and initiate the Contract with the Hirer. The Hirer should check this on receipt, and immediately notify the Company of any error or required variation. No booking should be regarded as confirmed prior to receipt of this letter.
5. Drivers' Period of Work - Hirers should be aware that hours of driving and rest periods are strictly controlled by law. Drivers' work is planned to comply with these regulations, based on the agreed details of the hire, and it may not be possible to vary these at short notice. Where variations to the agreed hours of operation of the hire are requested at the time of the hire, the Driver MUST observe the Regulations, and his decision on the extent (if any) of any variation is final. No liability will be accepted arising from a failure of any passenger to board the vehicle by the scheduled or agreed departure time.
6. Variation of Hire - Where variations to the confirmed details of the hire are requested in advance, the Company will endeavour to accommodate such requests, subject to the constraints of availability and of the Regulations referred to in clause 5. However, if the Hirer seeks any variation which the Company deems to be unreasonable, or which cannot be agreed, the Company may cancel the hire in accordance with the terms of clause 9 and may at its discretion and levy a cancellation charge in accordance with clause 8. If the vehicle is detained late by the Hirer, or used for a longer journey than that contracted for, the Company will make a commensurate additional charge. Vehicles may be used for other work during waiting times at destinations unless the hirer has specifically requested the vehicle to remain for their use.
7. Operation of Hire - Unless specified otherwise, the route used will be determined by the Company and/or the Driver. Unless specifically stated or agreed, it should not be assumed that any vehicle will remain at the destination until the time for the return journey.
8. Cancellation by Hirer - If the Hirer wishes to cancel any confirmed hire, the following scale of charges will apply in relation to the total hire change:
· 21 days or more before departure - full refund, less £20 administration fee;
· 8-20 days before - 25% of hire charge;
· 3-7 days before - 50% of hire charge;
· Cancellation within 48 hours of departure - 100% of hire charge.
9. Signage - No signage may be displayed on company vehicles without prior written permission. When such permission is given, the Hirer will be liable for any damage caused to the vehicles structure, fabric or exterior caused by application or removal of such signage.
10. Cancellation by Company - The Company will not be liable for loss, injuries, damage, delay or inconvenience caused where inclusive arrangements have been made incorporating other companies' services. The Company will not be held liable for delays caused through unpunctuality, traffic delays, or mechanical breakdown. Other than as set out below, the Company will not be liable for any claims beyond the cost of the value of the coach hire. In the event of emergency or other unforeseen circumstances which prevent operation of the hire, the Company may return all monies paid and, without further liability, cancel the Contract. However, the Company will make all reasonable efforts to fulfil the hire using alternative vehicle(s) or operator(s) in consultation with the Hirer where possible. For the avoidance of doubt, nothing in these terms and conditions seeks to limit or exclude liability for death or personal injury caused by the Company's negligence or for fraudulent misrepresentation by the Company.
11. Substitution of Vehicle - In view of the nature of our historic vehicles, the Company cannot guarantee that a particular vehicle will be provided for a hire, and may provide a larger vehicle than the size specified at no additional charge. The Company reserves the right to substitute any other vehicle or sub-contract another operator where necessary to fulfil the hire.
12. Seating Capacity - No standing passengers will be carried except in an emergency. Where a conductor is carried, one seat may be reserved for him or her. Under no circumstances will Drivers carry any passengers in excess of the marked carrying capacity of the vehicle.
13. Conduct of Passengers - The Driver and/or Conductor are responsible for the safety of the vehicle and occupants, and their instructions must be complied with. Any passenger whose conduct is in breach of statutory regulations will be asked to leave the vehicle, and may be removed on the authority of the Driver or Conductor. The Hirer will be responsible for any damage caused to the vehicle by passengers during the hire.
14. Alcohol - Alcoholic drinks may not be carried in or consumed on the vehicle, except with the prior express permission of the Company in writing. Any conditions attached to such permission must be adhered to. Refreshments may not be consumed on the vehicle without prior written permission. Adequate provision for the disposal of ensuing rubbish is the responsibility of the Hirer. Glass utensils must not be used whilst the vehicle is in motion. In order to comply with the law, alcohol may not be consumed or carried to specified sporting events.
15. Animals - No animals, except Guide or Assistance Dogs, will be carried on any vehicle except by prior agreement.
16. Property - The Company will not accept liability for any damage to or the loss of passengers' property which is left on a vehicle. Any articles of found property recovered from the vehicle will be held at the depot for a period of six months where the vehicle is based, and any articles claimed may be collected by arrangement with the Company. The Company reserves the right to levy a reasonable charge for the return of lost property, in addition to any cost incurred for delivery. The Company reserves the right to refuse carriage of any item it considers dangerous or unfit on its vehicles. Gangways and emergency exits must be kept clear at all times. Passengers will be limited to one regular sized piece of luggage and one small item of hand luggage.
17. Breakdown or Delay - The Company gives advice on journey times in good faith, and will use its best endeavours to operate to the agreed schedule. However, it does not guarantee the completion of any journey at a specific time, and will not be liable for inconvenience or loss caused by breakdown or delay.
18. Provision of Ancillary Services - When the Company arranges meals, accommodation, travel by ferry, admission tickets or any other service provided by another Contractor, it does so as an agent on behalf of the Hirer. Any terms and conditions imposed by such Contractor will be binding on the Hirer as if he had directly contracted the services himself.
19. Complaints - In the event of any complaint about the Company's services, the Hirer should seek to resolve the issue at the time by referring to the Driver or the Company. If this does not provide a satisfactory remedy, a written complaint should be submitted within 14 days of the date of hire to: OK Motor Services Ltd., Cart House 2, Copley Hill Business Park, Cambridge Road, Babraham, Cambridge CB22 3GN. Complaints will be acknowledged within 10 working days, and the Company aims to resolve any complaint within 28 days of it being made.
20. Smoking - No smoking is allowed on any vehicle.
21. Jurisdiction - All hires are undertaken, and these Terms and Conditions should be interpreted, subject to English law and any dispute is subject to the exclusive jurisdiction of the English Courts. Any waiver by the Company of any right under these Terms and Conditions shall not be prejudice exercise of that, or any other, right.
22. General - All references to these Terms and Conditions to the masculine should be taken to include the feminine where appropriate.
The Hirer must confirm understanding of, and agreement with, all the following terms and conditions. The Hirer is primarily responsible for the conduct of all passengers. The Driver and/or other Crew are responsible for the safety of themselves, all passengers, other road users and any other persons that could be affected by the movement of the vehicle and/or passengers boarding and alighting. The Driver and/or Crew will require the Hirer to deal discreetly in the first instance with any passenger conduct issues arising but reserve the right to take any necessary direct action, with particular reference to clauses 13 and 14.
1. Operator – OK Motor Services Ltd is registered in England as company number 06415076 whose registered office is situated at Cart House 2, Copley Hill Business Park, Cambridge Road, Babraham, Cambridge CB22 3GN. The Operator’s Licence number is PF1144437.
2. Quotations - All quotations are given subject to the Company having available a suitable vehicle at the time the Hirer accepts the quotation. Quotations are valid for 28 days unless otherwise stated. No VAT is chargeable on bus hire, but any ancillary services (e.g. meals) arranged by the Company will be subject to VAT at the prevailing rate.
3. Payment - A deposit of 25% of the hire fee (minimum £100) is payable on booking the hire with the balance due 21 days before the date of the hire, unless the Company has agreed in writing to vary this condition. If payment is not received in accordance with the agreed terms, the Company reserves the right to cancel the Contract with you by serving notice on you to this effect and levy the appropriate charge in accordance with clause 8. Interest will accrue on any payment not made at the due time, at 8% above the current Bank of England base rate weekly. All payments must be received and cleared through the Company's bank prior to departure except where account facilities are provided by the Company.
4. Confirmation of Booking - On receipt of the deposit (or full payment if within 21 days of the hire), the Company will issue a letter of confirmation, which will include the agreed details of the hire and initiate the Contract with the Hirer. The Hirer should check this on receipt, and immediately notify the Company of any error or required variation. No booking should be regarded as confirmed prior to receipt of this letter.
5. Drivers' Period of Work - Hirers should be aware that hours of driving and rest periods are strictly controlled by law. Drivers' work is planned to comply with these regulations, based on the agreed details of the hire, and it may not be possible to vary these at short notice. Where variations to the agreed hours of operation of the hire are requested at the time of the hire, the Driver MUST observe the Regulations, and his decision on the extent (if any) of any variation is final. No liability will be accepted arising from a failure of any passenger to board the vehicle by the scheduled or agreed departure time.
6. Variation of Hire - Where variations to the confirmed details of the hire are requested in advance, the Company will endeavour to accommodate such requests, subject to the constraints of availability and of the Regulations referred to in clause 5. However, if the Hirer seeks any variation which the Company deems to be unreasonable, or which cannot be agreed, the Company may cancel the hire in accordance with the terms of clause 9 and may at its discretion and levy a cancellation charge in accordance with clause 8. If the vehicle is detained late by the Hirer, or used for a longer journey than that contracted for, the Company will make a commensurate additional charge. Vehicles may be used for other work during waiting times at destinations unless the hirer has specifically requested the vehicle to remain for their use.
7. Operation of Hire - Unless specified otherwise, the route used will be determined by the Company and/or the Driver. Unless specifically stated or agreed, it should not be assumed that any vehicle will remain at the destination until the time for the return journey.
8. Cancellation by Hirer - If the Hirer wishes to cancel any confirmed hire, the following scale of charges will apply in relation to the total hire change:
· 21 days or more before departure - full refund, less £20 administration fee;
· 8-20 days before - 25% of hire charge;
· 3-7 days before - 50% of hire charge;
· Cancellation within 48 hours of departure - 100% of hire charge.
9. Signage - No signage may be displayed on company vehicles without prior written permission. When such permission is given, the Hirer will be liable for any damage caused to the vehicles structure, fabric or exterior caused by application or removal of such signage.
10. Cancellation by Company - The Company will not be liable for loss, injuries, damage, delay or inconvenience caused where inclusive arrangements have been made incorporating other companies' services. The Company will not be held liable for delays caused through unpunctuality, traffic delays, or mechanical breakdown. Other than as set out below, the Company will not be liable for any claims beyond the cost of the value of the coach hire. In the event of emergency or other unforeseen circumstances which prevent operation of the hire, the Company may return all monies paid and, without further liability, cancel the Contract. However, the Company will make all reasonable efforts to fulfil the hire using alternative vehicle(s) or operator(s) in consultation with the Hirer where possible. For the avoidance of doubt, nothing in these terms and conditions seeks to limit or exclude liability for death or personal injury caused by the Company's negligence or for fraudulent misrepresentation by the Company.
11. Substitution of Vehicle - In view of the nature of our historic vehicles, the Company cannot guarantee that a particular vehicle will be provided for a hire, and may provide a larger vehicle than the size specified at no additional charge. The Company reserves the right to substitute any other vehicle or sub-contract another operator where necessary to fulfil the hire.
12. Seating Capacity - No standing passengers will be carried except in an emergency. Where a conductor is carried, one seat may be reserved for him or her. Under no circumstances will Drivers carry any passengers in excess of the marked carrying capacity of the vehicle.
13. Conduct of Passengers - The Driver and/or Conductor are responsible for the safety of the vehicle and occupants, and their instructions must be complied with. Any passenger whose conduct is in breach of statutory regulations will be asked to leave the vehicle, and may be removed on the authority of the Driver or Conductor. The Hirer will be responsible for any damage caused to the vehicle by passengers during the hire.
14. Alcohol - Alcoholic drinks may not be carried in or consumed on the vehicle, except with the prior express permission of the Company in writing. Any conditions attached to such permission must be adhered to. Refreshments may not be consumed on the vehicle without prior written permission. Adequate provision for the disposal of ensuing rubbish is the responsibility of the Hirer. Glass utensils must not be used whilst the vehicle is in motion. In order to comply with the law, alcohol may not be consumed or carried to specified sporting events.
15. Animals - No animals, except Guide or Assistance Dogs, will be carried on any vehicle except by prior agreement.
16. Property - The Company will not accept liability for any damage to or the loss of passengers' property which is left on a vehicle. Any articles of found property recovered from the vehicle will be held at the depot for a period of six months where the vehicle is based, and any articles claimed may be collected by arrangement with the Company. The Company reserves the right to levy a reasonable charge for the return of lost property, in addition to any cost incurred for delivery. The Company reserves the right to refuse carriage of any item it considers dangerous or unfit on its vehicles. Gangways and emergency exits must be kept clear at all times. Passengers will be limited to one regular sized piece of luggage and one small item of hand luggage.
17. Breakdown or Delay - The Company gives advice on journey times in good faith, and will use its best endeavours to operate to the agreed schedule. However, it does not guarantee the completion of any journey at a specific time, and will not be liable for inconvenience or loss caused by breakdown or delay.
18. Provision of Ancillary Services - When the Company arranges meals, accommodation, travel by ferry, admission tickets or any other service provided by another Contractor, it does so as an agent on behalf of the Hirer. Any terms and conditions imposed by such Contractor will be binding on the Hirer as if he had directly contracted the services himself.
19. Complaints - In the event of any complaint about the Company's services, the Hirer should seek to resolve the issue at the time by referring to the Driver or the Company. If this does not provide a satisfactory remedy, a written complaint should be submitted within 14 days of the date of hire to: OK Motor Services Ltd., Cart House 2, Copley Hill Business Park, Cambridge Road, Babraham, Cambridge CB22 3GN. Complaints will be acknowledged within 10 working days, and the Company aims to resolve any complaint within 28 days of it being made.
20. Smoking - No smoking is allowed on any vehicle.
21. Jurisdiction - All hires are undertaken, and these Terms and Conditions should be interpreted, subject to English law and any dispute is subject to the exclusive jurisdiction of the English Courts. Any waiver by the Company of any right under these Terms and Conditions shall not be prejudice exercise of that, or any other, right.
22. General - All references to these Terms and Conditions to the masculine should be taken to include the feminine where appropriate.