Karen’s Kottages – Northumberland
VW California Camper Van
1. Terms and Conditions
These terms and conditions are between the Owner (Karen’s Kottages) and you (the “Hirer”). By booking to hire this motor vehicle, the Hirer is accepting these terms and conditions. Please read the following carefully:
2. Booking and Payments
A 20% non-refundable deposit secures the booking and the balance is due 6 weeks before the hire starts. If the hire period is to start within 6 weeks of the booking, full payment is required and is non-refundable. Payment is to made by BACS, cheque or debit/credit card. Cash is not acceptable. Karen’s Kottages will issue invoices and receipts for all bookings made and monies received.
There is a £700 damage excess on this vehicle. Karen’s Kottages will require payment of this prior to the hire commencing either as a pre-authorisation on a credit/debit card or take payment by BACS or credit/debit card. The hire will not be able to commence without payment of the damage excess deposit. The pre-authorisation will be removed from the Hirer’s card or refunded to the Hirer (where paid by card or BACS) within 2 working days of returning the vehicle providing there is has been no damage during the hire. If the Hirer has damaged the vehicle internally or externally, the value of this damage will be deducted from the £700 damage deposit and the balance returned to the Hirer as soon as reasonably possible (to allow for damage estimates to be obtained). Damage of £700 or more will mean the £700 damage deposit is not returned to the Hirer and Karen’s Kottages may need to make an insurance claim to cover the additional costs. All repairs to the vehicle will be undertaken by a VW Commercial main dealer garage.
These terms and conditions (including the cancellation policy) become binding on the Hirer at the time of booking whether or not they have been signed by the Hirer or not.
Should the Hirer wish to extend their hire period, this may be possible if the vehicle is not booked to another Hirer. The Hirer should contact Karen’s Kottages to arrange this extension and pay the additional hire amount, which will be due immediately.
Hirers are advised to take out appropriate travel/holiday insurance to cover losses in the event of any unforeseen circumstances or cancellations; examples include illness, adverse weather etc. The Owner cannot provide this insurance cover.
Any refunds will be made in the same way as the Hirer paid except where payment was by cheque, which will be refunded by BACS.
The deposit is non-refundable once the 14-day cooling off period has expired. Karen’s Kottages cannot postpone or transfer money from one hire to another.
Karen’s Kottages reserves the right to amend the cancellation policy for certain events, such as the vehicle has been damaged by the previous Hirer. In these circumstances a full refund will be issued to the Hirer. Karen’s Kottages is not responsible for any other costs associated with the hire, e.g. campsite cancellation.
4. Collection and Return
Unless otherwise agreed with Karen’s Kottages, collection will be between 3pm and 6pm on the day of hire. All drivers will need to show their photocard licence and sign a paper copy of these terms and conditions. The Hirer should allow 60 minutes for paperwork and a demo of the motor vehicle’s fixtures and fittings.
Karen’s Kottages reserves the right to refuse to hand over a vehicle to any person who, in their reasonable opinion, is not suitable to take charge. Karen’s Kottages will not hand over the vehicle where full, cleared payment has not been received and the appropriate DVLA and ID checks are incomplete or unsatisfactory. In such cases, no refund of the hire charge will be made by Karen’s Kottages who will have no further liability.
Unless otherwise agreed with Karen’s Kottages, the vehicle must be returned by 11am on the last day of hire. Late returns can have a significant impact on the next hire and failure to return the vehicle on time will have the consequence that the Hirer will be liable to an extra charge of £25 an hour after it is more than 30 minutes late. The Hirer should inform Karen’s Kottages if they are going to be late returning the motor vehicle. An invoice will be issued to the Hirer for late returns, which is payable within 7 days.
The vehicle will have a full tank of diesel when the Hirer collects the motor vehicle and must be returned to Karen’s Kottages with a full tank of diesel. If the tank is not returned full, Karen’s Kottages will invoice the Hirer for the cost to refill the tank plus an administration fee of £20. If incorrect fuel is used at any time during its use the Hirer will be charged the full cost of repair by a VW garage.
A total of 1,000 miles per week is allowed in the vehicle, or pro-rata if hire is for less than 7 days. Mileage in excess of this will be charged at 25p per mile.
The vehicle must be returned with the inside clean and all personal items removed. A cleaning fee of £100, payable within 7 days, will be charged to the Hirer where the vehicle is returned in an unsatisfactory condition.
If Karen’s Kottages discovers damage to the hire vehicle after it has been returned, it reserves the right to invoice the customer up to 28 days after the end of the hire, payable within 7 days.
There is off road parking at Karen’s Kottages when the Hirer hires the motor vehicle. Hirer’s vehicles are left at the Hirer’s own risk, Karen’s Kottages cannot be held responsible for any damage or theft to a Hirer’s vehicle parked at its premises.
5. Drivers and Insurance
The hire will include comprehensive motor insurance and breakdown assistance cover for all declared drivers. The Hirer may only drive the vehicle in the UK; European travel is not permitted unless pre-agreed with Karen’s Kottages and noted on the signed terms and conditions.
The vehicle can carry up to 4 passengers with seatbelts, which must be worn at all times. The vehicle can sleep up to 4 people but the double roof bed can only hold a maximum of 26 stones in weight.
All drivers must be over 25 and under 76 years of age, and have held a full UK or EU driving licence for at least two years prior to the commencement of hire. All drivers’ licences must be free of endorsements except for minor offences such as speeding (maximum of 6 points, 3 points per conviction) and drivers must not have had their licences suspended for any period in the last 3 years or obtained a BA, DD or UT conviction. Drivers must not have been involved in more than one accident within the last 3 years. Details of any accidents or convictions, or where special terms have been imposed or policies cancelled by insurers, must be notified at the time of booking.
Each driver will be required to do a DVLA licence check: https://www.gov.uk/view-driving-licence and send the code generated with a copy of their photocard driving licence to Karen’s Kottages together with a copy of two other forms of ID, e.g. a utility bill and bank statement no older than 3 months. If a driver does not hold a photocard licence then a copy of the paper licence and passport should be provided instead.
The insurance policy has a £700 damage excess which the Hirer will be required to pay in the event of any accident or damage caused to the vehicle. Damage at less than £700 will be charged at cost. All repairs will be undertaken by VW or a VW recommended repairer.
The Hirer will be liable for replacement or repair of windows or tyre damage and accidental/negligent damage to the vehicle, fittings and equipment, including optional extras. Keys that are lost by the Hirer are to be paid for by the Hirer including any replacement lock costs. All costs will be invoiced to the Hirer and are payable within 7 days of the date of the invoice.
The Hirer will be responsible to undertake routine vehicle maintenance such as tyre and oil checks. Any minor repairs for mechanical issues should be paid for by the Hirer up to £50. This cost will be refunded by Karen’s Kottages within 7 days of receiving the receipt. Any issues with the motor vehicle must be reported to Karen’s Kottages by the Hirer immediately.
Smoking anywhere inside the vehicle is not permitted at any time.
A well-behaved dog is permitted to travel with the Hirer but protective seat covers must be used at an additional cost of £30 per hire. Dogs must be appropriately secured in the vehicle when travelling, ideally in a collapsible cage that can be placed on the floor behind the driver’s seat.
The Hirer must take extra care cleaning the inside of the vehicle to ensure it is returned with no evidence that a dog has been travelling in it. Not all of our hirers bring a dog or like dogs.
8. Fixtures and Fittings
The vehicle is equipped with everything a Hirer should need for their hire period. Karen’s Kottages does not supply towels or bedding.
If the Hirer finds anything missing or broken, this should be noted on the fault sheet in the Hirer’s pack so that Karen’s Kottages can rectify the situation for the next hirers. If the previous hire has resulted in minor damage to the camper van’s contents, Karen’s Kottages will endeavour to repair/replace the damage as far as possible but this cannot be guaranteed.
The Hirer will be responsible for all loss or damage to the vehicle or its contents if the Hirer has left the vehicle unsecured. The Police will be notified of any wilful damage to the vehicle or its contents.
The hire will include a gas bottle for use by the cooking hob. Should this run out during the hire period, the Hirer should arrange for a refill. Karen’s Kottages will reimburse the Hirer for the cost of the refill within 7 days of receiving the receipt. The gas should be turned off at the bottle and under the cooking hob whilst driving.
9. Driving, Fines, Charges and Endorsements
During the hire period the Hirer agrees that the vehicle will be driven in a cautious, prudent and normal manner in accordance with The Highway Code so as to avoid damage; not driven in a prohibited area; not driven by a person under the influence or alcohol or drugs in excess of that permitted by law; not used for hire or reward; not for carry of more than 3 passengers and the driver; not used to tow; not used for illegal purposes; not used for any race, rally or contest; not used on a beach (must be kept to roads); will not leave the key in the ignition (invalidates the insurance – liability will pass to the Hirer); not used to carry explosives, gases (other than the fitted gas bottle for the gas hob), volatile liquids or other corrosive or inflammable material.
Any fines, charges, parking tickets, date charges or other penalties enforceable on the driver of a vehicle are the sole responsibility of the Hirer during the period of hire. Karen’s Kottages will forward on any received correspondence to the Hirer at the time of any offence and will notify the relevant authorities where appropriate.
All accidents, damage and personal injury must be reported immediately to Karen’s Kottages by the Hirer.
10. Governing Law
This agreement is subject to the laws of England and Wales.
The Hirer must not give anyone legal rights over the vehicle. The vehicle remains the property of Karen’s Kottages at all times.
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 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
12. Data and Privacy
The Owner will only request and store information relevant to the enquiry and booking for as long as is necessary. Any personal information requested will not be shared with third party organisations for marketing purposes. Your email address will be added to our database; Hirers can opt out at any time. Information will be shared with the Police or relevant authorities in instances of criminal activity.
13. 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.