Northumberland VW California Camper Van
We have tried to keep our Terms of Hire short and easy to understand. We are a small, family business letting out our camper van in good faith, and in return, expect our hirers to respect and care for our vehicle with due consideration for other road users and campers. Please ask if there is anything you are not sure about.
We will ask you to sign a Rental Agreement based on these Terms of Hire when you collect the camper van from us. The camper van must be collected by the person hiring it and who will be insured to drive it. Driving licences for all drivers must be presented on the day you hire the camper van. Without these we will not be able to release the camper van to you and there will be no refund for the hire cost already paid.
NORMAL PICK-UP AND RETURN TIMES
Weekly hire – Collect Friday afternoon between 3pm-5pm and return Friday between 9am-11am.
Weekend breaks – Collect Friday afternoon between 3pm-5pm and return Sunday/Monday between 9am-11am. depending on whether it’s a 2 or 3 day weekend hire.
Mid-Week breaks – Collect between 3pm-5pm and return between 9am-11am on the start/end days of hire.
Please adhere to these times unless otherwise agreed as you could impact another hirer who is booked before or after you. You need to allow an hour to complete all of the paperwork and have a demonstration of the camper van before you take it away. We try to be flexible so alternative days and times may be available depending on other booked hires – but this must be agreed in advance and can be subject to additional cost.
There is off road parking at our collection address for your vehicle whilst you hire the camper van. Parking is at the owner’s own risk. Directions for collection: https://karenskottages.co.uk/northumberland/wp-content/uploads/2017/07/Directions-for-Camper-van-hire.pdf
The van will have a full tank of diesel when you collect it for hire and we request that it is returned with a full tank as well. There is a fuel station within 2 miles of the collection/drop off address at Scots Gap although it does have limited opening hours (closed Sunday).
We kindly ask that the camper van is returned to us in a clean and tidy condition with all of your personal items removed. We ask that you take particular attention to the inside of the camper van as we understand it is not always possible to get the outside body work cleaned before you return it to us. A fee of £100 will be charged if the camper van is not returned in a satisfactory, clean condition. An invoice will be sent to the hirer, which must be paid within 7 days of issue.
DEPOSITS AND PAYMENTS
A 20% non-refundable deposit is required by bank transfer (which protects both parties as the accounts are traceable) to secure the booking. We will also ask for proof of ID, a copy driving licence and a two other forms of ID. The balance is due 6 weeks before the hire starts and is not then eligible for a refund in the event of cancellation or curtailment. Invoices and receipts will be issued by Karen’s Kottages. Under no circumstances will the hire vehicle be released without full, cleared payment and ID.
We recommend that customers obtain adequate holiday/travel insurance in the event of any unforeseen circumstances. Payment for optional extras can be made on the day of hire, either by cash or bank transfer.
We have the right to cancel the booking due to unforeseen circumstances such as the previous hirer has damaged the camper van or due to a mechanical fault. In these circumstances a full refund will be issued as soon as we are aware of the situation. If there is minor damage to the vehicle that does not impact its safety or enjoyment, we will proceed with the hire as normal.
If you would prefer to book through one of our booking partners, prices will typically be higher and you will be signing up to their T&Cs.
Should you wish to extend your hire once you’ve booked or during your hire, this may be possible subject to availability. Please contact us, giving as much notice as possible. Payment for the extension will need to be made within 24 hours of the extension being agreed.
UK TRAVEL ONLY
We will only allow the vehicle to be used in the UK. At the present time, European travel is not allowed.
A maximum of 1500 miles per week (215 per day) is allowed. Mileage above this amount will be subject to an additional 20p per mile charge.
A well behaved dog is welcome to travel with you but we request that our seat covers are used at all times. We will add the £30 cost for these to your total hire cost. We expect the hire van to be returned without trace that a dog has been travelling with you. We will charge for any damage or extra cleaning required.
Smoking is not allowed in our camper van at any time.
The camper van will be furnished with everything you should need for your hire. Please check with us if you require more information about what is included. We do not provide towels or bedding so hirers will need to bring their own e.g. sleeping bag or quilt and pillows. The camper van sleeps 4 but please note there is a weight limit of 26 stone in the roof bed.
If the previous hire has resulted in minor damage to the camper van’s contents, we will endeavour to repair/replace the damage as far as possible but this cannot be guaranteed.
The hire will include a gas bottle. Should this run out during your hire, please arrange a refill and keep the receipt. We will reimburse you for this cost within 7 days of returning the vehicle and providing us with a receipt.
During the hire period the hirer agrees that the vehicle will be driven in a cautious, prudent and normal manner 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.
INSURANCE AND DAMAGE
The hire price includes comprehensive vehicle insurance for drivers between the ages of 25 and 70 holding a full UK driving licence for at least three years with no accidents, convictions or endorsements. Drivers outside of these conditions will be considered but there may be additional charges that you would need to pay. Please call us to discuss as a few points for minor speeding or traffic offences usually incur no additional charges. In advance of the hire you will need to run a DVLA licence check for all drivers and send us the code(s): https://www.gov.uk/view-driving-licence together with two other forms of ID (e.g. utility bill, bank statement no older than 90 days). We will need to see physical copies of driving licences for all drivers when you collect the van and you will be asked to sign the Terms of Hire agreement.
Insurance is provided by Liverpool Victoria and in the event of any damage to either the vehicle or third party property the hirer will be liable for the first £500 per occurrence. In the event of an accident the £500 excess is payable by the hirer to the insurance company immediately and will be returned to the the hirer if the claim is settled as non-fault. 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. Costs will vary depending on the nature of the damage and will be charged at cost from a main VW commercial dealer garage. These costs will be invoiced to you as soon as they are known and are payable within 14 days of the date of the invoice.
Breakdown assistance cover is included with the hire. Details will be left in the camper van should you need it. The hirer will be responsible to undertake routine vehicle checks such as tyre checks. Any minor repairs for mechanical issues should be paid for by the hirer up to £50. This cost will be refunded once the vehicle has been returned.
The hirer will be responsible for any costs associated with putting the incorrect fuel in the vehicle. The vehicle runs on diesel.
If we receive any motoring conviction notifications or parking tickets whilst you hire the camper van, these will be forwarded to you and the relevant authority notified.