OTBT Vans Ltd Hire Terms & Conditions/ Campervan Rental Agreement

To ensure you know exactly what to expect during your booking and hire please read our Terms and Conditions below.

1. Minimum Hire

Campervan hire in July and August is 5 night minimum booking period. The rest of the year it is a 3 night minimum you can hire for up to 30 days at a time.

2. Passengers

OTBT Vans Ltd authorises the use of this vehicle for up to the number of belted seats available including the Driver. Each person to use the safety restraints provided at all times whilst vehicle is in motion.

3. Drivers

Drivers must be between 23 and 75 years old. A refundable security deposit of £500 to cover Campervan Insurance Excess applies to all our Campervan hires with UK Drivers license and with Non-UK licences held within the EU, Canada, USA, Australia and New Zealand.

Main Drivers must provide Photo ID license prior to hire commencement plus two items of residential proof of the main Driver (two utility bills from separate companies less than three months old is acceptable.) If the Driver does not have a Photo License ID, the paper license and a passport is required.

Drivers and additional drivers are personally liable for all legal penalties (e.g. parking tickets) which are incurred during the period of hire. All drivers must be present at Booking Hire Start Day

4. Additional Drivers

Additional Drivers must provide both paper license and Photo ID license prior to hire. If the Driver does not have a Photo License ID, the paper license and a passport is required. Details of any additional drivers are required in advance of rental period.

One additional driver £25

Two additional drivers £40

Campervan Hire Rates quoted include: Unlimited miles in the United Kingdom UK standard vehicle insurance*

UK breakdown cover: Vans are covered with full UK RAC roadside recovery

* Insurance loading. In some cases, OTBT Vans Ltd will incur additional charges if the driver to be insured has a traffic conviction, is using a non- UK driving license or is in an occupation which is deemed high risk. These charges will be passed onto the customers.

4a.Payment of your Campervan Rental

Availability is on a request and confirmation basis at the time of your reservation. A reservation is only binding once a booking deposit has been paid and a reservation confirmation email has been sent by OTBT Vans Ltd Ltd. Once the reservation has been confirmed, our terms and conditions and cancellation policies will apply. You may choose to pay a deposit (the value of the booking deposit is 50% of the total booking amount) but the full balance must be paid at least 4 weeks before booking commences. If the booking is within 4 weeks, the full hire amount must be paid at the time of booking.

Our terms and conditions including cancellation policy will apply from this point onwards. Once the reservation is confirmed, a confirmation email will be sent out to the customer.

Settlement of the remaining balance will be due one month (4 weeks or 30 days) prior to Booking Rental Start date. A refundable security deposit is required 7 working days before rental period starts to cover Insurance Excess and any damages or road traffic fines incurred and can be paid through Paypal with a credit or debit card or bank transfer.

Payment for the security deposit will be refunded 14 days after end of hire less any incurred costs.

The hirer irrevocably authorises OTBT Vans Ltd to deduct from the security deposit any amounts due to OTBT Vans Ltd arising out of this agreement. The security deposit will be refunded by Paypal or bank transfer 14 days after the return of the Campervan provided the vehicle being returned to the correct location, undamaged, with a clean interior with a full fuel tank.

We reserve the right to retain a £50.00 soiling fee if the Campervan is not returned with the interior in a clean condition

OTBT Vans Ltd campervans are to be driven in the UK only, any trips to Europe must be discussed before hire and relevant insurance and breakdown cover costs will be added.

5. Campervan Hire Extras

Extras to be added to booking at time of check out.

Normal pick up hours are: 1500 – 1800 on vehicle hire start date Normal drop off hours are 0800 – 1100 on vehicle end date

The vehicle can picked up earlier or dropped off later with prior payment and arrangement the following charges apply

Early pick up (from 1200)– £40 per hire Late drop off (until 1400) - £40 per hire

If the vehicle is returned outside the normal pick up hours (0800 -1100) without prior arrangement the late drop off fee is £150.00

6.Cancellation Charges

More than 4 weeks before rental start date: A £20 administration fee

Less than 4 weeks before rental start date: 50% of total hire charge

Less than 1 week before rental start date: 100% of the total hire charge OTBT Vans Ltd cannot postpone or transfer money from one hire to another.

Cancellation

You must contact us by email to cancel your booking. We strongly encourage customers to take out their own travel insurance to protect their trips and personal belongings.

Force Majure 

It is possible to cancel your hire up to 48 hours before departure and request a refund or postpone your dates

  • A natural disaster has occurred at the place of departure of the vehicle or prevents movement for your entire trip;
  • Your flight or train to get to the destination has been cancelled
  • Government restrictions in force prevent the movement of people or impose a quarantine on departure or return (exclusion in case of a positive covid-19 test or declared close contact case);
  • A military operation or an armed conflict is declared on the place of departure or the itinerary

You will be able to reschedule your booking for another date within 12 months (with no admin fee) – pending availability, and you can switch vans if you want, for availability. We can issue you with a voucher/credit if you are unsure of dates. If the rescheduled holiday is of greater value you can top it up, or if it is of lesser value we’ll issue you a voucher for the difference. We ask that any changes are made in good time, and no later than 48 hours before your departure date.

7.Rental and other charges

I will pay OTBT Vans Ltd:

  1. All rental charges

  2. The security deposit (£500)

  3. The nominated cancellation fee in the event of cancellation of this agreement prior to acceptance of delivery of the vehicle

  4. The cost of any damage to the vehicle or the property of any third party, subject to the insurance*

  5. All government fees and duties etc

  6. All parking fines, other fines or penalties, and/or accidents including third party property damage not reported on return of the vehicle; and associated administration costs incurred in relation to the vehicle during the rental period

  7. Any other fees or charges payable by me pursuant to this agreement. *

  8. The daily rental rate for the period the vehicle is off fleet for accident repairs*

  9. The cost to recover a vehicle which has become bogged.*

*This cost is up to the insurance excess amount provided all Terms and Conditions are adhered to. If the insurance deems the insurance to be invalid due to inappropriate use of the vehicle and there has been a breach by the hirer of the terms of this agreement, then the hirer will be liable for all costs.

8.Payment of charges joint and several liability

All charges and expenses payable by me under this agreement are due on demand by OTBT Vans Ltd. If I do not pay all charges when due, I agree to pay a late charge of 1.5% per month on the outstanding balance and any collection costs incurred by OTBT Vans Ltd, including reasonable legal fees. When the customer comprises of more than one person, each person is liable jointly and severally for all obligations of the customer pursuant to this agreement.

9. Campervan Collection and return

Collection: Please allow 1.5 hour for the hand-over of the Campervan to complete documentation and demonstrate our vehicle to you.

Return: Please allow up to half an hour on the return of your vehicle to hand over and check the condition of the vehicle. The vehicle must be returned with a full tank of diesel and returned in the same condition that it was rented to you. Should the fuel tank not be full, the value will be deducted from your deposit. The vehicle must be returned on the date stated on the rental agreement and before the stated check out time. The hirer must advise OTBT Vans Ltd if they are delayed for any reason and additional charges may be charged.

I acknowledge that having received the vehicle in a clean condition and in sound working order in accordance with the departure checklist and with a full fuel tank:

I will return the vehicle in a clean condition with a full fuel tank, on the return date and time set out under the heading ‘check in’ in the rental agreement.

I acknowledge that OTBT Vans Ltd will not refund to me any monies, nor have any obligation to provide a replacement vehicle, if the vehicle is returned or I cease to have the use of the vehicle prior to the return date for any reason e.g. accident, weather or theft.

10.Title to vehicle

I acknowledge that OTBT Vans Ltd retains title to the vehicle and that I possess the goods as a mere bailee only. I do not have any right to pledge OTBT Vans Ltd credit in connection with the vehicle and agree not to do so. I shall not agree, attempt, offer or purport to sell, assign, sublet, lend, pledge, mortgage, let on hire, or otherwise part with or attempt to part with the personal possession of or otherwise deal with the vehicle.

11.Use of the vehicle

I understand that the vehicle is fitted with a global positioning system tracker for insurance and security reasons

I agree that during the rental period, I will not and will not allow the vehicle to be:

Driven otherwise than in a cautious, prudent and normal manner;

Used in a manner which could cause damage;

Driven in a prohibited area or in an area other than the areas indicated by me to OTBT Vans Ltd:

Driven by a person under the influence of alcohol or drugs or with a blood alcohol level in excess of that permitted by law;

Left with the ignition key in the vehicle while it is unoccupied

Driven by persons:

Under the age of 23 years; or who is not authorised by law to drive the vehicle. Particulars of a proposed licensed driver of the vehicle are set out under the heading ‘driver details’ in the motor rental agreement. Damaged by:

Submersion in water

Contact with salt water

Used for any illegal purpose for any race, rally or contest

Used to tow any vehicle or trailer.

Used to carry passengers or property for hire or reward

Used to carry more persons than is permitted by any relevant authority or detailed in the vehicle manual or on the vehicle or specified in this agreement

Used to carry volatile liquids, gases, explosives or other corrosive or inflammable material

Otherwise used in breach of my obligations under this agreement.

12.Alterations to the vehicle

I shall not make any alterations or additions to the vehicle without the prior written consent of OTBT Vans Ltd

13.Maintenance

I shall take all reasonable steps to properly maintain the vehicle, including oil checks, water and batteries.

I acknowledge that OTBT Vans Ltd will reimburse me for expenditure up to UK £200.00 reasonably incurred in rectifying any mechanical failure to the drive train and engine of the vehicle (not including the water system, refrigerator, heating, audio equipment) provided that:

  • I produce relevant receipts

  • I have received the prior consent of OTBT Vans Ltd

  • The damage is not due to my fault or my breach of this agreement.

  • Subject to the terms of this agreement, I will pay for the cost of repairing or replacing tyres damaged during the rental period provided that OTBT Vans Ltd will reimburse me for expenditure reasonably incurred if:

  • I produce relevant receipts

  • The tyre is defective and is returned by me to OTBT Vans Ltd for inspection; and

  • The manufacturer accepts liability under his warranty,
    I will be liable for any costs associated with the incorrect use of fuel ( fuel being diesel)

14.Responsibility when accident occurs

In the event of any accident, loss or damage arising out of the use of the vehicle

I will notify OTBT Vans Ltd within 24hrs of the happening of the event Obtain the names and addresses of third parties and any witnesses and report the event to the nearest police station;

Complete a European accident report form as supplied. Not make any admission of liability to other parties, settlement offer or other like offer;
Assist OTBT Vans Ltd in handling any claim arising from any event, including providing all relevant information and attending court to give evidence.
I acknowledge that the excess or other amount due by me in respect of any damage arising from an accident, loss or damage is payable at the time of reporting the event and not at the completion of the rental period.
I will pay for any costs relating to the delivery of a change over vehicle as a result of an accident regardless of which party is at fault.
I give full authority for OTBT Vans Ltd to take the vehicle to be repaired at their chosen garage. OTBT Vans Ltd will endeavour to produce 3 quotes for 3 repair, time allowing.

15.Insurance

I agree that the vehicle is insured for damage to the vehicle and the property of a third party

I will have to pay an excess for any damage. The insurance excess is £500 as agreed and paid. Please note that resolution of damage issues is time consuming to resolve and we reserve the right to charge an administration fee in addition to the repair cost.

I will not have any insurance cover and I will be responsible for the total cost of any damage if I breach any of the terms of this agreement

I will pay for any time the vehicle is off hire for repair work conducted on the vehicle regardless of which party is at fault. The off hire charge will be a nightly charge that relates to when the vehicle can be fixed. E.g. if the vehicle is fixed in August the charge will be the same as if the van were on hire for. Charges will be made for every 24 hours the vehicle is off hire.

Included in the price is fully comprehensive cover for one driver. Driver criteria are as follows:

  • Drivers must be between 23 and 75 years old. Contact us if you fall outside this bracket as we might be able to arrange something for an additional fee.

  • £500 excess applies, i.e. you will be responsible for paying the first £500 of all claims, this will normally be taken from your security deposit.

  • Valid UK or EU licence held for more than two years with no more than two convictions with a maximum of three points per conviction.

  • Non UK & EU licences may be accepted, please contact us for more details.

  • Up to three additional drivers can be added at a cost of £5 per driver as long as they meet the same criteria.

  • All driver details must be provided ahead of time by way of the online check-in.

  • Each driver must provide the driver’s licence card part and two proofs of address in the form of bank/utility statements.

  • Each UK driver will need to provide us with a DVLA licence check code ahead of the hire – for more information visit https://www.gov.uk/view-drivin.... It is important to note that you will need your national insurance number to use the service. We will be unable to add the driver unless this code has been provided.

  • Drivers are responsible for all legal penalties, speeding fines, parking tickets etc. which are incurred during the period of hire.

  • In the event of any damage to either the vehicle, equipment or third party property, the hirer will be liable for the excess. The hirer will also be fully liable for replacement or repair of windscreen or tyre damage.

  • Insurance provided by OTBT Vans Ltd only covers the vehicle and does not cover personal possessions, we strongly recommend that you take out insurance to cover your personal items during the rental period.

16.Release and indemnity of OTBT Vans Ltd

Subject to its obligation to deliver the vehicle, I release OTBT Vans Ltd, its employees and agents, from any liability to me (regardless of who is at fault) for any loss or damage incurred by me by reason of this agreement, including but not limited to:

Any loss or damage caused by breakdown, mechanical defect, accident or the vehicle being unsuitable for my purpose

Any loss or damage to any property left in or on the vehicle, in any service vehicle or on any OTBT Vans Ltd premises or recovered or handled by OTBT Vans Ltd.

Subject to any insurance arrangements agreed with OTBT Vans Ltd, I hereby indemnify and shall keep indemnified OTBT Vans Ltd, its employees and agents against any claims, demands and expenses (including legal costs) incurred or sustained by them or any of them by reason of my use and/or possession of the vehicle.

Instances beyond OTBT Vans Ltd control that means they cannot release the vehicle to me due to a prior accident or fault with the vehicle. In this instance, OTBT Vans Ltd will endeavour to find a replacement vehicle or give a full refund of the price of hire to the customer.

17.Road restrictions

All vehicles may only be driven on sealed / bitumen roads.

I acknowledge that OTBT Vans Ltd reserves the right at any time, at its sole discretion, to restrict vehicle movements in certain areas due to adverse road or weather conditions or any other reasonable cause

18.Pets

We allow dogs (maximum of 2 depending on size) to travel in our vehicles. We only allow dogs if this has been approved and paid for prior to the trip

19.Smoking

In the interests of cleanliness for other customers we have a no smoking and no vaping policy and will retain ALL of the security deposit if the vehicle is returned with evidence of smoking in it.

Definitions of terms and conditions

Definitions of terms and conditions ‘i’,’me’ and ‘my’ refers jointly and severally to the person or persons who are the customers; ‘this agreement’ means the rental agreement, the insurance motor rental agreement and these terms and conditions. In the event of any discrepancy between these terms and conditions and any other OTBT Vans Ltd literature, the provisions of these terms and conditions apply.

OTBT Vans Ltd– ‘Means OTBT Vans Ltd owned by Kate and Ross Moerel of 7 Fairlie Park, Ringwood, BH24 1TU

‘customer’ -Means the person or persons nominated as the hirer under the heading ‘hire details’ on the insurance motor rental agreement and any person whose credit card is presented in payment of the customer’s charges.

‘living equipment’ – Includes but is not limited to tv/dvd player, cd player, crockery, cutlery, cooking utensils.

‘Over head damage’ – All drivers must be aware of the (unusual) height of the motorhome and are responsible for all damage if driven under an obstruction that is too low for it to clear – the obvious examples are low bridges and height restrictions into car parks etc. In this event neither the basic insurance nor collision damage waiver will apply and the hirer will be responsible for the repair of all damages. Overhead damage is deemed as any damage to any part of the vehicle which occurs above 6 feet (1.83 metres) and or any third party property. The hire rate quoted includes a standard excess of £500 or other amount as agreed by our insurers for licences out with UK and EU. In the event of any damage to either the vehicle or third party property, the hirer will be liable up to the full amount of the security deposit paid. The hirer will also be fully liable for all overhead damage, any damaged deemed as gross negligence and replacement or repair of windows and windscreens or tyre damage.

‘rental period’ – Means the hire period referred to under the heading ‘booking details’ on the rental agreement or any agreed variation thereof and any additional period during which the vehicle is in the customer’s possession or control

‘vehicle’ – Means the vehicle described under the heading ‘vehicle details’ on the rental agreement and includes tyres, tools, accessories, the living equipment and any other special equipment, documents related to the vehicle and any replacement or substitute vehicle which may be provided at the discretion of OTBT Vans Ltd.

‘security deposit’ – Means the vehicle security deposit detailed under the heading ‘vehicle security deposit’ in the insurance motor rental agreement. The hire rate quoted includes a standard excess of £500 or other amount as agreed by our insurers for licences out with UK and EU.

Terminating the agreement

I acknowledge that OTBT Vans Ltd may terminate this agreement and repossess the vehicle at any time, without notification to me, and that I will pay the reasonable costs of repossessing the vehicle, including towing charges if;

I am in breach of any term of this agreement;

I have obtained the vehicle through fraud or misrepresentation;

The vehicle appears to be abandoned

The vehicle is not returned on the agreed return date or OTBT Vans Ltd reasonably believes that the vehicle will not be returned on the agreed return date;

OTBT Vans Ltd considers on reasonable grounds, that the safety of passengers or the condition of the vehicle is endangered. I understand that in the event of such termination or repossession, i have no right to a refund of any part of the rental charges or the security deposit

Changes

Any changes to this agreement must be in writing and must be signed on behalf of OTBT Vans Ltd and by me.

My warranties

I warrant that all information supplied by me to OTBT Vans Ltd in connection with this agreement is true.

Entire agreement

This agreement constitutes the entire agreement of the parties and there are no other oral undertakings, warranties or agreements between the parties relating to the subject matter of this agreement. OTBT Vans Ltd reserves the right to add or amend any rental charges without prior notice.