Friday May 20th, 2022

Terms and Conditions

Stuart Darling Van Rental, Terms and Conditions

Van Rental is a Trading Name of Stuart Darling Limited, 3 Greenside, Waterbeach, Cambridge, CB25 9HW. These terms and conditions apply to the hire of any vehicle where it is driven by the Hirer or other driver as named on the Hire Agreement. Please ensure that you read and fully understand them.

The Company is Stuart Darling Limited and shall include all employees, agents and sub-contractors whom The Company has authorised.

The Customer shall mean any person or business or other party that contracts The Company for any service including Self Drive Hire or Rental.

The Contract or Hire Agreement is the agreement between The Company and The Customer and includes these terms and conditions as set out and described below.

The terms Hire & Rental have the same meaning in these terms and conditions.

These terms and conditions do not affect your statutory rights.

Rates are subject to availability and status to those aged between 21 and 75 years of age inclusive. Hirers must have held a licence valid for use in the UK for at least 24 months. Rates will be confirmed at the time of booking and will be subject to VAT at the rate applicable at the time of booking. Unless otherwise stated, rates include a daily mileage limit of 200 miles, fully comprehensive insurance and value added tax (VAT). Fuel is not included. At no time does the ownership of the rental vehicle pass to the customer.

The minimum hire period is one day (unless otherwise agreed). Hire periods are based on 22 hours which = 1 days hire. Hire periods start at 9.00am, unless agreed otherwise. Weekend rentals start on Saturdays at 8.00am or 9.00am and finish on Mondays at 7.00am unless agreed otherwise at the time of booking. If you need to extend your rental please phone to obtain authorisation prior to the expiration of the agreed hire period. Authorised additional days will be charged at the same rate as that on the hire agreement. Unauthorised extensions will be charged at the original rate plus 25%. Late return of vehicles will be subject to an additional charge on an hourly basis until the daily rate is reached. The hourly rate is the daily rate divided by 3. Vehicles must be returned within our opening hours unless otherwise agreed.

Vehicle specifications are an indication of the style and size of the vehicle but not necessarily the exact make and model

Drivers must be authorised by Stuart Darling Limited prior to driving. We require to see a printout of your driving licence record which can be obtained from: as well as your card licence and two recent utility bills. You must have held a full driving licence for at least 24 months. We reserve the right to contact the DVLA at a cost of £5.00 to verify your licence. We will also take a digital photograph of you. We reserve the right to use a credit reference agency to verify your identity.

The Hirer / Driver must have held a driving licence valid in the UK for over 24 months and be between 21 and 75 years of age inclusive, with the correct licence to drive the vehicle hired.

The Hirer / Driver must declare convictions / offences in connection with the driving of a motor vehicle or motorcycle as this may affect the insurance and could result in the application to hire being declined. Parking offences and not more than two 3 point speeding offences in the past 3 years will be ignored. "Spent convictions", covered by the Rehabilitation of Offenders Act 1974 will be disregarded.

The Hirer / Driver must declare any infirmity / illness / fits / diabetes or heart complaint as this will affect the insurance.

The Hirer / Driver must declare if they have had their insurance declined and / or renewal refused and / or special insurance terms imposed as a result of claims experience and / or have had their insurance or cover cancelled by any Motor Insurer.

The Hirer / Driver must declare if they are connected with professional entertainment / professional sport or connected with racing of any sort.

The Hirer / Driver must declare if they have, whilst driving, been involved in more than one accident in the past 3 years.

The insured vehicle shall be driven only by the Hirer or other permitted driver who has provided the relevant documentation and is named on the Hire Agreement.

The driver of the vehicle is responsible for any speeding / parking offences / damage that occurs whilst the vehicle is in their possession.

If we decline your application to hire a vehicle we will not charge a cancellation fee.

All vehicles are fully comprehensively insured, however an excess of £500 is payable for any claim made against the insurance. This excess increases to £750 for those aged 21 to 24. This excess is the responsibility of the customer and will be paid by the customer to the Company immediately a claim is made if the damage is caused whilst the vehicle is in the custody of the customer or their representative or employees however so caused. If a claim is not made against the insurance then the customer is responsible for any damaged caused up to the excess of £500.

•Any items that are not included in the insurance which are damaged however caused whilst in the customers possession will be paid for in full by the customer.
• The Company's insurance does not cover any personal possessions or equipment carried on or within the vehicle. It is the sole responsibility of the Customer. No claim for damage or loss however caused will be made against the Company, its agents or representatives of the Company or any employees of the Company.
•Customers are advised to arrange their own personal insurance in case of loss of personal effects.
•Should the Customer make any false declaration(s) relating to the hiring of the vehicle or breach these terms and conditions during the hire period or knowingly sign the agreement when not legally entitled to drive the vehicle which results in the insurance cover being cancelled then any damage or loss however caused will be the sole responsibility of the Customer, along with any costs or loss of business incurred by the Company caused by the uninsured damage or loss.
•Damage to the glass, windscreen, tyres and upholstery are not covered by the insurance and therefore the Customer is liable for the cost of repair or replacement of any of these items.
•The Customer shall fully indemnify the Company, its agents, directors, associates, or employees for any loss, damage, death or injury and against claims made outside or not covered by the Company insurance policy for the vehicle whilst on hire.
•Customers are advised to obtain their own insurance to safeguard against loss of deposit or cancellation.

It is the Hirer's responsibility to take care of the vehicle. Any damage / mislaid items will be charged to the Hirer. The Company reserves the right to retain the Credit / Debit card details of the Hirer and to take any monies owed by the customer without further notice or authority needed once the Hire Agreement has been signed. Damage will be charged at the market rate for the job plus the lost hire for the vehicle whilst it is being repaired.

The Hirer is liable for all Road Traffic Infringements together with all Parking and Congestion Charges and Tolls. It is the Hirer's responsibility to ensure that if an additional driver has been authorised, the Hirer keeps a drivers log so that there can be no doubt as to who is in charge of the vehicle should a Road Traffic Infringement or Parking / Congestion Charge take place.

All vehicles should be returned to the location where they were rented from, unless previously agreed at the time of booking. Vehicles must not be taken outside of mainland UK unless previously arranged at the time of booking. An additional charge may apply to cover increased insurance costs.

Full payment for the hire must be made by Credit or Debit card. If the booking is within 14 days of the rental date then the full amount must be paid at the time of booking. Bookings are not confirmed or guaranteed until the full hire charge has been paid. In addition we will take a refundable deposit to cover cancellations, damage to the vehicle & fuel in the event that the vehicle is not returned with the same amount as indicated on the Pre-Rental Report. This will be charged at the point of reservation and £20 will be deducted from the deposit if you cancel your booking or do not arrive to collect the vehicle as arranged. If you need to cancel a booking please give us as much notice as possible.

A Credit or Debit Card is required at the start of all rentals for payment, identification purposes and future charging. Please also bring your photo card driving licence, your driving licence summary from the DVLA and proof of address x 2 (such as a utility bills at your current address). We reserve the right to carry out a credit check and may take a photo of you for identification.

All vehicles should be returned with the same level of fuel as noted on the Pre-Rental Report. If the vehicle is returned with less fuel then there will be an administration charge of £15.00 plus the cost of the fuel required to bring it back to the Pre-Rental level. This will be deducted from the deposit. No refunds will be given where there is more fuel in the tank than there was at the beginning of the rental.

All vehicles are non smoking and a charge of £50 will be made to cover the cost of cleaning if a vehicle is smoked in or in the event that someone has vomited in the vehicle or that it has been mistreated such that it needs professional cleaning.

In the event of the vehicle being stolen or the theft of possessions the customer MUST immediately notify the Police and obtain a Police Crime Reference Number and then notify The Company. If the Hirer has left the vehicle unattended with the engine running or with the keys in the vehicle or left the vehicle unlocked then they will be responsible for the full replacement cost of the vehicle plus any lost hire revenue as a result.

Whilst every effort is taken to minimise the chance of breakdown or accident during the hire period, all the Company's vehicles are not covered by full rescue and recovery services. The Company cannot be held liable for any delays, curtailment of journey, or any costs or losses incurred by the Customer due to breakdown, accident or delays however they may be caused. The Company cannot be held responsible for accommodation costs or any other costs incurred by the Customer or any other person due to breakdown, accident or delay. If an accident occurs during the hire period the Customer must notify the Police and the Company immediately. The Customer must complete an accident notification form (found in the vehicle information pack) and where possible take any photographic / video evidence and return along with the accident notification form as soon as possible after the accident. Any essential equipment that is found to be faulty during the hire period, such as lights, indicators or locks, can be repaired by a garage on route. The customer should get a VAT receipt to be able to reclaim the cost of the repair. If the value of the repair is over £40 then the Customer must gain authorisation from the Company before the repair. Any non essential faults (faults that do not affect safety) should be notified to the Company when returning the vehicle. If the Customer runs out of fuel or puts the wrong fuel in the vehicle then any costs incurred in recovering, refuelling, repairing the vehicle will be the responsibility of the Customer.

The vehicle must be kept locked when unattended. The Customer is completely responsible for the safety and security of the vehicle and all its contents at all times. In respect of vehicle maintenance, the Customer is solely responsible for checking and maintaining:

The fluid levels, including oil, water and screen wash.

Upholstery is kept clean and free from stains.

All lights and indicators.

The vehicle must not become defective or altered in any way.

Any warning lights that come on must be notified to the Company immediately. If warning lights are ignored any damage caused to the vehicle will be the sole responsibility of the Customer and any costs associated with repairing the damage & any loss of business due to loss of the vehicle will be charged to the Customer.

Pets are not allowed to travel in our vehicles

Customers may park their vehicle at our premises during the rental period but the Company has no liability, responsibility or risk relating to the vehicle. The Customer accepts all responsibility for their own vehicle.

The Company, its agents, directors or employees may hold and process by computer or any other means the information supplied by the Customer in relationship with the rental of the vehicle. Any information given by the Customer to the Company will only be used by the Company and will not be shared with any third party, other than the credit card company, credit reference agency or any other body that we are required to inform by law. The Company may use the Customer's information to inform the Customer about offers, new services and other business activities of Stuart Darling Limited. If you wish your details to be removed from our site then please write or email your request. If you enter into a hire agreement with us then we will retain the details relating to your hire for a period of two years for insurance purposes and will retain your name address and other contact details securely on our system should you wish to hire again in the future.

If you apply to hire through our website, in person or over the phone and do not hire from us we will destroy all the information that you have provided without delay.

If you wish to be forgotten, then subject to the caveats above and provided you do not have an active hire agreement with us or we have a legitimate business reason to contact you, we will remove your data from our system. Please email us if you wish to be forgotten and we will action this promptly.

In compliance with the General Data Protection Regulation (GDPR) 25th May 2018 and the UK Data Protection Legislation we take every precaution to protect our users information. If you have a complaint about the way in which we handle your data then please contact us in the first instance on 01223 441551. If you are not happy with the resolution then you can contact the Information Commissioners Office on 0303 123 1113.

There is a daily mileage limit of 200 miles. If you know that you are going to exceed this then you can pay a fixed price supplement for unlimited mileage. Alternatively we will charge you post hire at a rate of 36 pence per mile for every mile travelled in excess of 200 miles.

Crate Hire & Storage

If you need crates to use at your premises or would like to fill them and let us store them for you then please call 01223 441551.

Need someone to drive the van for you?

Please click on the 'Other Services' tab above for full details of our 'Man & Van' service and other support services that we can offer.

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