TERMS AND CONDITIONS OF BOOKING / HIRE / HIRE INFORMATION

‘We’, ‘us’, ‘our’, ‘Lessor’, ‘Hire Company’, ‘West’s or Wests’ means - West SM Motors t/a Auto Rentals Wests, West’s Industrial Park, Todd Close, Rainham, Essex, England, RM13 9XX.
‘You’, ‘Your’ means – the hirer and the driver(s) named at the time of booking and on the rental/hire agreement.

WE NEED TO SEE ALL OF THE FOLLOWING DOCUMENTATION AT THE TIME OF HIRE/COLLECTION:

1. FULL DRIVING LICENCE
A current full driving licence must be produced by all hirers/drivers at the commencement of each and every hire. Hirers with the new photocard licence must also produce the A4 counterpart endorsement sheet, which forms part of the licence.

2. TWO OTHER FORMS OF IDENTIFICATION
Identification 1.
Must be a recently dated utility bill, bank/building society statement, credit card statement. (‘Recently dated’ means within the last 3 months of the date you collect the vehicle.)
A passport is not acceptable as a proof of address as it does not contain your address.
Identification 2.
Must be a Credit card, Debit card or valid Passport.

NO CORRECT DRIVING LICENCE AND IDENTIFICATION … NO HIRE


3. DRIVERS AGE AND CRITERIA
You the driver(s) must be between the ages of 23 - 75 years, a regular driver and in good health. Age and other restrictions apply as follows…

Drivers of vehicles over 3500kg (i.e. our 6 berth Motorhome) must have passed their driving test prior to January 1997 with a category C or C1. Drivers who have passed their driving test since January 1997 are NOT eligible and are required to be in possession of an HGV licence.

Drivers of vehicles with more that 10 seats including the drivers seat (i.e. our 12, 15, 17 seat Mini Buses) must have passed there driving test prior to January 1997 with a category D or D1. Drivers who have passed their driving test since January 1997 are NOT eligible and are required to be in possession of a PSV licence.

Drivers with foreign driving licences must have held a full driving licence for at least 3 years with regular driving experience and present their own EU national driving licence, an International Driving Licence and their valid passport.

Foreign residents in the U.K. may drive on their non-U.K driving licences for up to one year from commencement of residency. A Passport is required for proof of entry date.

Hirers/Drivers aged 23 and 24 must have held a full UK driving licence for 3 years and have no endorsements and no motor accident or insurance claims. Hire vehicles for this age group is limited/restricted and only accepted by prior notification and booking. If accepted a high risk deposit/excess would be required when you collect the vehicle.

Hirers aged between 23 and 24 must have held their full driving licence for 3 years, with an endorsed licence they will be individually considered. Hire vehicles for this age group is limited/restricted and only accepted by prior notification and booking. All claims and endorsements will be considered and must be stated when making a booking if accepted a high risk deposit/excess would be required when you collect the vehicle.

Hirers aged between 25 and 70 must have held their full driving licence for at lease 2 years with regular driving experience, free from any endorsements in the past 5 to 11 years and no accidents or claims within the last 3 years.
All claims and endorsements will be considered and must be stated when making a booking. Each booking will be individually considered. If accepted a high risk deposit/excess may be required when you collect the vehicle.

Hirers aged 71 to 75 must have held a full licence for at least 3 years, a regular driver and in good health with no endorsements within the last 5 to 11 years and no motor accidents/claims in the past 5 years. All motor claims and endorsements will be individually considered. Hire vehicles for this age group are limited/restricted. If accepted a high risk deposit/excess would be required when you collect the vehicle.

4. BOOKING DEPOSIT / BOOKING PAYMENT
A booking deposit/payment will be deducted from your nominated card number supplied at the time of booking or from the card section of the internet booking form or motorhome reservation form or cash if booked over the counter in our office. The amount will be debited from your account immediately.
This payment will be NON REFUNDABLE if you cancel the booking/hire or if you fail to collect or take the vehicle for any reason. (See cancellation terms under section 5)
Please make sure there is enough credit available on your card. If there is not enough credit available on your card or if the card security details do not match and the deposit/payment can not be taken, your booking will become void and cancelled immediately by us with no further liability.
All outstanding payments/balance must be paid on collection of the vehicle unless you are hiring a motorhome where payments maybe asked for 6 weeks prior to collection.

5. CANCELLATION NOTICE REQUIRED.
Our cancellation terms are as follows, if booked before the cancellation period comes into effect. Details follow for all cancellations...

(Please Note: If you make a booking within the cancellation period given to cancel a booking, you will NOT have any cancellation period to cancel you booking. You will lose the booking payment/deposit made at the time of the booking.)

CARS - Low Season 1st November to 31st March.
If cancelled before the 7th day prior to collection date a £11.50 admin fee.
If cancelled on or within the 7th day prior to collection date, loss of full payment made on booking (either deposit or hire charge which ever is the least amount.)

CARS - High Season 1st April to 31st October
If cancelled before the 14th day prior to collection date a £11.50 admin fee.
If cancelled on or within the 14th day prior to collection date, loss of full payment made on booking (either deposit or hire charge which ever is the least amount.)

MPV’s AND MINI BUSES – All Year Round 1st January to 31st December
If cancelled before the 21st day prior to collection date a £11.50 admin fee.
If cancelled on or within the 21st day prior to collection date, loss of full payment made on booking (either deposit or hire charge which ever is the least amount.)

VANS AND COMMERCIALS - Low Season 1st November to 31st March
If cancelled before the 7th day prior to collection date a £11.50 admin fee.
If cancelled on or within the 7th day prior to collection date, loss of full payment made on booking (either deposit or hire charge which ever is the least amount.)

VANS AND COMMERCIALS - High Season 1st April to 31st October
If cancelled before the 14th day prior to collection date a £11.50 admin fee.
If cancelled on or within the 14th day prior to collection date, loss of full payment made on booking (either deposit or hire charge which ever is the least amount.)

MOTORHOMES
All Year round, All Seasons 1st January to 31st December
NO cancellation period is given.
Once you make a booking and the £500.00 deposit or the hire/rental is paid at the time of booking, it is then non refundable in the event of a cancellation or if you fail to collect or take the vehicle on the agreed date and time for any reasons including not having the correct identification, it is non refundable once paid.


6. INSURANCE / COLLISION DAMAGE WAVIER
We do not offer or provide a Collision Damage Waiver.
The hirer is covered on our insurance unless your own personal insurance cover is provided for the vehicle and agreed in writing by us (West SM Motors t/a Auto Rentals Wests).
There is a standard insurance excess/damage excess of £200.00 on cars, vans, mpv and mini buses, and £500.00 on the motorhomes. This figure can alter depending on the type of vehicle hired, endorsements, previous accidents and driving experience and anything classed as high risk. A deposit to the value of the excess will be required when taking the vehicle.
Overhead damage, vehicle keys, damage to tyres (including punctures, blow outs etc), windscreens, alloy wheels, wheel rims/trims and upholstery are not covered by our insurance, the hirer being liable for the full cost of repair and must be paid on return of the vehicle unless asked to immediately before the hire can continue.
‘Overhead damage’ means any damage above the height of the drivers head when seated in the driver’s seat.
The hirer is liable to pay the excess on each and every individual damage, claims and loss etc. Example: 1st claim/damage - dent on rear bumper = £200.00, 2nd claim/damage - front bumper scrapped = £200.00, total payment due £400.00.

7. ADDITIONAL DRIVERS
Additional drivers can be insured for a small daily charge. Full driving licence and identification as above are required. No driver is allowed to drive the vehicle unless they have been added to the vehicles insurance and have written consent from us to drive.

8. AVAILABILITY
Whilst every effort will be made to supply the model/group requested. If vehicle is not available for any reason beyond our control or if we are unable to supply an alternative vehicle, we reserve the right to refund all payments made without further liability.
(If being used for a holiday, events etc)It is essential that an extra Travel / Holiday Insurance are taken out against any unforeseen delay, availability, breakdowns before and during the holiday, etc. and contents insurance or goods in transit insurance are to be taken out by the hirer, as this is not included in the insurance cover for the vehicle. Failure to do so is at your own risk.

8. We as the hire company/lessor reserve the rights to refuse a booking/hire and to terminate a hire at anytime without any notification or reason and without any further liability.

9. SECURITY DEPOSIT – For Motorhomes only
There is a refundable £500.00 Security Deposit payable by credit or debit card when booking... This is fully refundable on return of the vehicle to west’s, on the agreed date and time, in the same condition as it was let out to you, with the toilet empty and the interior clean including all cooking appliances otherwise a cleaning charge of £100.00 plus vat will apply.
West’s reserves the right to increase the security deposit for specific events (e.g. sports fixtures, music festivals, etc.) from £500.00 to £750.00. The hirer should be aware that the security deposit will be used to fund any loss or damage whatsoever to equipment, fixtures and fittings, windows, tyres or damage to the vehicle inside and out.
The rest of the damage excess is payable immediately or on the return of the vehicle at the correct date and time as agreed.
If this driver has any points or convictions on their driving licence with-in the last 5 to 11 years or person(s) or area that you are travelling to is classed as high risk then a higher deposit/excess may apply.
Please Note: we do not do any collision damage waivers and the drivers/hirer is liable for any damage that is over head height (head height means: any damage over/above the height of the drivers head when seated in the driver’s seat.) If any damage is over or above the drivers head height you will be full liable for all repair charges etc.
This deposit in non-refundable in the event of a cancellation or if you fail to collect the vehicle.

10. PAYMENT
We accept payment by Cash, most Credit cards (not American Express) and Debit cards. If you wish to pay the rental charges by cheque, this must be paid into the West’s office 21 working days before collection of the vehicle. The deposit and hire charges are classed as two separate payments.

11a. RENTAL PERIODS FOR CARS, VANS, MPV’s & MINI BUSES
The minimum rental period is 24 hours unless agreed otherwise in writing with the lessor.
If you are late to collect your vehicle this does not mean you are able to keep the vehicle longer, you will still have to be back at the original return time that you booked it for.
Delays may result in us rehiring the vehicle back out or unable to supply a vehicle if you can not get the vehicle back on time due to your delay etc. West’s hold NO responsibility for any inconvenience caused and no deposit or payment refund given. If the hirer/driver wishes to extend the hire once they have taken the vehicle, they must inform the West’s Rental office located at: West’s Industrial Park, Todd Close, Lambs Lane North, Rainham, Essex RM13 9XX. Telephone 01708 556 237, outside of the UK telephone 0044 1708 6237 [subject to opening hours], as soon as possible before the vehicle is due to return. If the vehicle is unavailable for the extra period that the hirer wishes to extend the rental period to, the vehicle must be returned at the correct date and time originally stated and agreed. If this is not met, penalty charges will occur.
If we are able to extend the hire period that is required, then full payment must be made at the time of extension or before the current hire period expires (due back) by debit/credit card over the telephone. If you are unable to make payment by telephone then cash must be brought down immediately. If payment is not made or you can not pay for it, then vehicle must be returned before the current hire is due to expire (due back). No extension will be given.

11.b RENTAL PERIODS FOR MOTORHOMES
The rental period will start from a Saturday to the following Saturday unless stated otherwise by the lessor. The minimum hire is one week [7 days] or unless a shorter period is agreed with the lessor.
If the hirer wishes to extend the hire once they have taken the vehicle, they must inform the West’s Rental office located at: West’s Industrial Park, Todd Close, Lambs Lane North, Rainham, Essex RM13 9XX. Telephone 01708 556 237, outside of the UK telephone 0044 1708 6237 [subject to opening hours], six days before the hirer is due to return the vehicle. If the vehicle is unavailable for the extra period that the hirer wishes to extend the rental period to, the vehicle must be returned at the correct date and time originally stated and agreed. If this is not met, penalty charges will occur, minimum charge of £250.00 per day plus VAT or part thereof.

12. COLLECTION AND RETURN
Vehicles are collected at the time agreed with the lessor. It is the responsibility of the hirer to notify West’s of any delays in collection of the vehicle.
(Motorhomes only) Delays of 48 hours may result in us re-letting the vehicle. Auto Rentals West’s hold NO responsibility for any inconvenience caused and no deposit refund given. The vehicle will be checked round for any damage with the hirer, and if any found, it will then be stated on the hire agreement. The vehicle is to be returned on the date and time stated on the hire agreement. If the hirer wishes to extend the hire once they have taken the vehicle, they must inform the West’s Rental office located at: West’s Industrial Park, Todd Close, Lambs Lane North, Rainham, Essex RM13 9XX. Telephone 01708 556 237, outside of the UK telephone 0044 1708 6237 [subject to opening hours], before the hirer is due to return the vehicle. If the vehicle is unavailable for the extra period that the hirer wishes to extend the rental period to, the vehicle must be returned at the correct date and time originally stated and agreed. If this is not met, penalty charges will occur, minimum daily hire charge per day plus VAT or part thereof.
When returning the vehicle it will be checked in for any damage and if any damage is found you (the hirer/driver) will be liable for the damage excess or excesses if more than one damage found (depending on which vehicle you have) or unless stated otherwise on the hire agreement.
(The following two paragraphs apply to motorhome hirer/drivers only)The vehicle has to be returned to West’s in a clean and tidy condition as found on collection, with the toilet cassette and all tanks emptied. Failure to do so will incur an additional charge of £100.00 plus VAT. This will be added on top of the damage excess. If the toilet cassette is not emptied a £ 45.00 plus vat will be charged.

13. CONTINENTAL HIRE
Continental Hire is available for an additional charge and must be notified to us [West’s] on booking the vehicle. European breakdown cover is provided at additional charge when taking the vehicle out of the mainland UK. If this cover is not taken out with us, you must provide proof of European cover for the hire vehicle before you can take it. If the cover is not taken out from us and the vehicle has a breakdown, it shall be at the hirers/drivers own expense to get the vehicle returned to the UK. No refunds shall be given on the recovery fee, inconveniences, loss of earning, etc. and if we incur any additional charges i.e. Loss of hire, recovery, ferry charges etc, these will all be passed to you the hirer/driver for payment at no extra cost to ourselves.

14. BREAKDOWNS
In the event of a vehicle breakdown or an accident occurring, Auto Rentals West’s shall stand NO liability for additional charges such as accommodation, transportation costs, flights, losses, damage etc. An alternative vehicle shall be supplied when the vehicle is recovered back to West’s, but in the event of an alternative vehicle not being available then each day or part thereof, shall be refunded with no further liability, [as long as the accident or breakdown etc. was not your ‘the hirer/drivers’ fault]. Minor running repairs, such as tyres, punctures, bulbs, oils and other fluids are the responsibility of the hirer. It is the hirer[s] responsibility to check daily: oil, water, tyre pressures and lights and if necessary topped up to the correct levels. Any damage arising from failure to do so will be charged to the hirer[s]. Auto Rentals West does not accept any liability for any loss of earnings, money, inconveniences etc in any form.
The hirer is liable for breakdown and callouts that are classed as the hirers/drivers negligence. For example… contaminated fuel, battery run down, lack of fuel, loss of keys and lockouts, parking on soft ground, anything else classed as a preventable fault etc.

15. BOOKINGS
To place a booking please contact Auto Rentals West’s on 01708 556 237 or our out of office hours number on 07751 691638 or please complete the online booking or if a motorhome you can fill in a reservation form on the motorhome section and send it to the address at the bottom. Please note that once we receive the booking form or online booking you will be called or a booking acceptance email and given a booking confirmation number. Until you have been issued a booking confirmation number and paid your booking deposit/payment the vehicle will not be booked.

16. FUEL CHARGES AND LEVELS
The vehicle will be checked around by us and the hire/driver at the time of ‘check out’ and the fuel level noted on the hire agreement. It is the hirer(s)/ driver(s) responsibility to bring the vehicle back with the correct amount of fuel as indicated on the hire agreement. Any discrepancies on the fuel level of vehicle must be taken up with the member of staff at ‘check out’ and if necessary it will be amended on all copies of the hire agreement before you take the vehicle from our premise.
We will not accept any disputes on fuel level if the vehicle is taken off the premises or when the vehicle is returned.
Failure to return the vehicle with the correct amount of fuel as indicated on the hire agreement at ‘check out’ you will incur re-fuelling charges at our own fuel rate. This must be paid immediately at the return of the vehicle or at a swop over of vehicles.

17. INSECURE LOADS AND OVERLOADING
Shall be the responsibility of the hirer/driver.

18. OVER HEAD DAMAGE
The driver/hirer is liable for any damage that is head height and over (head height and over means: any damage on/over/above the height of the drivers head when seated in the driver’s seat.) If any damage is on, over or/and above the drivers head height you will be full liable for all repair charges etc. This is not including in our insurance.
We do not do any collision damage waivers.

19. During the rentals period the hirer/drivers must keep the vehicle and all its accessories in his or any approved driver’s possession and free from any legal process or lien and when not in use adequately protect and secure the vehicle. Failure to do so will invalidate the insurance cover and we therefore hold the hirer/driver fully liable for the replacement of the vehicle and all its accessories etc.

20. PARKING TICKETS / LONDON CONGESTION CHARGES / FIXED PENALTIES etc.
It is the responsibility of the hirer/drivers to ensure all charges including parking tickets, London congestion charge, fixed penalty notices, tolls etc are paid for when incurred. If these are not met/ paid for and Wests receive a notification of any kind an administration charge of £25.00 plus vat will occur if not paid for immediately. If not paid a further £25.00 plus vat for each and every letter issued to the hirer/drivers.

21. RIGHTS RESERVED
The rights are reserved to vary rates, vehicles, conditions and periods of rental at any time and refuse a rental to any person without giving a reason with no further liability.

22. Our prices are inclusive of unlimited mileage, VAT, breakdown [in UK only], UK insurance.
For Motorhomes only – also 1 x gas bottle (not full) and toilet chemical. If the gas or toilet chemical runs out during your holiday, it is the hirer[s] responsibility to restock at their own expense. Please note: the gas bottle and chemical is supplied with whatever is left over from the last hirer).

23. Also subject the terms and conditions on the reverse side of the rental agreement.

24. Hirer[s] may leave their car in our yard FREE of charge for the duration of their hire at their own risk. Once the hire vehicle is return your vehicle must be removed from our yard.

25. Office Opening Hours
Monday – Friday 8am to 5.30pm (winter season office shuts at 5pm)
Saturday 9am to 5pm
Sunday Closed

26. Latest return time on a Motorhome is 4pm unless agreed otherwise.

27. Our Address: West’s Industrial Park, Todd Close, Lambs Lane North, Rainham, Essex, England, RM13 9XX.

Office Telephone Number: 01708 556 237
Fax Number: 01708 521 293

Out of Office hours Bookings and Enquiries telephone number: 07751 691 638
(Lines are open Monday to Saturday 6pm till 8pm, Sunday 10am till 4pm)