Private Hire Terms & Conditions

Private Hire Terms & Conditions: Coach Services Ltd

These are the conditions of hire for Coach Services Ltd (the company). They form the legal basis of the contract between the company and the Hirer.

1. Applications and Responsibilities

Contract Formation: These conditions apply to all contracts, whether made verbally or in writing.
Representative Capacity: The hirer acts on behalf of all passengers and is responsible for their actions and decisions.
Organisations: Groups or companies must name an individual as the responsible person.
Instructions: The company only accepts instructions from the hirer or a representative nominated prior to the hire.

2. Quotations & Confirmed Bookings

Information Accuracy: Quotations are based on information provided by the hirer.
Confirmation: Quotations are converted into bookings upon the instruction of the hirer & only confirmed when the hirer has received booking documentation which is to be signed & returned to the company. The company accepts no responsibility for any missed quotations, unanswered e-mails or phone calls where a confirmation has not been received by the hirer.
Purchase Orders: Purchase orders are to be sent to the company upon confirmation of the booking where applicable.
Route Selection: The route is at the company’s discretion unless a specific route is requested by the hirer and noted on the confirmation.
Vehicle Use: The vehicle is not available for use between outward and return journeys or for remaining at a destination unless previously agreed.

3. Variations and Time

Additional Charges: The company may levy extra charges for mileage or time used beyond the original agreement.
Punctuality: Departure times are agreed between the hirer and the company; the hirer is responsible for passenger attendance at these times.
Passenger Liability: The company is not liable for losses for passengers who fail to follow instructions.

4. Driver Regulations and Seating

Legal Hours: Driver hours are strictly regulated by law.
Delays: Neither the hirer nor passengers shall delay the journey in a way that causes the driver to breach legal regulations.
Capacity: The legal seating capacity specified at booking must not be exceeded.
Substitutions: The company may provide a larger vehicle or a substitute vehicle of equivalent quality (including from another operator) at no extra charge.

5. Payments and Surcharges

Deposit: A deposit may be required to confirm the booking
Balance: The full balance must be paid at least 14 days prior to travel unless otherwise agreed.
Surcharges: The company reserves the right to pass on increases in fuel costs, taxes, or road tolls after confirmation.
Non-Payment: The company may cancel any booking if payment is not made according to these terms.

6. Cancellations

By the Hirer (More than 7 days notice): A charge of £50 applies.
By the Hirer (Within 7 days of hire): A charge of 50% of the total fee applies.
By the Hirer (Within 24 hours of hire): A charge of 100% of the total fee applies.
By the Company: The company may cancel the contract by returning all money paid in the event of circumstances beyond its control (e.g., strikes, weather, road closures).

7. Conduct and Property

Animals: No animals are allowed, except for guide dogs notified in advance.
Luggage: The driver is the sole judge of luggage capacity and safety. Large items must be notified in advance.
Passenger Conduct: The driver may remove any passenger whose behaviour threatens safety.
Damage and Cleaning: The hirer is liable for any damage to the vehicle or additional cleaning costs incurred during the hire.
Sporting Events: For sporting events, the hirer must comply with legal requirements regarding alcohol.

8. Delays and Complaints

Unforeseen Events: The company is not liable for loss or inconvenience caused by breakdowns, traffic, or road conditions.
Complaints: Issues should be raised with the driver or company at the time. Unresolved complaints must be submitted via email within 14 days of the hire.