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Terms and Conditions
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- Rates - Hire Period - Vehicle Types - Driver
- Damage Excess - Loss or Damage - Rental Restrictions
- Reservations - On Collection - Delivery & Collection
- Fuel - No Smoking - 27+ Days Rental - Discounts
- Refunds - Abroad Rentals - Mercedes E220 - Complaints -
All Rentals are subject to the full terms and conditions contained on the Rental Agreement (Rental Agreement Terms and Conditions). Terms'We/Us/Our' is Cambridge Car and Van Rental'You(r)' is the customer and/or the driver of the vehicle hired 'Vehicle' is the car, van, minibus or people carrier on hire in accordance to the signed rental agreement from Cambridge Car and Van Rental 'Special Dates' are UK Bank Holidays, Easter Periods, Christmas Period or any other stated dates 'Our Office' is 303-305 Newmarket Road, Cambridge, CB5 8JE Rates1) Rates and availability are subject to change without notice. Rates featured are for guidance only and your rental rate will only be confirmed and guaranteed at the time of reservation. Unless otherwise stated, rates include;third party liability insurance, collision damage waiver (CDW), theft protection, UK breakdown cover, road fund recovery fees, local tax (VAT) and unlimited mileage. N.B. "unlimited mileage" assumes a vehicle on rental will not exceed 500 miles per week (on rentals which are 1 week or more in length). Please contact us if you believe you will exceed this. We reserve the right to charge a fee of 15p + VAT on excessive/unreasonable mileage in relation to the rental period. Please contact us to full discuss this. 1.1) While we do our best to provide the correct price online, the rental price is valid at the time of payment and confirmed reservation. Should this be different to the price quoted online, we will contact you before payment is taken. Hire Period2) Rental days are based on 24 hour periods (unless stated) starting at the date/time the vehicle is booked for. Long weekend rentals start from Friday morning until Monday morning (09:00). Short weekends are from Friday afternoon and finish Monday morning(09:00). From Friday AM the minimum rental period on any vehicle is one day and the latest return time on a Saturday is 09:30am. From Friday PM or Saturday AM the minimum rental period is for the weekend at the weekend price only - vehicles returned early will not be refunded. During special dates the minimum rental period may be different, please check with a member of staff for details.2.1) If you need to extend your rental you must obtain authorization for the rental location before the agreed rental end date/time. Additional days will be charged based on the original agreed rental rate, at the time extension. 2.2) Late returns will be subject to an additional charge. 2.3) Vehicles must be returned within branch opening hours. We do not provide out of hours drop off facilities and therefore any returns where the keys are posted through the letter box, will void the insurance for the rented vehicle and may be subject to a call out charge. You will be liable for any damage, parking or other charges incurred. Vehicle Types3) The models illustrated are for guidance only. Vehicle makes and models may vary and we reserves the right to substitute an alternative (similar or larger) model when the vehicle reserved is not available.Driver4) Only drivers approved by us are permitted to drive the vehicle. A supplement may apply for additional drivers. The minimum age and maximum age for drivers is shown in the table below. We hire selected vehicles to 21-22 year olds where a surcharge and conditions apply. Please call us on 01223 464045 for more details. The maximum rental age is 69 years old.
This table is a guide to what vehicles you can hire regarding your age:
4.1) This table is a guide to if you can hire from us regarding your age and license:
4.2) Endorsements
4.3) You must be licensed to drive the vehicle hired, with particular regard to minibuses (Where a D1 is needed). If you have an Automatic only license, you cannot drive vehicles with manual transmission. 4.4) We are unable to hire Minibuses (group M3) and Mercedes E220 to drivers with non uk driving licenses 4.5) Any endorsements, motoring offenses or restrictions (medical or otherwise) should be declared at the time of reservation as this may affect your rental. 4.6) You will be required to bring another form of ID when collecting the vehicle. Acceptable forms are with a current address on - such as utility bill or bank statement. Your driving license can not be used for this. 4.7) Your licence (both parts if UK) must not expire during the duration of hire 4.8) Should we refuse rental due to any of the above (4.1 to 4.7) not being declared at the time of reservation, we reserve the right to charge a cancellation fee (see 8.4). Damage Excess5) All vehicles have an insurance excess. In most cases this can be reduced by paying our Excess Reduction (EXR) charge. Your excese is subject to section 4 to 4.2. Please refer to the below table. The full excess may be taken at the time of rental (the full excess will be refunded within 7 days of return should the vehicle be returned with no additional damage or outstanding fuel). Your excess on a vehicle is as high as the youngest driver on the agreement. Drivers which are 21-22 years old will have a fixed excess
of £750. Non-UK licence holders have a fixed £900 excess. Drivers
which are 23-24 years old will have a fixed excess of £500. Drivers
which are 25+ can reduce there excess and should look to the below
table for full information.
Loss or Damage to a Vehicle6) Where rates include third party liability insurance, CDW and TP - your liability for damage is restricted by an excess. Your liability for loss of use may not. Optional Excess Reduction (EXR) to reduce this liability further may be offered (subject to rental conditions). The excess liable may be taken at the time of rental.Rental Restrictions7) Vehicles should be returned to the rental location. Vehicles must not be taken outside mainland England, Scotland and Wales unless agreed with us beforehand and the relevant documentation required issued to you.Reservation Payment Procedure & Cancellations8) Full payment must be made at our location in Pound Sterling. We accept payment by credit or debit card only. American Express, Maestro and Diner Cards are not accepted. We reserve the right to take payment of the rental cost at the time of reservation.8.1) We reserves the right to charge 100% of the reservation as a cancellation fee for late cancellations or no shows. Late cancellations are within 48 hours of the hire start date/time agreed at the time of reservation. We reserve the right to increase the cancellation time period at the time of reservation with notice. 8.2) Should the reservation date be changed within 48 hours of the start date/time, the reservation will then be non-refundable. 8.3) Bookings over Special Dates have a no refund cancellation policy. Should the booking be changed to outside of this period, the rate may increase due to discounted prices. Bookings can not be moved within 48 hours of the booking start date/time. 8.4) Should you not meet our license, age or documentation requirements (see 4) we reserve the right to charge a cancellation fee which, at peak periods may be 100% of the rental charge. 8.5)Any bookings made as of the 09/04/09 on groups L, K, M1, M2 and M3 are non-refundable. Any bookings made as of the 21/09/12 on groups LUX and all SP groups are non refundable. On Collection of Your Vehicle9) A credit/debit card will be required at the start of all rentals for security purposes. The credit card may be imprinted and any additional charges due will be charged. As well as your driving license you must also show identification giving proof of UK address (such as a recent bank/credit card statement or utility bill). Non UK residents must also show their passport.9.1) A photograph of you will also be taken at the time of rental. Delivery Collection / Meet and Greet10) Should these services be required, they must be requested at the time of reservation.10.1) We reserve the right to refuse to provide the delivery and collection service unless agreed at the time of reservation. You must be present at both delivery and collection of the vehicle with all documentation required (see 9). The rental location for this service is our office. All vehicles will leave this location full of fuel and must be full of fuel on return to this location. Vehicle collection time can not be guaranteed but the keys must be made available from a specified time at reservation.
10.2) We reserve the right to refuse to provide the meet and greet service unless agreed at the time of reservation. Fuel11) We run a Full to Full fuel policy from our rental location11.1) If the vehicle is received with less than a full tank, then this must be marked on the damage check sheet by a member of staff before the vehicle has been driven. The vehicle must then be returned with the same amount of fuel as received. If the vehicle is returned with less fuel, as stated on the damage check sheet, we charge a refueling charge plus per litre prices. These prices are advertised in our office. We reserve the right to take a deposit for fuel, where should the total cost be less than the deposit we will refund the difference. However, should the total cost be more then this will be charged. If a vehicle is returned with more fuel than it was received, we are unable to give a cash refund for this. No Smoking Policy12) We run a no smoking policy on all rental vehicles and reserve the right to charge a fixed £100 fee on return of the vehicle if you have smoked or allowed smoking within the vehicle. This includes allowing cigarette smoke or ash into the vehicle which would imply the above.27+ Days Rental13) We reserve the right to apply a mileage cap on all rentals which exceed 27 days where should the mileage be in excess of this, we reserve the right to charge a mileage fee.Discounts14) You must declare any discount you may be entitled to at the time of reservation (Frequent Renter, Vouchers, Cambridge University member etc)14.1) Discounts can not be used in conjunction with any other offers or promotions (except online discount). Percent discounts are given off the basic rental rate only (excluding CDW, VAT, RRFR or additional options). Cambridge University Cards or any other discounts can not be used with any other advertised promotions. 14.2) Cambridge University Discounts can only be given should you hold a valid/in date Cambridge University Card, which must be produced at the time of collection. If the driver is different to the individual paying, Cambridge University Discounts can also be given should the individual paying for the rental hold a valid/in date Cambridge University Card, in which case the payment card and university card will need to be produced at the time of collection. This can not be used over special dates. 14.3) Frequent Renter Cards (free day) can not be used in conjunction with any other discounts, promotions or Cambridge University Discounts. Please check with a member or staff regarding overall price of a rental during weekends when a free day is used. This can not be used over special dates. 14.4) Should a discount be requested at the time of reservation (Cambridge University, Frequent Renter Card, Vouchers etc.) but the relevant documentation is not produced at the time of collection, the discounted difference will be charged at the time of collection. We are unable to give refunds for any discounts which are not declared at the time of reservation. Vouchers, unless stated, can only ever be used once. 14.5) Please check our offers page for any terms which may relate to specific deals. 14.6) Discounts offered during normal periods may not be available during 'special date' periods. Please speak to a member of staff for details. This excluded our online discount Refunds15) Refunds will only be made to the original payment card and the refund transaction will be made within 7 working days.Abroad Rentals16) We are unable to allow our vehicles to leave the UKMercedes E22017) The excess amount on this vehicle is £1000 and is not reducable17.1) A deposit of £500 will be taken at the time of collection via credit card (Visa or Mastercard) only. The card must be present and must be in the drivers name only. 17.2) Two forms of proof of address will be required which are no more than a month old (Bank statement/utility bill) and must be in the drivers name 17.3) The driver(s) must be 30 years old + and have a UK licence for more than two years 17.4) Mileage restrictions may apply on rentals which exceed 7 days Complaints18) If you wish to make a complaint regarding the service you have received, please contact our counter staff via our website contact form, telephone (01223 464045) or e-mail (reservations@ccvrental.co.uk). If you feel your complaint has not been resolved, please write to us at Complaints, Cambridge Car and Van Rental, 303-305 Newmarket Road, Cambridge, CB5 8JE. Your complaint will be dealt with within 5 working days. As part of the BVRLA, any complaints which are not resolved to your satisfaction via our complaints procedure above, please click here for the BVRLA conciliation service.Terms'We/Us/Our' is Cambridge Car and Van Rental'You(r)' is the customer and/or the driver of the vehicle hired 'Vehicle' is the car, van, minibus or people carrier on hire in accordance to the signed rental agreement from Cambridge Car and Van Rental 1 Your Contract With UsWhen you sign the form over the page you accept the conditions set out in this rental agreement. Please read this agreement carefully. If there is anything you do not understand or do not agree with, please ask a member of staff at the place you rented the vehicle from.2 Rental PeriodYou will have the vehicle for the rental period shown in the agreement. We may agree to extend this rental period but the rental period may never be more than 30 days. If you do not bring the vehicle back on time you are breaking the conditions of this agreement. We can charge you for everyday or part-day you have the vehicle after you should have returned it to us. Any vehicle not returned at the agreed date and time will incur another days charge after 3 hours, up to 3 hours a hourly rate will apply (this is calculated at 1/3 of the daily rate). Until we get the vehicle back we will charge the daily rate published at the place you have rented the vehicle from.3 Your Responsibilitiesa) You must look after the vehicle and the keys to the vehicle. You must always lock the vehicle when you are not using it, and use any security device fitted to or supplied with the vehicle. You must always protect the vehicle against bad weather which can cause damage. You must make sure that you use the correct fuel.b) You are responsible for any damage to the vehicle caused by hitting low-level objects, such as low bridges or low branches etc. c) You must not sell, rent or dispose of the vehicle or any of its parts. You must not give anyone any legal rights over the vehicle. d) You must not let anyone work on the vehicle without out permission. If we do give you permission, we will only give you a refund if you have a receipt for the work. e) You must let us know as soon as you become aware of a fault in the vehicle. f) You must bring the vehicle back to the place we agreed, during the opening hours displayed at that place. One of our staff must see the vehicle to check that it is in good condition. If we have agreed that you may return the vehicle outside of business hours, you will remain responsible for the vehicle and its condition until it is re-inspected by a member of staff. g) You will have to pay for the costs of repair if: We have to pay extra costs to return the vehicle to its condition when the pre-rental inspection was carried out (for example, if extra valeting time or special material or equipment is needed to restore the vehicle to its pre-rental condition); or you have damaged the inside of the vehicle, or any losses which are not covered by insurances taken out by you due to driver negligence including, clutch, wheel and tyre damage and all claims by or against us resulting in wholly or partly from your failure to comply with your responsibilities under this agreement. h) Before you bring the vehicle back, you must check you have not left any personal belongings in the vehicle. 4 Our ResponsibilitiesWe have maintained the vehicle to at least manufacturer's standard. We assure you that the vehicle is roadworthy and suitable for renting at the start of the rental period. Also, if you are not renting the vehicle for business purposes, we are responsible for loss caused by:- the vehicle not matching our description of it; - the vehicle not being fit to drive; or - us not having the legal right to rent out the vehicle. We are also responsible for losses you suffer as a result of us breaking this agreement if the losses are foreseeable consequence of us breaking this agreement. Losses are foreseeable where they could be contemplated by you and us at the time the vehicle is rented. We are not responsible for indirect losses which happen as a side effect of the main loss of damage and which are not foreseeable by you and us (such as loss of profits or loss of opportunity). 5 PropertyWe are only responsible for loss or damage to the property left in the vehicle if the loss or damage results from our negligence or breach of contract.6 Conditions For Using The VehicleThe vehicle must only be driven by you and any other driver named over the page, or by anyone else we authorise in writing. Anyone driving the vehicle must have a full valid driving licence.You or any other authorised driver must not: - use the vehicle for hire and reward - use the vehicle for illegal purposes - you will not drive the vehicle on unmade up roads or other unpaved surfaces or track days or off road. You will not drive at excessive speed over or through traffic calming devices. You will not use the vehicle for racing, or any other sort of competition. You will not use the vehicle for towing, pushing, driving instruction or any other hazardous or unusual use including pacemaking or testing the vehicle's reliability and speed; - use the vehicle which under the influence of alchohol or drugs; - drive the vehicle outside of England, Scotland and Wales, unless we have given you written permission; - load the vehicle beyond the manufacturer's maximum weight recommendations and make sure the load is secured safely; - if the vehicle is a commercial vehicle, use it for a purpose for which you need an operator's licence if you do not have one. 7 ChargesWe work out our charges using our current price list, as published over page.You will pay the following charges: a) The rental and any other charges we work out according to this agreement b) Any charge for loss or damage resulting from you not keeping to condition 3 c) A refuelling service charge if you have used, and not replaced, more fuel than supplied originally. The charge is based on the rates published at the place you rented the vehicle from. If the vehicle is returned with more fuel than supplied we are unable to offer a refund. d) All fines and court costs for parking, road tolls, congestion charges, traffic or other offences (including any costs which arise if the vehicle is clamped). You must pay the appropriate authority any fines and costs if and when the authority demands payment. If you do not, you will be responsible to pay a £25.00 administration charge along with any other charges which arise when we deal with these matters. e) The full cost of repairing or replacing the vehicle if it damaged or stolen, even if it is not your fault, depending on any insurance you have, as set out in condition 8, if and when we demand this payment. f) A loss-of-income charge, when we demand it, if we cannot rent out the vehicle because it needs to be repaired, it is a write off (can't be repaired) or it has been stolen and we are awaiting to receive full payment of the vehicle's value. We will always do everything we can to make sure the vehicle is repaired or we get payment as soon as possible. g) any charges arising from Customs and Excise seizing the vehicle, together with a loss-of-income charge which we cannot rent out this vehicle, if and when we demand this payment. h) Any published rates for delivering and collecting the vehicle. i) Interest which we will add every day to any amount which you do not pay us on time, at the rate of 4% a year above the base lending rate of Barclays Bank from time to time. j) Value added tax and all other taxes on any other charges listed above, as appropriate. k) You authorise us to process all amounts due to us under this Agreement on your credit/debit card, the details of which are set out overleaf (including re-fuelling charges, damage, parking, speeding charges and any other sum which you may be liable to pay us under this Agreement). You are responsible for all charges, even if you have asked someone else to be responsible for them. l) "unlimited mileage" assumes a vehicle on rental will not exceed 500 miles per week. We reserve the right to charge a fee of 15p + VAT on excessive/unreasonable mileage in relation to the rental period. 8 Our Insurance and Damage Protection ProgrammeIf we arrange separate insurance, we will give you separate information on the insurance cover and any restrictions which may apply. Otherwise, the conditions of our insurance and damage protection programme will apply. By accepting CDW (collision damage waiver)/EXR (excess reduction) you agree to the liability amount shown on the rental agreement over the page and you are accepting the conditions of our insurance and damage protection programme (CDW & EXR).a) We have a legal responsibility to have third party insurance. This provides cover for claims made (cover for damage to property is limited to £250,000). b) We will provide cover for loss or damage (subject to excess) to the vehicle if you have agreed to pay the CDW/EXR over the page. If you accept this, you will still have to pay an amount up to the 'responsibility amount' every time the vehicle is damaged. c) We will provide cover for theft and damage to the vehicle caused during an attempted theft if you have agreed to pay the CDW/EXR over the page. If you accept this, you will still have to pay an amount up to the 'responsibility excess' if the vehicle is stolen. The responsibility excess you have to pay on each case is shown over the page. d) If you choose to decline Collision Damage Waiver you will be liable for any and all losses up to the value of the vehicle and a deposit will be required. 9 Your Own InsuranceIf we fill in the appropriate box over the page you may arrange your own insurance for the full duration of the rental as long as you can prove that this insurance is valid and have signed the confirmation over the page. We have to agree to the amount of cover you arrange, the type of policy and the insurer you have chosen. We must be satisfied with the cover and the policy conditions, and you must not change them. If the vehicle is damaged or stolen you will let us negotiate with the insurers about whether the vehicle can be repaired or what compensation is due to us. You are financially responsible for settling the full claim and paying all costs if the policy you have arranged fails and the vehicle is damaged, lost or stolen, or a claim is made by any other party.10 What to Do if You Have an AccidentIf you have an accident you must not admit responsibility. You should get the names and addresses of everyone involved, including witnesses. You should also:- make the vehicle secure - tell the police straight away if anyone is injured or there is a disagreement over who is responsible; and - call our office straight away You must fill in our accident report form and send it to our address shown over the page. 11 Data ProtectionYou agree that we may use any information you have given us to carry out our own market research. If you break the agreement we can give this information to credit reference agencies, the Driver and Vehicle Licensing Authority (DVLA), debt collectors and any other relevant organisation. We can also give this information to the British Vehicle Rental and Leasing Association (BVRLA), who can pass it on to any of its members for any purpose shown in the Data Protection Act 1998.12 Ending the Agreementa) If you are a consumer we will end this agreement straight away if we find out that your belongings have been taken away from you to pay off debts, or a receiving order has been made against you. We may end this agreement if you do not meet the main requirements of this agreement.b) If you are a company, we will end this agreement straight away if: - you go into liquidation - you call a meeting of creditors - we find out that yours goods have been taken away from you until you pay off your debts;or - you do not meet any of the conditions of this agreement. c) If we end this agreement it will not affect our right to receive and money we are owed under the conditions of this agreement. We can also claim reasonable costs from you if you do not meet the main requirements of this agreement. We can repossess the vehicle (and charge you a reasonable amount) without using unreasonable force or causing damage. 13 Governing LawThis agreement if governed by the laws of the country in which it is signed. Any disputes may be settled in the courts of that country.Terms'We/Us/Our' is Cambridge Car and Van Rental'You(r)' is the customer and/or the driver of the vehicle hired 'Google Anayltics' a third party service used to collect web statistic data for our own market research. No personal information is collected 'Sagepay' a third party e-commerce service used to take online payment for all reservations made 'Cookies' are encrypted strings of text that a website stores on a user's computer
Data collected when making a booking- When booking with us we ask and require the following details:-- Your full name -- Current address -- Telephone number -- E-mail address -- Date of birth -- Your full card details -- Your billing address We use this information to check the driver is eligible to drive the requested vehicle, make contact with the driver and take payment Data automaticly collected via Google Anayltics- We collect your IP address when you visit our site. This only identifies your ISP (Internet Service Provider) and does not contain any information about you as an individual.- The web browser you are currently using (including versions); - Your screen resolution - Where you entered our website from (i.e Google Search) and your activity on our website; We use all the above information for our own market research. Cookie Policy- On some pages we may set and access Persistent Cookies on your computer. These will stay on your hard drive until you delete them. We use cookies to aid your experience and help you access information quickly. Your browser is automatically set to accept cookies by default. You have the option to change these settings in your browser. Cookies do not corrupt or damage your computer, programs, or computer files. Some pages may also use Session Cookies. These are temporary cookie files, which are erased when you close your browser.Important information- Unless we are obliged or permitted by law to do so, any data we have collected will not be disclosed to any third parties unless stated here (Sagepay or Google Anayltics)- Information collected from a survey or feedback, will be used for our own market research for improvements in our service only - Information given when making a booking is used to speed up the check out process and verify you are eligible to hire the booked vehicle - All personal Data is stored securely in accordance with the principles of the Data Protection Act 1998 - Information when booking online is protected by SSL. This is shown by the padlock on our secure reservation page Any changes to this privacy policy will always be posted to this page of our website You can find the following information about external parties used here |
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