These Terms and Conditions apply to all vehicle hires made with Essex Vehicle Hire ("we", "us", "our"). By booking or taking possession of a vehicle, the hirer (“you”) agrees to be bound by these terms.
1. Driver Eligibility
To hire or drive a vehicle, all drivers must:
· Be between the age of 25 and 70
· Have held a full UK driving license for a minimum of 3 years
· Have no more than 3 penalty points as standard
Only drivers named and approved on the rental agreement are permitted to drive the vehicle.
Drivers with more than 3 points may be considered subject to additional checks and fees and must contact us before booking.
All drivers are subject to insurer approval.
2. Identification & Checks
As part of the initial booking process, we require;
· Your driving license number and National Insurance (NI) number or a DVLA licence check code to carry out DVLA license checks.
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· We may require further documents to carry out further validation checks as required by our insurers.
By providing your license number and NI number, you give permission for us to run a DVLA check for this booking, and any future bookings made with us.
Failure or refusal to provide acceptable documentation will result in cancellation with no liability to us.
For final handover, we require;
1. Proof of Name
You must provide in person, the following;
· Current Full UK photocard driving license
2. Proof of Address
You must provide in person, one of the following;
· Bank, building society or credit card statement (dated within last 3 months)
· Council tax bill (valid for current financial year)
· Current tenancy agreement from a recognised letting agent or local authority
· HMRC document (PAYE Coding Notice/Tax Notification/Self-Assessment/Statement of Account/NI contributions document) issued in the last 3 months or valid for the current tax year
· Mortgage statement (dated within the last 12 months)
· Sky or Cable TV bills (dated within the last 12 months)
· Utility bill (gas, electricity or water – last 3 months)
ALL DOCUMENTS MUST INCLUDE THE HIRERS FULL NAME
SCREENSHOTS WILL NOT BE ACCEPTED – ORIGINALS ONLY
3. Payments
Failure to comply with payment requirements may invalidate insurance cover and result in the hirer being fully liable for all losses.
a. All hire charges must be paid by debit or credit card before the rental starts.
b. The card used must belong to the hirer.
Payments are processed securely using Global Pay, ensuring a safe and reliable transaction.
4. Security Deposit
A £500 refundable security deposit is required for all hires. The deposit is held during the hire period and released after the vehicle is returned in accordance with these terms and subject to inspection.
5. Insurance
All vehicle hires include fully comprehensive self-drive hire insurance, provided subject to your eligibility, and full compliance with these Terms and Conditions.
This insurance is provided on a non-advised basis. It is your responsibility to ensure the cover is suitable for your needs. The details below are a summary only of the main cover, exclusions, restrictions, and obligations as applicable under these Terms and Conditions.
Key Cover Includes:
· Legal liability for death, bodily injury, or damage to third party property (subject to limits).
· Loss of or damage to the vehicle from accident, malicious damage, flood, vandalism, fire, lightning, theft/attempted theft, or unauthorised taking (excluding theft by the hirer).
· Medical expenses up to £100 per injured for each person who is injured in the insured vehicle following an accident involving the insured vehicle.
· Personal belongings up to the amount in your schedule if lost/damaged due to accident, fire, theft, or attempted theft.
· £10,000 personal accident cover for the driver (death, loss of limb, or permanent loss of sight in one or both eyes).
Key Exclusions and Restrictions Include:
· Damage to tyres (unless from an accident), loss of fuel, wear/tear/depreciation.
· Anything covered by other insurance.
· Loss of keys
· Use on race tracks or circuits.
· Deliberate damage by you or anyone permitted to drive.
· Loss/damage if involved in an accident and convicted of driving under the influence of alcohol or drugs.
· Theft/attempted theft or unauthorised taking if the vehicle is left unlocked or insufficiently protected.
· Loss/damage to towed caravan, trailer, or broken-down vehicle.
· Theft by the hirer.
· Driving by anyone disqualified or without a valid licence.
· The policy excess (refer to documentation for amounts).
· Maximum payout: market value of the vehicle before loss or repair cost (whichever less).
Obligations:
• Report all claims and incidents to us within 24 hours.
6. Excess & Excess Reduction Options
The standard insurance excess is £1,500 per claim unless otherwise stated. The excess applies to each separate incident during the hire period.
The hirer remains liable for the standard excess unless an optional Excess Reduction product has been purchased and these Terms and Conditions have been fully complied with.
Optional Excess Reduction
· Excess Reduction – reduces liability from £1,500 to £750 (£20 per day)
Bodywork damage covered. You pay the first £750 of any covered damage per claim
· Full Protection – reduces liability from £1,500 to £100 (£30 per day)
Bodywork damage, Tyres, Windscreen, Glass and Alloy wheels covered. You pay the first £100 of any covered damage per claim.
· The hirer’s financial liability for insured accidental damage will be limited to the selected reduced amount.
Where a reduction product has been purchased and is valid:
· The £500 security deposit will not be used to recover insured accidental damage where Full Protection (£100 excess) applies and the Terms and Conditions have been complied with.
· The security deposit may still be used to recover charges relating to fuel shortages, cleaning, smoking, traffic fines, late returns, misuse, negligence, non-insured losses, or any other breach of this agreement.
· Excess Reduction products reduce contractual liability only. They do not alter the underlying insurer policy excess and are not a separate insurance policy.
Excess Reduction does not apply in cases of:
· Breach of these Terms and Conditions
· Unauthorised drivers
· Prohibited use of the vehicle
· Driving under the influence of alcohol or drugs
· Failure to report incidents in accordance with Section 17
· Use outside permitted territorial limits
7. Telematics & Vehicle Tracking
All vehicles are fitted with telematics and tracking systems for security, insurance and safety purposes.
These systems are used to:
· Assist with theft prevention and vehicle recovery
· Support insurance requirements
· Promote the safety of the vehicle, the hirer and other road users
Vehicles are not actively monitored during normal use. Data will only be reviewed if:
· Automated alerts are triggered (for example, excessive speed or unauthorised location use)
· There is a reported incident, theft or insurance-related issue
· Monitoring is required to comply with legal or insurer obligations
Tracking data is handled in accordance with our Privacy Policy and applicable data protection laws.
8. Smoking & Interior Cleanliness Policy
Smoking or vaping is strictly prohibited in all vehicles.
If smoking is detected:
· An additional cleaning fee may be charged to cover specialist valeting and odour removal
· Any damage to the interior caused by smoking (including burns, staining or permanent odour) will be deducted from the security deposit
Pets inside the vehicle is prohibited unless prior written consent is obtained from us first
Vehicles must be returned in a clean and reasonable condition.
Excessive dirt, staining, pet hair, sand, mud or other contamination beyond normal use may result in:
· Additional valeting or specialist cleaning charges
· Deductions from the security deposit where applicable
We reserve the right to recover any additional costs incurred if the deposit does not fully cover the cleaning or damage.
9. Mileage Policy
Unlimited mileage applies unless otherwise agreed in writing.
Mileage must still reflect normal and lawful vehicle use. Any excessive or abusive use of the vehicle may result in additional charges.
10. Fuel Return Policy
The vehicle must be returned with the same fuel level as at the start of the hire. If the vehicle is returned with less fuel than supplied:
· The cost of refuelling will be charged
· An additional administration fee may apply
11. Traffic Fines, Charges & Penalties
The hirer is responsible for all fines, penalties and charges incurred during the hire period, including but not limited to:
· Speeding offences
· Parking penalties
· Congestion or Clean Air Zone charges
· Toll charges
Where we receive a notice relating to the hire period, we may transfer liability to the hirer and/or charge an administration fee for processing the notice.
12. Late Return Charges
Vehicles must be returned at the agreed date and time. If a vehicle is returned late:
· Additional hire charges may apply at the applicable daily rate
· Insurance extensions may be charged where required
· Continued failure to return the vehicle may result in recovery action
13. Breakdown Procedure & Warning Lights
In the event of breakdown:
Failure to follow the breakdown procedure may result in additional costs being charged to the hirer.
If any warning light, engine management light, temperature alert, oil pressure warning, or service indicator appears during the hire period, it must be reported to us immediately. Continued driving after a warning light appears without notifying us may result in the hirer being held liable for any additional damage caused.
If the vehicle becomes undriveable due to mechanical failure (and not because of misuse, negligence, accident or breach
of these Terms and Conditions):
· You must contact us immediately using the details provided at handover.
· You must not authorise repairs without our prior approval unless required for safety reasons.
· The vehicle must not be abandoned without informing us.
· We will make reasonable efforts to provide a replacement vehicle, subject to availability, which may be delivered to your location where practical.
· If a suitable replacement vehicle is not available, we will cover the reasonable cost of an alternative rental vehicle for the remaining hire period, up to the original booking value.
This provision does not apply where the breakdown or damage results from breach of these Terms and Conditions.
14. Child Seats & Accessories
Where a child seat is provided, it is supplied as a convenience only. The hirer is solely responsible for:
· Ensuring the child seat is correctly installed
· Ensuring it is suitable for the child’s age, height and weight
· Checking that it is securely fitted before each journey
Essex Vehicle Hire accepts no liability for incorrect installation or misuse of child seats once the vehicle has been handed over.
15. Territorial Restrictions
Vehicles must only be used within mainland United Kingdom unless we have given prior written consent.
Vehicles must not be taken to Northern Ireland, the Isle of Man, the Channel Islands, docks, ports, ferry terminals, Channel Tunnel terminals or any international departure point without our written approval.
Security and telematics systems may trigger alerts if a vehicle enters restricted or unauthorised areas. Unauthorised travel outside permitted territories may invalidate insurance and result in full liability for the hirer.
16. Damage Assessment & Vehicle Condition
The vehicle’s condition will be recorded at handover and acknowledged by the hirer.
Where a vehicle is returned in darkness or poor visibility, a further inspection may be carried out in daylight.
Upon return, the vehicle will be inspected for damage, cleanliness and mechanical condition. We reserve the right to retain the security deposit for up to 24 hours after return to allow for:
· Full inspection in appropriate lighting conditions
· Identification of hidden or mechanical damage
· Review of any alerts or post-hire issues
Any new damage identified beyond fair wear and tear may result in repair costs being deducted from the security deposit. If repair costs exceed the deposit amount, the hirer remains liable for the balance.
17. Claims, Accidents & Incidents
Any accident, damage, theft or incident must be:
· Reported to us within 24 hours
· Reported to the police where required
· Supported by all requested documentation within 24 hours
· The Hirer must complete and sign all required claim forms in person and confirm that all information provided is accurate.
Failure to comply may result in insurance being invalidated and the hirer liable for any resulting costs or penalties.
18. Delivery & Collection
Vehicle delivery and collection are available for an additional fee. Charges depend on location and will be confirmed at booking.
19. Right to Terminate Hire
We reserve the right to:
· Terminate the hire immediately if these terms are breached
· Recover or immobilise the vehicle where lawful
· Recover any associated costs from the hirer
20. Account Suspension & Refusal of Hire
We reserve the right to refuse any hire, adjust excess requirements, or decline future bookings at our discretion and in line with insurance requirements.
21. Cancellations
Cancellation up to 48 hours before a booking will not incur any charges. Cancellations under 48 hours will result in loss of 20% deposit.
22. Force Majeure
We shall not be liable for any delay, cancellation or failure to perform our obligations where such delay or failure arises from events beyond our reasonable control, including but not limited to natural disasters, severe weather, government restrictions, road closures, strikes or other unforeseen circumstances.
In such circumstances, we will make reasonable efforts to provide an alternative vehicle or rearrange the booking where possible.
23. Governing Law
These Terms and Conditions are governed by English law, and the courts of England and Wales shall have exclusive jurisdiction.
By proceeding with a booking, you confirm that you have read, understood and agreed to these Terms and Conditions in full.