Coach Travel Services Ltd. – Terms and Conditions for Coach Hire

 

THESE CONDITIONS APPLY REGARDLESS OF IF A CONTRACT BEEN MADE VERBALLY OR IN WRITING

 

1 Application

The Company or cTs refers to Coach Travel Services Ltd

The Hirer refers to the Party, Company, Group or Individual entering into the coach hire agreement.

The hirer acts on behalf of all the passengers travelling on the vehicles. If the hirer is a company, group or partnership, an individual must be named as a responsible person. The hirer is responsible for the actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party. If the hirer is not going to travel with the party a representative must be chosen, and the company informed prior to the hire taking place. The company will only accept instructions from the hirer or their appointed representative.

Where a copy of these conditions has been given to the hirer at any time, or the hirer has been advised verbally of all the significant terms, making a booking will be deemed to signify acceptance of them. Where a hirer makes a booking before receiving these conditions and without being verbally advised of all the significant terms, the hirer may cancel the contract without liability to the operator within 48 hours of receiving these conditions. Otherwise the hirer will be deemed to accept these conditions.

 

2 Quotations

Quotations are given on the basis of the direct route and on the information provided by the hirer. The route will be at the discretion of the company unless it has been particularly specified by the hirer in which case it will be clearly shown on the confirmation. All quotations are given subject to the company having a suitable vehicle available at the time the hirer accepts the quotations. Quotations are valid for 14 days unless otherwise notified. Quotations are given for coach and driver only. Any additional charges will be separately identified and will be the hirer’s responsibility unless otherwise specified.

 

3 Use of Vehicle

The hirer cannot assume the use of the vehicle between outward and return journeys, nor that will it remain at the destination for the hirer’s use unless it has been agreed with the company in advance. All quotations are for the journey or journeys only. Vehicles will only be available for the travel times agreed. If a vehicle has to stay with the group between journeys this has to be confirmed at the time of booking. An additional charge may apply where the hirer requires use or access to the vehicle between journey times.

 

4 Route and Time Variations

The company reserves the right to levy additional charges for additional mileage or time to that agreed. The charges will be pro rata and in accordance with the formula advised on the booking confirmation. The vehicle will depart at the times agreed by the hirer and it will be the responsibility of the hirer to account for all the passengers at those times. The company will not accept liability for any losses incurred by passengers who fail to follow instructions given by the hirer. The vehicle will depart the destination at the agreed time and The Company will not accept any claims with respect to passengers who do not board on time for the return journey.

 

5 Drivers Hours

The driver’s hours are regulated by law and the hirer accepts the responsibility of ensuring the hire keeps to the hours and times agreed by the company. Neither the hirer nor any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to the driver’s hours and duty time. If any breach is likely to occur, the hirer will be responsible for any additional costs incurred unless it’s outside the control of the hirer. The calculation will be as in condition 4.

 

6 Seating Capacity

The company will, at the time of the booking, agree the total number of passengers, including babies and infants. The legal seating capacity of the vehicle supplied includes all infants and babies. The hirer must not load the vehicle beyond its seating capacity.

 

7 Confirmation

Normally written confirmation is the basis of the acceptance of a hiring or for a subsequent alteration to its terms. A booking is not considered until the hirer has received both a Booking Confirmation and also an Invoice. The details on the Booking Confirmation are the instructions the driver will be following during the operation of the hire.

 

8 Payment

All invoices are dated for the same date of the hire of the vehicle or first day in the case of multiple days hire. Any deposit requested must be paid by the date stated, and payment in full must be made 7 days prior to the start of the hire unless otherwise agreed by the company. The payment terms apply to all bookings that the hirer has made including private groups, Clubs, organisations, schools, colleges and individuals. An extra £35.00 administration charge will be levied every 7 days over payment terms. Late payment charges start 7 days after the date on the invoice or after the agreed payment date.

 

9 Deposits and Cancellations by the Hirer

·          In the event of cancellation by the Hirer the Company shall be entitled to retain any deposit paid.

·          In the event of cancellation by the Hirer after the Company has incurred any expense in relation to this Agreement the Company shall be entitled to recover such expense.

If the hirer wishes to cancel any agreement, the following scale of charges will apply in relation to the total hire charge.

More than 30 days prior to date of invoice         0%

21 to 30 days prior to date of invoice                 10%

14 to 20 days prior to date of invoice                 50%

7 to 13 days prior to date of invoice                   75%

1 to 6 days prior to date of invoice                     85%

Date of Invoice                                                      100%

 

Cancellation shall have been accepted only when the Company confirms receipt of the hirer’s cancel instructions.

 

10 Cancellation by The Company

In the event of an emergency, riot, civil commotion, strike, lockout, stoppage or restraint of labour or on the happening of any event over which the company has no control (including adverse weather, road conditions, national or local movement restrictions and any other Pandemic or similar) The Company will refund using the same scales as set out in condition 9 above.

In the event of the hirer taking any action to vary the agreed conditions unilaterally, the company may not refund any monies paid and cancel the contract.

 

11 Vehicles to be Provided

The company reserves the right to provide a larger vehicle than that specified at no additional charge unless any extra seats are used in which case an additional pro rata charge will be made to the hire charge.

The company reserves the right to substitute another vehicle (including those of other operators) or ancillary facilities for all or part of the hiring subject to such substitutions being of at least equivalent quality. The total seating capacity of vehicles provided will be equal to or more than the agreed passenger numbers requested on the booking.

 

12 Breakdowns and delays

The company gives its advice on the journey time in good faith. However, as a result of breakdown or traffic congestion, or any other events beyond the reasonable control of the company, journeys may take longer than predicted and in those circumstances the company will not be liable for any loss or inconvenience incurred by the hirer as a result.

 

13 Refreshment and Alcoholic Drinks

The company has a total ban on Alcoholic drinks, on board it’s vehicles, at all times. For health and safety reasons, hot food or drinks are also not allowed on our vehicles.

Chocolates and chewing gum are also not permitted on board our vehicles. Passengers may bring with them on board any plastic bottled drink. Glass bottles are not allowed on the vehicles. Passengers with medical conditions will be given exceptions if advised prior to the date of the journey.

 

14 Agency Arrangements

Where the company hires a vehicle from other operators at the request of the hirer and where the company arranges ancillary facilities such as meals, accommodation, ferries, admission tickets or any other services provided by another supplier, it does so as an agent on behalf of the hirer. Any terms and conditions imposed by such other supplier’s through the company shall in so far as they are supplied by the hirer, be binding on the hirer as if they had directly contracted such services and the hirer shall indemnify the company against any loss claim, damage or award in respect of a breach of supplier’s terms and conditions brought about by the hirer’s action.

 

15 Passengers Property

All vehicles hired by the company are subject to restrictions on carrying luggage for statutory safety reasons. The hirer accepts that the driver shall be the sole judge as to whether and to what extent passengers’ property is carried, large bulky items may not be able to be carried, and the hirer should take all the steps to notify the company in advance of such requirements.

The company accepts any personal property of the hirer and their passengers on the understanding that it will take all reasonable steps to avoid loss or damage. The hirer should notify the company or the driver if items of exceptional value are to be carried on the vehicle. It is the hirer’s responsibility to minimize the risk of loss when property is left unattended.

The company’s liability for loss and damage to property, however caused, is limited to £50.00 per bag, case or package with an overall limit of £100.00 (overall claim value) maximum per passenger. It is the responsibility of the hirer to ensure that the items over this value are insured separately for loss and damage. The limits in this section do not apply to personal injury claims.

All the articles of lost property recovered from the vehicle will be held at the company’s premises where the vehicle is based and will be subject to current Public services Vehicle (lost property) Regulations. The company will provide details of this legislation on request.

 

16 Conduct of Passengers

The driver is responsible for the safety of the vehicle at all times and as such may remove any passengers whose behaviour prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These regulations set out certain rights and responsibilities on all parties, and full details of these can be obtained from the company on request. The hirer is responsible for any damage caused to the vehicle by any passenger for the duration of the hire.

Where the hire is to a sporting event, the hirer should be aware of the legal requirements relating to alcohol, contained in the Sporting Events (Control of Alcohol) Act 1985, (as amended) and the conditions of entry to the race courses as laid down by the Race Course Association Ltd. The company will provide details of these restrictions on request.

The Company, at the discretion of the driver, may refuse travel for any or all passengers who appear intoxicated or in their opinion cause a concern for their own safety, safety of passengers or driver. The police have a right to exclude all passengers from a PCV vehicle and may at their discretion require the vehicle to return to the depot without passengers if any passenger is considered causing danger or distress to the driver. At all times the driver must be free to work unhindered and in a safe environment. Without threat or abuse whilst carrying out their duties.

 

17 Litter / Rubbish

All vehicles are kept and cleaned in a presentable condition at all times and it’s the duty and responsibility of the hirer to maintain that standard whilst the vehicle is on hire to them. The hirer must check the vehicle both at the start and end of the hire, ensuring the vehicle is returned in a clean litter free condition. The company will be happy to dispose of any rubbish as long as it is secured in bin liner. Should the vehicle need to be cleaned after end of hire the company will levy a charge for such cleaning. This will be from £100 for litter, up to £300 if decontamination of bodily fluids is required. All damage caused during the hire will be charged to the hirer and may include a charge of up to £500 per day if the vehicle is not able to be used until repairs are completed. It is the  hirer or their appointed persons responsibility to check the vehicle at the end of the hire. They should confirm with the driver that the return of the vehicle is acceptable and returned in a presentable standard.

 

18 Complaints

In the event of complaint about the Company’s services, the hirer should endeavor to seek a solution at the time by seeking assistance from the driver or from the company. If this has not provided a remedy, complaints should be submitted in writing and within 14 days of the termination date of the hire. The company will acknowledge all complaints within 14 days and will normally reply fully within 28 days.

 

19 Notices

No bill, poster or any other notice is to be displayed on any vehicle without the written consent of the company.

 

20 Surcharges

Once a confirmation has been issued to the hirer providing these are 30 days prior to the departure date, the company reserves the right to pass on the increases in the cost of fuel, taxes imposed by the Government in the UK and of other countries to be visited during the journey, road tolls and foreign currency. No surcharges will be levied within 30 days of departure. On notification of such surcharges, the hirer may cancel the booking subject to the scale of cancellation charges shown in paragraph 9. The liability of the company will be limited to the cost of the hire and any ancillary services supplied.

 

21 Smoking & Drugs

All vehicles operated by the Company are no smoking including Vapes. All drugs, other than medically prescribed, must not be brought onto the vehicle, used, distributed, or stored in any luggage. The hirer is responsible for ensuring that all members of the hirer’s party are aware of this and by signing the acceptance the hirer agrees to be bound by this condition of hire. Any breach of this specific condition and upon discovery will result in the vehicle returning without passengers, directly to the depot. A report of any illegal drugs or activity will be made to the police.

 

22 Parking Charges and Tolls

All quotations given by the company are for coach hire only and any parking charges which may be levied at the hirer’s destination is the sole responsibility of the hirer. Any toll charges incurred is also the responsibility of the hirer. The company may pay for all charges incurred at its discretion but will pass on the charges to the hirer.

 

23 Damage / Vandalism

In the interest of health and safety, while the vehicle is on hire, it is the sole responsibility of the hirer to inform the group or party to refrain from any damage or vandalism. Any damage or vandalism caused to the vehicle shall be the sole responsibility of the hirer and the company reserves the right to pass on the charges to the hirer accordingly. The hirer at all times is responsible for the conduct of their group and checking the vehicle is, at the end of the hire period, left in a similar condition to which it was at the start of the hire. The hirer is responsible for any charges after the vehicle hire, regardless of if they checked the vehicle. The Company will where possible take photo evidence if cleaning or repairs are required.