Campervan Hire Terms & Conditions

This is the boring (compared to campervan adventuring) but necessary and important stuff. We’ve made it as easy to understand as possible. – Mark

Campervan Hire T&Cs

“We”, “MVC”, “Mark”, “The Owner”, “MyVanConversion.co.uk” all refer to the legal owner of the campervan and we’ll simply refer to us as “US/WE/OUR“.
“You”, “the hire”, “the customer”, “the client”, “the renter” etc. are “YOU/YOUR“.
“The Camper”, “Van”, “Campervan”, “Jess the Wonder Bus”, “VW T6” etc will simply be “The VEHICLE“.
OUR responsibility:
1. The VEHICLE will have a valid MOT and be serviced and well maintained.
2. Screen wash will be topped up and there will be enough AdBlue (if diesel) to cover your mileage allowance (see below).
3. The VEHICLE will be safe to drive and all seat belts, tire pressures, spare wheel, lights, coolant and oil levels will be checked prior to hand over.
4. The VEHICLE will be equipped with safety equipment including:
  - Fire blanket and fire extinguisher
  - Locking nut for alloys.
  - Jack and nut wrench.
  - Breakdown triangle.
  - Two high visibility jackets.
  - First aid kit.
5. The VEHICLE will have at least 1/2 tank of fuel when YOU pick it up.
OUR Mileage Allowance
1. For each full day of hire YOU are entitled to 100 miles of travel, which can be spread over the total duration of the hire. This includes the return journey.
2. Any miles done above this allowance will be charged at 30p per mile rounded up to the nearest mile.
3. Mileage will be calculated based on the main vehicle mileage indicator. WE will reset the trip computer at the start of YOUR hire to help you track YOUR mileage.
OUR Fair Fuel Policy
1. The amount of fuel in the VEHICLE at the time YOU pick it up will be recorded.
2. YOU must return the VEHICLE with at least this much fuel in the tank. (We are reasonable and allow for a little discrepancy).
3. If the vehicle is below the expected amount of fuel on return then we will refill the tank to the correct amount.
  - The cost will be the “at the pump price”.
  - There will be an additional £10.00 service charge.
  - The total will be deducted from your deposit.
VEHICLE and Contents
1. The vehicle is equipped with an extensive itinerary which can be divided into “CONSUMABLES” and “PERMANENT ITEMS”.
  - CONSUMABLES
    - This includes those items which are provided for driving, cooking, cleaning, heating or hygiene such as:
      - Salt, pepper, sugar, coffee, tea, milk, oil.
      - Toilet paper, toilet chemicals, washing up liquid, hand wash, tissues, cleaning products.
      - AdBlue, screen wash, water in tank, butane gas.
      - Firelighter blocks, coal (where provided).
      - Complimentary milk, water, hot chocolate, marshmallows etc.
      - It does not include diesel.
    - YOU are free to use them and YOU do NOT need to replace them if they are consumed.
    - If YOU do replace consumables, for example coffee, oil, sugar, salt, washing up liquid, during your rental period please do NOT leave them in the vehicle as we cannot use them for the next hire. – But thank you that’s very kind of you to think of doing so.
  - PERMANENT ITEMS
    - This obviously includes the kitchen, units, bed, sink, hob and all things attached to the vehicle, inside and out. But it also includes all the items provided as part of the hire:
      - Outdoor accessories like: Table, camping chairs, fire pit, barBQ, levelling blocks, picnic blankets etc.
      - Bedding: memory foam toppers, mattresses, pillows, sheets, sleeping bags, pillow cases, duvet cases etc.
      - Cleaning: towels, hand towels, microfibre cloths, brushes, cleaning sponges etc.
      - Cooking: Kettle, pots, pans, plates, bowls, knives, cutlery, glasses, mugs, chopping boards, skewers, bottle stops, openers, peelers etc.
      - Accessories: Torches, lamps, lighters, playing cards, binoculars, USB cables, umbrellas etc.
      - Containers: All the containers for consumables like handwash, coffee, tea, sugar, salt, pepper etc. Even if empty WE will dispose of them/refill them as necessary.
      - Equipment: Water hose, electric hookup, leveling blocks, safety equipment, first aid, phone holder, USB sockets, cameras, screens, booster seat (if supplied), etc.
      - Instructions: Paperwork/instructions in dashboard.
2. The VEHICLE, all PERMANENT ITEMS and (UNUSED) CONSUMABLE ITEMS remain OUR property and cannot be removed and must be returned in the same condition as when handed over.
3. Damage/Theft/Loss:
  - YOU are liable for any damage beyond reasonable natural wear and tear to the VEHICLE or PERMANENT ITEMS, accidental or deliberate.
  - YOU are liable for theft/loss of any PERMANENT ITEMS or parts/whole of The VEHICLE.
    - The VEHICLE is insured, however if the damage was deliberate or due to misuse or misconduct (eg drink driving, act of crime, breach of contract) and cannot be covered by the insurance then liability is YOURS and will be pursued in court.
  - Any damage, theft or loss must be reported immediately. Damaged items must not be replaced. – We’re on your side and if the damage was a genuine accident we may waiver it, but this is at our discretion, we want you to have peace of mind and enjoy your holiday, we appreciate accidents happen and respect honesty.
  - Any deliberate act to hide or conceal damage/loss/theft will result in deduction of the appropriate amount of deposit plus £100 admin fee. If the damage/loss/theft is found after the inspection and deposit return (for example when we strip the bedding and thoroughly inspect and clean the VEHICLE) then it will be treated as criminal damage/theft.
4. Maintenance, Repair, Servicing:
  - WE are responsible for all maintenance, repair, servicing of the VEHICLE. YOU must not undertake any work with the exception of:
    - Changing a tire in the event of a puncture.
    - Refilling diesel, screen wash or AdBlue.
    - Checking and inflating tires^.
    - Replacing a blown fuse.
    - Clean the aerator on the tap^.
  - Before YOU undertake any of the above YOU must first contact US 24/7/365 as WE may offer to come and carry out the work, send a breakdown engineer, or give YOU instructions such as which fuse to change.
  - ^ Please note, the tires and aerator are serviced by US before YOUR hire.
No Smoking & Vaping Policy:
1. WE have a strict no smoking policy which includes vaping. You are not permitted to smoke or vape inside the VEHICLE at any time.
2. The vehicle is fitted with a carbon monoxide and smoke alarm for your safety, which must not be covered or tampered with.
Paperwork, Documentation, Licenses:
1. Documents:
  1. YOU are responsible for providing at collection the original versions of the following (for each named driver):
    - Driver’s License.
    - PhotoID/Passport (not driver’s license).
    - Proof of current address not older than 3 months (bank statement, utility bill etc). Copies cannot be accepted, only originals.
  2. YOU cannot send copies or photos in advance, they must be presented to US at the time of hand-over of the VEHICLE.
2. WE will make a photographic copy of your license, ID, and proof of address, which is necessary for insurance purposes.
3. Failure to provide YOUR original driver’s license, passport/photo ID or proof of address for each listed driver will also mean that WE are unable to hire out the VEHICLE even if already booked and paid for. It is required for insurance and without it the insurance policy is invalid.
Insurance:
1. Eligibility: Before hiring, it is YOUR responsibility to ensure that you will qualify for insurance and meet the following criteria: (please note these are set by the insurance company and are non-negotiable).
  - Between 25 and 70 years of age at time of hire.
  - Full UK license for minimum of 3 years.
  - Drivers license for the appropriate transmission of the vehicle you are hiring (manual/automatic).
  - Drivers license for the appropriate vehicle class. eg. Jess = 2.8 tonnes.
  - Maximum of 6 points on all drivers licenses.
  - Maximum of 1 claim (fault/no fault) in last three years.
  - Social Domestic & Pleasure use only. YOU cannot use the VEHICLE for commercial, work, re-hire or profiting from it (such as taxi, photoshoot etc).
  - 25% Co-Insurance clause on theft.
  - £500.00 security deposit required as part of the booking.
  - Only covers driving in the UK and not abroad.
  - YOU must be a resident of one of the following and if non-UK have held your license for at least 6 years:
    - UK
    - EU (all European Union licenses)
    - Australia
    - New Zealand
    - South Africa
    - USA and Canadian (Upon Referral)
2. Cost: Insurance cost is estimated at £20/day for up to two qualifying drivers, and is included in the hire price. However insurance can only be obtained once YOU have paid the booking fee. At that point WE will arrange the insurance policy and if the actual amount is significantly higher, due to YOUR details (age, points, health etc.), then the difference will be chargeable to YOU. This does not normally happen.
3. Duration: The insurance policy covers YOU, only for the pre-agreed duration of the hire.
4. Governance: The insurance policy is taken out by US and WE are the executors of the policy in the event of a claim.
Reservations:
1. Once YOU have made a booking request and WE have confirmed the VEHICLE is available WE will send payment details and hold YOUR reservation for 48 hours, to give YOU time to arrange payment.
  - If it is a last-minute booking with less than 48 hours between issuing the payment request and the start of the hire perior, then full payment must be made within a pre-agreed timeframe not less than 24 hours prior to the commencing of the hire.
2. Declining YOUR reservation.
  - We reserve the right to cancel/decline YOUR reservation at any time during the 48 hour period until you have paid in full. – We normally wouldn’t as our goal is for you to enjoy the campervan experience. But this allows for unforeseen events like a breakdown, or damage that needs repairing.
  - If the booking is not completed in the 48 hour period then the reservation is automatically declined.
3. YOU can cancel your reservation at any time prior to paying US in that 48 hour period, simply contact US to let US know.
4. If YOU have paid a service charge/fee to a third party, such as Camperbug, and YOU wish to cancel, then WE are not liable to repay YOUR incurred fees. – We recommend you book directly with us, as third party sites often add their own fees on top of the price.
5. If YOU have paid a service charge/fee to Camperbug and WE wish to cancel then WE will refund you the incurred fees.
6. Once the security deposit or the hire fee is paid by YOU then the “reservation” is now a “confirmed booking” and subject to OUR Cancellation Policy (see below).
7. Even if you have paid the hire fee or the security deposit, we cannot hand over the vehicle unless both the security deposit and the hire fee are paid in full. In the event that YOU fail to pay the full deposit and hire fee by the day of the hire, then YOU would have cancelled your booking.
Payments:
1. Payments (deposit, hire fee) must be paid in full before the day of hire.
2. WE accept bank transfers. WE cannot accept checks, credit card, debit card, paypal etc.
3. Cash is not accepted, except by prior agreement before WE send you payment details.
4. All payments must be in GBP £ Sterling.
5. Payment is considered “received” by US when it has cleared in our bank, not when YOU send it. Therefore please leave plenty of time. – Typically it takes up to 2 hours for UK to UK bank transfers.
6. WE will confirm at the earliest opportunity by email when WE have received YOUR payment.
7. If YOU are paying US from a foreign (non-UK/non sterling) account, please allow up to 5 working days for YOUR payment to be received.
VEHICLE Tracking and Monitoring:
1. Tracking Device: The VEHICLE is equipped with a tracking device that may collect and transmit data concerning the location, speed, direction, and style (acceleration/deceleration) of driving of the VEHICLE (“Tracking Data”).
2. Purpose of Tracking: The use of the tracking device is for the purposes of ensuring compliance with the terms of this agreement, verifying the return location and time of the rental VEHICLE, assisting in the recovery of stolen VEHICLES, aiding in breakdown assistance, monitoring London Congestion Charge access, and promoting safe and responsible driving by monitoring driving behavior.
  - WE are automatically alerted if the vehicle is driven above the legal speed limit. If WE detect repeated speeding then WE will contact YOU in the first instance to alert you. If speeding continues then it may result in termination of the hire and cooperation with the authorities.
  - WE are automatically alerted if the vehicle enters or leaves the London Congestion Charge zone.
3. Consent to Monitor: By accepting this hire agreement, YOU acknowledge that the tracking device may be activated during the hire period, and YOU consent to the collection and use of Tracking Data by US in accordance with this clause.
4. Data Protection: WE will handle all Tracking Data in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR). WE will only use Tracking Data for the purposes specified in this agreement and will not share this data with third parties, except as required by law or with YOUR explicit consent.
5. Deactivation Request: Deactivation is not possible and the VEHICLE cannot be hired without the tracker.
6. Obligation to Inform Additional Drivers/Occupants: YOU are responsible for informing them of the presence and operation of the tracking device and obtaining their consent to the terms of this clause.
7. It is forbidden to disable, block, jam, remove or tamper with the tracker or the vehicle batteries, any attempt to do so will terminate the hire agreement and legal action may be taken.
Cancellation Policy:
1. The “day of hire” begins at 00:00.
2. Cancellation Before the First Day of Hire Begins:
  - The booking comes into effect once WE have received payment from YOU for the hire fees [HF] and security deposit [SD]. At which point WE purchase the insurance [I] for your trip.
  - The insurance cost [I] is non-refundable. The security deposit [SD] is 100% refundable up til the start of the hire, once hire has began then the deposit is managed as discussed above.
  - You can cancel your booking at any time.
  - If you cancel more than 14 days before your booking start date then you get the full available refund:
    Refund = [SD] + [HF] – [I]
  - If you cancel between 14 days – 48 hours you get a 90% refund:
    Refund = [SD] + 0.9*( [HF] – [I] )
  - If you cancel less than 48 hours before, you get a 70% refund:
    Refund = [SD] + 0.7*( [HF] – [I] )
3. Cancellation During the Hire Period:
  - We appreciate that sometimes things happen beyond your control and you may need to cut your holiday short. If this happens you have the right to return the vehicle early. In such a case the Drop Off process discussed above and all other terms and conditions remain in place.
  - We will refund 50% of the hire fee [HF] less insurance [I] based on the number of complete days remaining on the hire period. ^The security deposit [SD] will be refunded as explained above:
    Refund = [SD^] + 0.5* [Remaining days/Total days] * ( [HF] – [I] )
4. Cancellation Due to Breakdown/Accident:
  - In the unlikely event that the VEHICLE is unable to carry on being used due to a breakdown or accident then:
  - If the accident or breakdown was caused by YOU or YOUR negligence:
    - There is no refund for the remaining time of the hire period.
  - If the accident or breakdown was not caused by you:
    - You will receive 100% refund on the remaining complete days of hire minus the cost of insurance:
      [SD^] + [Remaining days/Total days] * ( [HF] – [I] )
5. Cancellation Due to Breach of Agreement:
  - In the unlikely event that YOU break the terms of this agreement then the hire is terminated instantly. YOU are still liable for the safety of the vehicle and must cooperate to ensure it is safely handed over.
  - Failure to cooperate and hand over the VEHICLE will be taken as an attempt to steal or misappropriate the VEHICLE and the police will be alerted immediately and given access to the tracking data.
  - The contract is broken if YOU:
    - Have intentionally provided incorrect information to obtain insurance or mislead US.
    - Repeatedly speeding after being alerted by US, or you are deliberately speeding.
    - Drink driving.
    - Allow anyone not listed on the insurance to drive the vehicle.
    - Use the vehicle for commercial purposes including photoshoots.
    - Use the vehicle for any illegal/criminal activity.
    - Smoking or vaping in the vehicle.
    - Take the vehicle abroad.
    - Tamper with the vehicle including the tracker, smoke or carbon monoxide alarms.
    - Any other deliberate act or omission that goes against the agreement.
  - When the contract is cancelled due to a breach of agreement then you are not entitled to any refund. Once the vehicle is returned your deposit will be refunded less the cost of recovery including a £150.00 surcharge.

– You’ve read all the terms and conditions, well done! You know, things like accidents, breakdowns or problems don’t normally happen, but we’ve laid everything out here, clearly and in one place, so you can have peace of mind knowing what’s important and where you stand. Not everyone is as honest as you or us and so we’ve also had to cover situations which we hope will never happen. We look forward to meeting you and handing you the keys to an amazing campervan adventure very soon!