Nationwide Vehicle Rentals Group Limited hereinafter referred to as “NVR“, “we”, “us”, or “our”.
Company No. 12008062 VAT ID GB 323057924 Data Protection Reg No. ZA532627
Nationwide Vehicle Rentals Terms & Conditions of Hire
1. GENERAL
1.1 These Terms and Conditions shall be incorporated into and govern this Agreement made between the Owner and the Renter whose names and addresses are set out overleaf to the exclusion of all or any other terms and conditions.
1.2 Words and expressions defined overleaf shall where applicable have the same meanings when used herein. In addition, the term “Vehicle” when used herein shall (if applicable) be deemed to include any replacement vehicle and all tyres, tools, accessories, parts and equipment relating to Vehicle.
1.3 Where the person signing this Agreement on behalf of Renter is not Renter, he or she represents and warrants to Owner that he or she is authorised to sign and to enter into this Agreement for and on behalf of Renter and all agreements and obligations on the part of Renter hereunder shall be deemed to be made by such person jointly and severally with Renter.
1.4 The charge on your credit card/bank statement will be shown as “PIX-NVR”.
1.5 We do not store credit card details, nor do we share customer financial details with any 3rd parties”.
- All prices are subject to VAT charged at the prevailing rate of 20%.
2. HIRE OF VEHICLE
2.1 Owner agrees to let and Renter agrees to take on hire Vehicle upon and subject to the terms and conditions of this Agreement.
2.2 The period of hire shall commence on the Time and Date Out specified overleaf of the hire agreement and shall continue (subject to earlier termination by either party or any extension in accordance with this Agreement until the Time and Date Due Back specified on the hire agreement overleaf.
2.3 All Vehicles under Nationwide Vehicle Rentals have telematics installed and are monitored regularly.
2.4 The period of hire may not be extended without Owner’s prior written consent.
2.5 If any hirer returns after 12.00 on a Saturday or would like to extend their hire, the minimum hire period is until the Monday 09.00am.
3. D1 ENTITLEMENT
3.1 If you wish to rent a minibus with at least 12 seats or more, you must present a D1 entitlement category on your driving licence. Should you not have a D1 entitlement on your licence then the largest people carrier you can drive will be a 9-seater, including the driver seat.
3.2 It is the hirers responsibility to ensure this criteria is met prior to you rental commencing as failure to do so will levy cancellation charges should the driver not be eligible.
4. PROHIBITED USES
4.1 Renter will not use Vehicle or allow Vehicle to be used for any purpose for which it is neither designed, suitable nor hired including (without limitation) the carriage of passengers and/or property for hire or reward; any unlawful, hazardous or unusual purpose; propelling or towing any other vehicle or trailer or for any similar purpose without Owner’s prior written consent; racing, rallying, pace-making, reliability, speed testing or other trials, competitions of any sort or driving tuition; carrying a number of passengers and/or property which would cause Vehicle to be overloaded or would cause any applicable restriction to be exceeded; the use of Vehicle on any surface other than roads with a tarmacadam or concrete surface over which there is a right of way (public or private) for motor vehicles.
4.2 If the customer does not appear at the time and place designated as the pickup point, all monies paid will be non-refundable.
4.3 Renter will not allow Vehicle to be driven by any person who has not been approved in writing by the Owner.
4.4 Renter will not take or allow Vehicle to be taken outside the United Kingdom without Owner’s prior written consent. As a pre-condition of any consent Renter must produce to Owner evidence satisfactory to Owner of adequate insurance arrangements for taking Vehicle abroad including (without limitation) an International Motor Insurance Card (“Green Card”) and/or Bailbond (as the case may be).
4.5 Renter will not use any vehicle with a gross vehicle weight over 3.5 tonnes without a full valid and current Operators license where the vehicle is being used for business use.
5. PAYMENTS
5.1 Renter will pay to Nationwide Vehicle Rentals:
(a) the Total Deposited as specified overleaf together with any further deposits requested by Owner on or before the commencement of any extension of the period of hire, which Owner may apply at any time towards payment of any sums due from Renter hereunder;
(b) the rental and mileage charges computed at the rate specified overleaf for the mileage covered or deemed to have been covered by Vehicle from the commencement of the period of hire until Vehicle is returned to Owner in accordance with the terms of this Agreement as recorded by the odometer installed in Vehicle when received provided that if Owner decides in its absolute discretion that the odometer has failed or malfunctioned or has been interfered with in any way the mileage charge shall be estimated by Owner in its absolute discretion;
(c) the amounts (if any) specified overleaf for Time charges, Collision Damage Waiver, Theft Protection, and the miscellaneous other charges (if any) specified overleaf;
(d) all fines, penalties, costs, charges and liabilities relating to parking, road traffic or other offences or contraventions or restoration charges and loss of income if the vehicle is seized by Customs and Excise incurred in relation to Vehicle by Renter or Owner (except where caused through fault of Owner) from the commencement of this Agreement until Vehicle is returned to Owner in accordance with the terms of this Agreement by the nominated payment method stated overleaf regardless of the time lapsed between offence and notification of offence to Owner, and Renter will allow Owner to process electronic CNP transactions for these amounts plus a reasonable administration fee not less than £50.00 plus taxes;
(e) Owner’s costs or repairing or replacing Vehicle in the event of loss, theft or damage howsoever caused, plus loss of revenue to Owner (calculated at Owner’s unlimited mileage charges for the period during which Vehicle shall remain unavailable for rental by reason of such matters) provided that if Vehicle is operated in accordance with all the terms of this Agreement;
(f) Renter’s Liability in respect of damage to or Theft of Vehicle will be limited to a non-waivable excess charge of £2,000 in accordance with Owner’s current tariff as specified overleaf, except where the damage or theft has been caused by the negligence of the Renter;
(g) the cost of refuelling Vehicle if returned to Owner with less fuel than was contained in Vehicle’s fuel tank at the commencement of the period of hire together with Owner’s current tariff or refuelling service charges of £1.95 per litre;
(h) Owner’s cost incurred in recovering Vehicle in the event Renter fails to return it to Owner in accordance with the terms of this Agreement;
(i) any value-added tax or local or other taxes payable in respect of any of the above.
(j) all cleaning and valeting charges if the vehicle is not returned in the same condition as it left the collection point.
(k) Should you operate the vehicle in extreme conditions, such as on tarmacking sites where tyres are on hot surfaces, they will wear prematurely and we will have to pass on the costs. Any other premature wearing or excessive wearing may be charged, such as vehicle abuse and short high mileage rentals whereby mileage usage exceeds 3000 miles per 28 days. The unlimited mileage policy we operate is subject to our fair usage policy of a maximum of 3000 miles per calendar month or pro-rata. Any excessive miles past this 3000 (or pro-rata) fair usage policy will incur a charge of £0.25p per mile plus VAT thereafter.
5.2 All overdue payments shall bear interest on the amount overdue at the rate prevailing laid down by the Government from the date such sums become due to the date of actual payment. Owner reserves the right to charge administration fees.
6.CANCELLATION CHARGES
6.1 Renter shall be liable for the following charges in the event of cancellation of booking:
(a) More than 48 hours before booking: £35 + VAT.
(b) 24 hours – 48 hours before booking: 50% of the hire charge
(c) Less than 24 hours before booking: 100% of hire charge
6.2 Nationwide Vehicle Rentals cannot postpone or transfer money from one hire to another.
6.3 Nationwide Vehicle Rentals reserves the right to amend our cancellation policy for certain events.
6.4 Your refund will be credited to the original payment card within 28 days.
- All deposits placed to reserve a vehicle are non-refundable.
7. RENTER’S OBLIGATIONS
7.1 All drivers must be between the ages of 21 & 70 and in possession of a full valid driving licence (held for a minimum of 2 years).
7.2 A full driving license must be produced before the rental can commence, along with a ‘share code’ from the DVLA web site for ‘each named driver’. If you hold an international driving licence, this must be accompanied with a valid international driving permit.
7.3 Please ensure you have the correct entitlement on your driving licence as no entitlement means no hire and no refund can be given. Where appropriate, a valid CPC card may also be necessary (7.5 tonne, 17 seat minibus etc).
7.4 Renter shall at all times during the term of this Agreement:
(a) take proper care of Vehicle and ensure Vehicle is used in a lawful and reasonable manner in all respects and in particular (without limitation) will keep Vehicle locked when not in use and shall ensure that ignition keys and/or security arming devices are not left in the vehicle when unattended.
(b) return Vehicle to Owner in the same condition as when received as evidenced by Renter’s signature on Owner’s “Rental Agreement” relating to Vehicle (fair wear and tear only excepted) to Owner’s address specified overleaf immediately upon demand by Owner (such demand not to be made without reasonable cause) subject to a refund to Renter of any sums already paid by Renter in excess of those due under the terms of this Agreement;
(c) immediately report any accident, loss or damage involving Vehicle to Owner and the police or other proper authority and at Owner’s request complete Owner’s accident report form without delay;
(d) immediately report any breakdown, fault or defect, reasonably requiring repair to Owner and will not, in the case of a defect or fault which makes the vehicle unroadworthy or liable to cause damage or danger to persons or property or further damage to Vehicle, use Vehicle until such defect or fault has been repaired or corrected and will take all reasonable steps to prevent or mitigate any loss or damage occurring to Vehicle;
(e) obtain Owner’s prior written consent before incurring repair costs for any amount; (f) not remove or interfere with any Vehicle parts or spares or with any identification marks or plates affixed to Vehicle;
(f) inform Owner immediately upon request of the whereabouts of Vehicle; (h) not sell, mortgage, charge, pledge, assign, underlet, lend or otherwise dispose of or part with possession of Vehicle at any time or contract so to do or otherwise deal with Vehicle in any manner inconsistent with Owner’s rights;
(g) maintain all oil and fluid levels and tyre pressures in accordance with the manufacturer’s recommendations;
(h) at Owner’s request assist Owner in enforcing any rights or remedies Owner may have against third parties in respect of any loss or damage to or in connection with Vehicle arising during the term of this Agreement.
8. DELIVERY
8.1 We can deliver to any UK address which has vehicular access.
8.2 Deliveries are carried out Monday to Friday 8:00 – 18:00 and Saturday 8:00 – 13:00. We reserve the right to apply a 90 minute window for any unforeseeable delays which may occur beyond the drivers control.
8.3 Unless prior arrangements have been made, the hirer / cardholder must be present to take receipt of the vehicle.
8.4 If the delivery address is within the London Congestion Charging Zone, It is the hirers sole responsibility to ensure the Congestion Charge and ULEZ Charge (if applicable) is paid for. This includes the day of delivery and collection.
8.5 Fuel is charged from the point the vehicle leaves the vehicle rental providers branch to the point the vehicle is delivered to the delivery address.
8.6 An Abortive Delivery charge will be levied in the event of a breach of the booking terms and conditions. The prevailing rate is £125 + VAT.
9. COLLECTION
9.1 You are responsible for the vehicle until collection, which could be anywhere up to 72 working hours ‘after’ your hire period ends.
9.2 We can collect from any UK address which has vehicular access.
9.3 Upon termination of the hire, the vehicle remains the responsibility of the hirer until the time of collection, which means any associated charges prior to collection will be re-charged to the hirer.
9.4 We reserve the right to apply a 72 working hour window for collections. Should this window be exceeded the branch will liaise with you to ensure the next available collection slot is met.
9.5 Unlike delivery, the hirer / cardholder does not have to be present upon collection and as such the vehicle key can be placed securely in a safe location and communicated to the vehicle rental provider or NVR so that we can ensure the collection team are able to make a successful collection.
10. LIMITATION OF LIABILITY
10.1 Owner warrants that from the commencement of the period of hire:
(a) to take all reasonable steps to provide the Renter with a well-maintained vehicle;
(b) when informed of a breakdown by the Renter to see that the necessary repairs are carried out promptly, if possible;
(c) if repairs cannot be carried out promptly, to provide a substitute vehicle or allow the Renter to terminate the hire.
(d) we reserve the right to change your vehicle at any time as and where necessary.
10.2 All other warranties, conditions or terms relating to contracts of hire and whether implied by statute or common law or otherwise are excluded to the fullest extent permitted by law. In particular, (but without limitation) Owner shall not be liable to Renter for any indirect or consequential loss or damage (including loss of revenue), costs, expenses, liabilities or any other claims or demands arising out of or in respect of:
(a) any breakdown, malfunction, failure or defect of Vehicle;
(b) any property left, stored or transported by Renter or by any other person in or upon Vehicle either before or after the return of Vehicle to Owner. Provided always that nothing herein contained shall restrict or exclude Owner’s liability for death or personal injury caused by Owner’s negligence or any other liability of Owner which cannot be excluded as a matter of law.
11. INSURANCE
11.1 Except where Renter has elected personally to insure Vehicle as evidenced by Renter’s signature in the “Accepts” space overleaf, Renter participates as an insured under Owner’s vehicle insurance policy and agrees to observe all the terms and conditions thereof. A summary of the terms and conditions of such insurance policy is available for inspection at Owner’s address specified overleaf. Renter further agrees to protect the interests of Owner and Owner’s insurance company in the case of an accident during the term of this Agreement by:
(a) making every endeavour to obtain names and addresses of parties involved and of witnesses;
(b) not admitting liability or guilt to any third party; (c) not abandoning Vehicle without adequate provisions for safeguarding and securing the same;
(c) calling Owner’s office by telephone using the number specified overleaf and further giving a detailed report including (without limitation) plans and drawings to Owner;
(d) notifying the police or other proper authority immediately.
11.2 Where Renter has elected personally to insure Vehicle (evidenced as aforesaid), Renter undertakes to insure and keep insured Vehicle during the term of this Agreement under a fully comprehensive motor insurance policy (including windscreen damage) to its full replacement value, free from limitation or excess, with reputable insurers approved in writing by Owner. Renter agrees to observe all the terms and conditions of the said policy. Renter shall at Owner’s request supply full details of such policy to Owner and shall ensure Owner’s interest in Vehicle is endorsed upon the said policy. Renter shall procure that any money paid by Renter’s insurers under the said policy is paid directly to Owner, and Renter shall compensate Owner for any loss or damage suffered by Owner in excess of any monies received by Owner.
11.3 Nationwide Vehicle Rentals vehicle(s) and cross-hired vehicles are fully insured for passenger and third-party claims.
11.4 Customer’s properties are carried entirely at their own risk and Nationwide Vehicle Rentals shall not be held responsible/liable for any loss/damage to such property.
11.5 Nationwide Vehicle Rentals will keep a lost property inventory register at their office and will endeavour to return any lost goods left in our vehicle(s) or cross-hired vehicle(s) to the customer.
11.6 Nationwide Vehicle Rentals and its drivers have the right to refuse to release vehicle(s) or cross-hired vehicle(s) to anyone who is thought to be under the influence of alcohol or drugs and whose behaviour poses a direct threat either to the delivery driver, the vehicle or any other members of the public.
11.7 Nationwide Vehicle Rentals maintains a strict non-smoking policy in all its vehicles.
11.8 Nothing contained in these terms and conditions will affect the Customers statutory rights.
12. EUROPEAN TRAVEL
12.1 There is an additional charge per week for European travel to cover European Insurance. European insurance is mandatory and you will be in breach of these terms and conditions should you take a Nationwide Vehicle Rentals vehicle into Europe without taking out the additional European cover insurance.
12.2 The following countries are covered by the European Travel Insurance: Austria; Belgium; Denmark; Finland; France; Germany; Greece; Italy; Hungary; Luxembourg; Netherlands; Norway; Poland; Portugal; Spain; Sweden; Switzerland.
13. INDEMNITY
13.1 Renter will indemnify and hold harmless Owner and keep Owner indemnified and held harmless against all costs, losses, claims or damages, expenses and liabilities of whatsoever nature suffered, incurred or sustained by Owner as a result of or in connection with:
(a) any breach by Renter of any of the provisions of this Agreement; and
(b) any loss or damage to property left, stored or transported by Renter or by any other person in or upon Vehicle either before or after return of Vehicle to Owner. Provided that this indemnity shall not apply to any liability of Owner for death or personal injury caused by Owner’s negligence or any other liability of Owner which cannot be excluded as a matter of law.
14. TERMINATION
14.1 If Renter commits any breach of this Agreement; or if any statement, representation or warranty made by Renter overleaf or in these terms and conditions in respect of himself or any Additional Driver is incorrect; or if a receiving order is made or a petition in bankruptcy is presented against Renter (or, being a company, Renter goes into liquidation, whether voluntarily or compulsorily or a receiver, administrator, administrative receiver or manager shall be appointed over the whole or part of its business or assets); or if Renter offers to make any arrangement with its creditors or if any distress or execution is levied against any of its goods; then in any such event Owner may terminate this Agreement forthwith but without prejudice to any of Owner’s accrued rights and remedies against Renter.
14.2 On the expiry or termination of this Agreement, howsoever occasioned, Renter shall no longer be in possession of Vehicle with Owner’s consent and Renter shall forthwith return Vehicle in the same condition as when received as evidenced by Renter’s signature on Owner’s “Check-in slip” relating to Vehicle (fair wear and tear only excepted) to Owner’s address specified overleaf, provided that under no circumstances shall Renter return Vehicle to Owner outside Owner’s normal published opening hours without Owner’s prior written consent. If Renter commits any breach of this Agreement, Owner may, without notice, retake possession of Vehicle together with the insurance certificate and any other documents of Owner and for such purpose may enter upon any premises belonging to or in the occupation or control of Renter.
14.3 Please be aware the Renter is responsible for the vehicle until collection, which could be up to 24 working hours after your hire period ends. Therefore it is imperative you have full parking facilities before a booking is placed. If a delivery driver informs you of a collection time, please be advised this cannot be 100% guaranteed, the period of liability still stands, and if it is essential to know an estimated collection time you should contact the branch directly.
If the vehicle is not available for collection after key arrangements have been issued to our office or the branch office direct, you will be charged an abortive collection charge £125 + VAT and the vehicle will automatically be put back on hire. It is imperative that the keys are made available at all times.
15. DATA PROTECTION & PRIVACY
Nationwide Vehicle Rentals is committed to protecting your privacy. We will only use the information that we collect about you lawfully, in accordance with the ePrivacy Regulation (ePR) and General Data Protection Regulation (GDPR). By signing this Hire Agreement, you accept that your personal information and data may be passed to the British Vehicle Rental & Leasing Association (BVRLA) where we deem necessary, (e.g. breaches of this agreement) and that the BVRLA will make this information available to other companies. We may collect limited information about you to enable us to process any orders you may place and to provide services you may request. We may also, with your consent, send you news, updates and offers. Our intention is to provide you with the best possible service. All personal data is held securely in accordance with our internal security policy and the law.
We aim to process information about you in a fair and transparent manner and to ensure that the information we hold is accurate and up to date. The aim of this document is to provide you with enough information for you to be able to understand what we are doing with your data.
You have the right to object to the collection and/or processing of personal data. If you have objections or concerns, are unsure how we are handling or using information about you, or you think we could improve our privacy information please contact our Data Controller on gdpr@nationwidevehiclerentals.co.uk.
You can check the information that we hold about you by emailing your request to gdpr@nationwidevehiclerentals.co.uk. This is also the address to send emails informing us of errors or inaccuracies in data. If we are made aware of any errors or inaccuracies, we will delete or correct the relevant data promptly.
We will not share your data with any third party except where required to do so in response to a lawful request by government or law enforcement agencies, or with your consent.
16. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement and understanding between the parties hereto and no variation to this Agreement shall be binding unless agreed in writing by Owner.
E & OE / Prices
By using this website (www.nationwidevehiclerentals.co.uk) you acknowledge that all information including, but not limited to, information published on this website may include inaccuracies and/or typographical errors and that NVR will not be liable for any such inaccuracies or errors.
We work with a large number of Vehicle Rental Providers who offer a choice of vehicles at multiple locations and we try hard to ensure that the advertised price is always correct. Despite NVR’s best efforts, occasionally some of the services listed on our website may be incorrectly priced. NVR expressly reserves the right to correct any pricing errors on our website and/or on reservations made under an incorrect price.
If there is a mistake, and the actual price is lower than that given at the time of booking, we will only charge you the lower amount. If the price is higher, we will offer you the booking at the correct price or discuss suitable alternatives. If you are not willing to pay the higher price, we reserve the right to cancel your booking and provide a full refund.
The Vehicle Rental Providers are under no obligation to honour a vehicle hire booking which is incorrectly priced, even after we have issued the Booking Confirmation.
Complaints Procedure
Complaints can be made in writing to Nationwide Vehicle Rentals Group Limited, International House, 10 Churchill Way, Cardiff, CF10 2HE. Alternatively, complaints can be emailed to customer.service@nationwidevehiclerentals.co.uk. Complaints will only be handled if received within 28 days of the hire period ending. We will aim to resolve your complaint within 28 days. In the event that the complaint is not resolved through the NVR complaints procedure, you may refer to the Online Dispute Resolution Platform at http://ec.europa.eu/consumers/odr/ for further information on available dispute resolution procedures.