Terms and Conditions

MEDWAY HORSEBOX HIRE Ltd

TERMS & CONDITIONS HIRE AGREEMENT 

1. The horsebox may only be driven by the named driver(s) on the signed agreement. 

2. Each hirer must have completed the Insurance documents for the horsebox, signed the terms and conditions and completed the Hire Form. 

3. The hirer of the horsebox must be between 22-75 years old and to have held a full UK driving licence for at least 3 consecutive years. 

4. The horsebox must not be used for hire or reward, for any illegal purpose or whilst   under the influence of alcohol and/or drugs. 

5. The horsebox must not be used for racing, pace making, testing the Horsebox’s reliability and speed or teaching somebody to drive. 

6. The horsebox must not be driven or taken outside of England, Scotland or Wales. 

7. A photocard driving licence must be provided, along with a DVLA access code (www.gov.uk/view-driving-licence) 

8. Two proof of address documents are required (utility bill/council tax bill/mortgage statement/bank statement) which must be dated within the last 90 days. 

9. The vehicle check sheet must be completed before the box is taken and when it is returned. 

RESPONSIBILITIES OF THE HIRER 

1. The Horsebox should be securely locked at all times when unattended, ensuring that you use the security devices fitted to the Horsebox.  You must keep the keys with you at all times. 

2. You must protect the Horsebox against any adverse weather conditions which may cause damage to the Horsebox. 

3. The correct fuel must be used in the Horsebox, this is DIESEL. 

4. You must not sell, rent or dispose of the Horsebox or any part of its parts, fixtures, fittings or items belonging to the horsebox or Medway Horsebox Hire Ltd. 

5. You must not grant legal rights to anybody over the Horsebox. 

6. You must not sell, rent or dispose of the Horsebox or any of its parts, fixtures, fittings or items belonging to the horsebox and Medway Horsebox Hire Ltd. 

7. You must not let anybody work on the Horsebox without the permission of Medway Horsebox Hire Ltd, including but not limited to; any mechanical or structural part of the 

Horsebox; windows, doors, hinges, radio, cameras, wheels, tyres etc.  You will only 

receive a refund if you have a valid VAT receipt for the work and the work has been authorized by Medway Horsebox Hire Ltd. 

8. Medway Horsebox Hire must be informed as soon as you become aware of any fault or breakdown with the Horsebox. 

9. You must return the Horsebox to the return point on the return date.  Until the Horsebox is safely returned to Medway Horsebox Hire Ltd, you will remain responsible for the Horsebox. 

10. Medway Horsebox Hire Ltd must inspect the Horsebox before it is handed back to them so that they can ensure that they are satisfied with the condition in which it has been returned to them. 

11. You are responsible for any loss or damage to the Horsebox caused by negligence, misuse or otherwise, whether such loss or damage was caused by you. 

12. You must complete a Vehicle Return Checksheet with Medway Horsebox Hire Ltd to identify the state of repair of the Horsebox and any damage on return.  Any points as the state of repair of which you disagree, must be clearly identified.  In the absence of such identification, you will be deemed to accept the content of the Return Report in its entirety. 

13. You will be responsible for paying the costs of repair of any interior of exterior damage or loss to the Horsebox or its equipment.  This will be taken out of the pre-Authorised deposit required by Medway Horsebox Hire Ltd, prior to the Hire of the Horsebox. 

14. Before returning the Horsebox, you must ensure you have not left any personal belongings in the Horsebox.  Medway Horsebox Hire Ltd is under no obligation to return any such belongings left by you or responsible for any loss of belongings. 

15. The Horsebox is not designed to carry more than 3 people.  It is the Hirer’s responsibility to ensure no extra people travel in the Horsebox. 

16. You must comply with the legal load and weight restrictions.  You can only be sure you are not overweight by using a weighbridge.  Medway Horsebox Hire Ltd is not responsible for overloading.  Should the Horsebox be confiscated due to overloading, all fines, charges and lost revenue will be charged to the Hirer.  The payload of the Horseboxes is 1100kg. 

17. It is the sole responsibility of the Hirer to ensure that horses travel with passports. 

 DAMAGE DEPOSIT FOR RENTAL 

1. A refundable Damage Deposit of £500 (£700 if 22-24 yrs old) payable in advance by the hirer for any damage or loss caused to the Horsebox or its equipment.  

2. The condition of the Horsebox on its return, will be compared against the condition of the Horsebox upon its pickup. 

3. Provided the Horsebox is returned to the return point on the return date in the same condition as at the pick-up date, with a clean interior (including groom area and cab) and there are no extra charges (cleaning charges are £35), the Damage Deposit will be refunded within 72 hours of the date upon which the horsebox is returned. 

4. Should the Horsebox be returned in a worse condition than the pick-up date, then repairs, replacement parts, or cleaning costs will be charged against the Damage Deposit.  This may be up to and including the full £500, which is at the discretion of Medway Horsebox Hire Ltd, however the damage is caused. 

5. This paragraph is without prejudice to the rights of Medway Horsebox Hire Ltd to recover from you, whether under these Terms & Conditions or otherwise, any sums due in excess of the Damage Deposit for damage or loss, however caused to the Horsebox during the Rental Term. 

6. The Hirer is responsible for paying all fines and costs (including court costs) incurred for parking, traffic, congestion charges of other offences (including any costs which arise if the Horsebox is clamped).  You must pay to the appropriate authority, any fines and costs, if and when the authority demands payment.  If you do not, you will be responsible to pay any costs and reasonable administration charges incurred by Medway Horsebox Hire Ltd in dealing with these matters.  Any fines incurred and not apparent until a later date will be forwarded to the Hirer (such as speeding tickets). 

7. You are liable for any charges arising from HMRC or Immigration Authorities seizing the Horsebox, together with a loss of income charge for the full period during which Medway Horsebox Hire Ltd cannot rent the Horsebox out as a consequence. 

8. The Hirer must pay the Daily Rate for every day or part day for which you fail to return the horsebox to the return point.   

9. You are liable to pay the Insurance Policy Excess of £500 (£700 for under 25’s) per incident if costs of repairs are expected to exceed this amount. 

INSURANCE 

1. Insure of the Horsebox is for the period from the Pick-up Date to the Return Date and Time as stated in the Insurance Hire Document.  This insurance is arranged through Medway Horsebox Hire Ltd. 

2. The cost of the insurance is included within the rental payment. 

3. Full details of the Insurance are available from Medway Horsebox Hire Ltd. 

4. Medway Horsebox Hire Ltd reserve the right to take action against you to recover the full cost of all loss, repairs and damage to the Horsebox during the rental term, which is not covered by the Insurance. 

5. The Hirer shall be liable for the first £500 of each and any claim(s) made under the Insurance, such sums to be deducted from the Damage Deposit and if insufficient, paid by the Hirer within 7 days of written demand 

6. The following are excluded from the Insurance cover; 

1.1.1. Damage to the windscreen and windows 

1.1.2. Damage to the tyres caused by braking, punctures, cuts or bursts 

1.1.3. Mechanical, electrical, electronic, computer failures, breakdowns or breakages 

1.1.4. Loss of use, wear and tear, depreciation in value of the Horsebox after a claim has been made under the insurance policy 

1.1.5. Claims involving fraud or deception 

1.1.6. Claims resulting from “taking away” incidents where the Horsebox is taken by a member of your family, household or by someone with a close personal relationship with you. 

1.1.7. Claims resulting from anyone driving the Horsebox with or without your permission who has not been included in the Hirers profile 

1.1.8. Theft as a result of keys remaining in the Horsebox whilst unoccupied 

1.1.9. Loss or damage to, or theft of, the radio, stereo equipment or aerials 

1.1.10. Interior damage including burns to seats, carpets and other damage 

1.1.11. Vandalism damage of any kind to the Horsebox 

1.1.12. Damage or loss of personal items within or from the Horsebox. 

 THEFT 

1. The Hirer is entirely responsible for the security of the Horsebox.  You must ensure that, if the Horsebox is left unattended at any time, it is securely locked and parked in a safe, well-lit location.  

2. You must take every precaution to prevent loss or theft of the Horsebox. 

 FUEL, OIL AND WATER 

1. A full tank of fuel is supplied upon pick up of the Horsebox and you must return the Horsebox with a full tank of fuel.  Any fuel shortage will be charged to you against the Damage Deposit.  You will be liable for all repair costs if the incorrect type of fuel is used. 

2. You are responsible for the regular checking of oil and water levels and the use of the correct the of fluids during the Rental Term. 

3. Transporting generators that require fuel can invalidate insurance, therefore generators are not permitted. 

4. PLEASE ENSURE THAT YOU DO NOT ALLOW THE FUEL TO GO BELOW A ¼ TANK AS THIS CAN POTENTIALLY CAUSE DAMAGE. IN THE EVENT ANY DAMAGE OR BREAKDOWN ASSISTANCE IS REQUIRED DUE TO LOW FUEL, CHARGES TO THE HIRER WILL APPLY.

 MILEAGE 

1. Maximum of 200 miles per day allowance.  Any additional mileage will be charged at 35p per mile thereafter. 

 CANCELLATIONS 

1. All cancellations must be in writing to Medway Horsebox Hire Ltd and are charged at 50% of the Hire Fees.  This will be the deposit paid and is non-refundable. 

 PICK UP AND RETURN 

1. The Horsebox will be available for pick up from the Pick-up Location on the Pick-up Date and must be returned to the Return Point on the Return Date. 

2. A full day hire is classed as 7am to 7pm, a half day hire is classed as 7am – 12pm or 1pm – 7pm (weekdays only on half day hire).  Special requests may be submitted for early pick up but cannot be guaranteed by Medway Horsebox Hire Ltd.  If the Horsebox is returned late by the Hirer, the Hirer will be charged an hourly rate of £15.  No refund is given for any early return of the Horsebox. 

3. You acknowledge upon pick up, the rental of the Horsebox and the contents as free from defect or damage, fit for purpose and complete, other than as specified in the Handover condition report.  Upon pick up, you are advised to check the Horsebox thoroughly before departure.  

4. Upon return of the Horsebox, Medway Horsebox Hire Ltd will check the Horsebox for damage, cleanliness, fuel, condition of the tyres, windscreen, bumpers, mirrors, doors and internal habitation equipment, and complete the Handover Return Vehicle Document with you. 

 AVAILABILITY 

1. Every effort is made to ensure that the Horsebox reserved is available.  If, due to circumstances beyond Medway Horsebox Hire Ltd.’s control, which could not reasonably have been foreseen or avoided at any point up until the pick-up date, the Rental Payment will be refunded. 

2. If an alternative is not available, the liability of Medway Horsebox Hire Ltd will be limited to the refund of all monies paid to Medway Horsebox Hire Ltd by you.  Medway Horsebox Hire Ltd cannot accept responsibility or pay ant compensation, costs of expenses where the performance of the Rental Contract prevented or affected you otherwise to suffer any loss or damaged as a result of events beyond Medway Horsebox Hire Ltd.’s reasonable control.  Such loss or damage includes any delays to and or restrictions to your rental to which you may be subject. 

 RIGHTS TO CANCEL OR REFUSE 

1. Medway Horsebox Hire Ltd reserves the right to refuse to handover the Horsebox to any person who, in the reasonable opinion of Medway Horsebox Hire Ltd is not suitable to take charge of the Horsebox.  In such cases of refusal, all payments made by the Hirer will be refunded in full. 

2. Medway Horsebox Hire Ltd reserves the right to cancel the hire, if at Pick up Date or at any time during the Rental Term, it becomes apparent that any of the Driver’s License(s) are invalid or not in accordance with the Hirer’s Profile.  In these circumstances all payments made by the Hirer will be forfeited. 

 SMOKING 

1. Smoking is not permitted in the vehicle. 

 BREAKDOWN 

1. In the event of a breakdown or an accident, an emergency breakdown service, is at your disposal.  Medway Horsebox Hire Ltd cannot be held liable for delays, curtailment of journey or other incidental costs. 

2. You will bear all costs of breakdown or repair in circumstances where the incident is the result of negligence of your part, for example by running out of fuel, filling a tank with the wrong fuel, locking keys inside the Horsebox or loosing keys. 

3. Any breakdown cover will recover the van and the horses aboard; However, horse recovery charges will be payable by the Hirer.  

 ACCIDENT 

1. No responsibility is or can be accepted by Medway Horsebox Hire Ltd for any loss or damage or expense which occurs as a result of any accident. 

2. If you have been involved in an accident you must not admit responsibility.  You should obtain the names and addresses of all involved, including witnesses.  Take photographs as evidence where possible.  You should also make the Horsebox secure, contact the police immediately if anybody is injured or if there is any disagreement regarding who is responsible.  You must also contact Medway Horsebox Hire Ltd as soon as possible. 

3. It will also be necessary for you to prepare a motor accident report form (in vehicle) and send a copy to Medway Horsebox Hire Ltd.  

4. If the horsebox is un-drivable following an accident and there are horses aboard which require recovery, recovery charges will need to be paid by Hirer. These charges maybe claimable from a third party if Hirer is not found to be at fault.                                                                      

DISCLOSURE INFORMATION 

1. If you break the Hire agreement, we will make available the information you have provided to us to Credit Reference Agencies, the Driver and Vehicle Licensing Authority (DVLA), debt collectors and any other relevant organisations.  We are also entitled to pass this information on to the British Vehicle Rental and Leasing Association (BVRLA), who in turn can pass it on to any of its members for any purpose stated in the Data Protection Act 1998. 

 ENDING THE RENTAL CONTRACT 

1. Medway Horsebox Hire Ltd is entitled unilaterally to terminate the Hire Agreement by notice in writing to you if breach any of the terms, you fail to remedy any breach after being requested by Medway Horsebox Hire Ltd, or you are made Bankrupt. 

2. If Medway Horsebox Hire Ltd ends the Hire Agreement, it will not affect Medway Horsebox Hire Ltd.’s right to receive any money owed under the Hire Agreement including under these Terms.  At any time after Medway Horsebox Hire Ltd has terminated the Hire Agreement in accordance with this clause or if you fail to return the Horsebox upon the Return Date, Medway Horsebox Hire Ltd is entitled to repossess the Horsebox and charge you for doing so. 

GENERAL 

1. These Terms, Rental Schedule and the Reservation Details set out the entire agreement relating to the rental of the Horsebox.  You confirm that in entering into the Hire Agreement, you have relied upon any representation of Medway Horsebox Hire Ltd not set out in these terms. 

2. English Law governs these terms in all respects, and you submit to the jurisdiction of the English Courts. 

By signing below, you agree to these terms and conditions and agree to abide by them upon rental of the Horsebox from Medway Horsebox Hire Ltd. 

PRINT NAME…………………………………………………………………….  

SIGNATURE………………………………………………………………………

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