Rental Terms and Conditions
These terms (Terms) together with the form signed by you (Form) and (where appropriate) the letter signed by you (regarding Long Term Rentals) (Letter) is the contract between you and Dash Logistic Services Limited (Dash Drive). Dash Drive’s company number and registered office address is:
- UNIT 2
- BARNCOOSE INDUSTRIAL ESTATE
- TR15 3RQ
- Company No. 7909270
Dash Drive’s [24-hour] telephone number is: 01209 310767.
If you have reserved a vehicle for rental online, by telephone or before the first day of the rental period, Dash Drive’s only obligation is to keep the vehicle available for you for collection on the first day of the rental period. Any remaining obligations on Dash Drive as to the vehicle and its rental by you only take effect upon your completing and signing the Form and, where appropriate, the Letter prior to your collection of the vehicle. You also have the right to cancel under the cancellation policy set out below and displayed on our website.
In the event of a customer not being able to adhere to the Terms, particularly those regarding driver age, payment, driving licence entitlement/history, identification requirements and payment terms, at the time of collecting the vehicle, our cancellation policy (see below) will be applied.
- Collecting the VehicleWhen collecting a hire vehicle, customers must produce the documents specified below.
- Returning the vehicleAll vehicles remain on hire until they have been inspected, checked and signed in by a member of staff at Dash Drive. Any damage found to the vehicle will be the responsibility of the renter.You may return the vehicle out of office hours by leaving it on our premises and off the public highway in the parking spaces indicated and by depositing the keys in the drop off box signposted. You agree that if you do so your rental period and all your obligations under our contract continue until the inspection, checking and signing in process referred to above has been completed when the office re-opens.
- Pre-Rental inspectionCustomers will be provided with a pre-rental inspection form, which they are required to sign. This may be in paper or digital format. This document will detail any minor scratches/dents that may already be present on the vehicle prior to hire. It is very important that the customer checks the vehicle prior to acceptance and highlights any damage that has not already been noted on the form. Customers will be liable for the cost of repairs as a result of new damage discovered upon the return of the vehicle.
- Cancellation PolicyCancellations must be received in writing or by email to firstname.lastname@example.org. The table below outlines our cancelation policy:
Within 48hrs of booking. More than 72hrs before rental commencement Between 48 -72 hrs. before rental commencement Less than 48hrs before rental commencement Standard policy 100% of the rental fee will be refunded 70% of the rental fee will be refunded 50% of the rental fee will be refunded No refund will be given Flexi Booking 100% of the rental fee will be refunded 100% of the rental fee will be refunded 100% of the rental fee will be refunded 50% of the rental fee will be refunded
In the event of a customer failing to notify Dash Drive of cancellation and/or failing to collect the vehicle on the date and at the time agreed, no refund will be provided.
Cancellations must be received in writing or by email to email@example.com. For cancellations less than 24hrs before collection or delivery time a £25+vat charge will be levied.
- Eligibility of Renter and/or Driver
Drivers must be aged between 21 (25 for some vehicles) and 69 and hold a valid driving licence, with correct category entitlement, and have at least 1 years driving experience (2 years’ experience for drivers under 25 years old). A valid driving licence must be shown for all persons who intend to drive the vehicle. The following are not covered by our insurance unless otherwise agreed with Dash Drive:
- Provisional licence holders
- Drivers who have held a full driving licence for less than 12 months (24 months for driver under 25) for the class of vehicle being hired.
- Drivers aged 20 or under.
- Drivers aged 24 or under when the vehicle being hired has a seating capacity of eight or more, in addition to the driver’s seat or is a campervan.
- Hawking or general dealers (e.g. market traders, merchants, second hand clothes dealers and the like)
- Scrap merchants, vehicle dismantlers, or breakers.
- Professional Gambling (other than as a clerical worker)
- Professional Sport
- Entertainment Professions (including part-time).
- The armed forces of non-UK countries.
- Students (other than for private cars).
- Unemployed persons
- Accidents – Persons involved in 2 or more accidents in the preceding 3 years.
- Persons involved in one accident in the preceding 3 years must be referred if the costs exceeded £5,000.
- Thefts – drivers with more than two theft claims in the last three years.
- Motor convictions – drivers with the following convictions on their licences: AC10-30, BA10-30, XX99, TT99, NE99, CD40-70, IN10, LC30-50, MS40-90, UT10-50, DD10-80, DR10-90.
- Disqualifications – Drivers who have been disqualified for a period exceeding six months in the last three years and drivers who have been disqualified for a period exceeding three months during the past year.
- Persons who have had a policy cancelled or a proposal declined or a renewal refused by an insurer
- Any person not disclosed on the Self-Drive hire proposal form and/or Additional Drivers form.
- Licence Categories
It is the renter’s responsibility to ensure that they have the required entitlement to drive the vehicle which is booked. If you are unsure of the category required please contact Dash Drive for advice before booking.
- Required Documents
When renting and/or collecting the vehicle the following documents must be produced:
- A valid Driving Licence (including any separate paper licence);
- “Share my Licence” validation code from DVLA;
- A utility bill confirming the customers address. This must be less than 3 months old;
- Another form of identification;
- A credit or debit card from which a £250 (£500 for some vehicles) deposit will be taken. This must be in the name of the driver.
Acceptable forms of ID:
- Credit or Debit Card (note type and number on card);
- Post Office or Building Society Savings Book;
- Current Utility Bill (not mobile phone) addressed to your home address;
- Personal cheque book;
- Rent book (check address and whether dates are current);
- HP Agreement (note details and currency);
- Life Assurance Policy.
- Vehicle Excess
The insurance excess per accident is £1500.00 (£2000 for some vehicles). In relation to light commercial vehicles and campervans the cost of repair to any damage above the height of the top of the windscreen is payable by you in full and not covered by insurance. This includes the pop up roof on campervans. The insurance on campervans is limited to 50% of cover for consequences resulting from fire due to cooking or heating. In this instance you will be liable for the outstanding 50%.
Damage caused by negligence of the hirer is not covered by our insurance. Cost of repairs will be passed in full to the hirer. For the avoidance of doubt negligence includes but is not limited to the following; driving through water, driving off the public highway, racing or driving while under the influence of alcohol or drugs, not properly securing the popup roof on a campervan, not turning of a gas supply before traveling.
- Excess Reduction ProductsCollision Damage Waiver
The Collision Damage Waiver (CDW) is not insurance. It is an optional service which, if accepted, limits your financial responsibility for damage to the Dash Drive vehicle. This is charged at £17.50 per day. The excess will be reduced from £1500 to £250. CDW for campervans/executive/specialist vehicles is charged at £17.50 per day and reduces the excess from £2000 to £500.
CDW is not available on vehicles with gross vehicle weight of over 3.5tn, vehicles with the ability to carry more than 7 people including the driver and other specialist vehicles.
CDW does not cover:
- All Glass, including windscreens, and tyre damage.
- Damage caused above windscreen height of a commercial vehicle.
- Damage caused to the vehicle when not on the public highway.
- Theft of the vehicle.
- Acts of Vandalism.
- Malicious Acts.
- Damage caused by the negligence of the hirer (for example, racing or driving while under the influence of alcohol or drugs, driving through flood water).
- If the terms and conditions of the rental agreement are breached.
This Combines CDW, and reduces the excess for windscreens, tyres and alloy wheels down to £0.00.
This is charged at £25.00 per day.
- Mileage allowances
Cars up to 7 seats: Mileage is limited to 2500 miles per 28 day period, unless otherwise agreed in writing. Excess mileage will be charged at £0.15 ex VAT per mile
Other vehicles: Rentals are subject to a standard mileage allowance of 150 per day, unless otherwise agreed in writing. Excess mileage will be charged at £0.15 per mile ex VAT
If the vehicle is returned early and prior to the expiry of the agreed rental period the mileage limits above will be applied to the vehicle on a pro rata basis and any excess mileage charged accordingly. Additional mileage paid prior to rental commencement is non-refundable.
- Vehicle & Images
Vehicle images shown on our website are examples only. We cannot guarantee to provide specific vehicles or models. Whilst every effort will be made to provide the exact make and model reserved, it may be that a similar, or better, vehicle will be offered
All hire/rental prices include insurance (subject to the damage liability of the vehicle), unless the rental is on the customer’s own insurance, VAT, breakdown cover (excluding overseas use) & 150 miles per day/unlimited mileage (please see mileage allowance for more information).
- Fuel Policies
All vehicles are supplied with a full tank of fuel at the start of the hire and customers are able to choose one of the following fuel options:-
Option One Easy Fuel
Purchase a tank of fuel prior to rental commencement at, or sometimes below current pump price (as displayed at the rental depot) and return the vehicle empty at the end of the hire.
Return the vehicle with a full tank of fuel at the end of the rental.Option Three
Return the vehicle part full and be charged for missing fuel at the end of the rental. This will be charged at the rate as displayed at the rental depot.
- Overseas Use
All prices quoted are for use in mainland UK only. The vehicle may not be taken or used outside the UK mainland without Dash Drive’s prior written consent. Additional charges and mileage restrictions may apply for overseas use so please contact us for more information prior to making a booking.
- Late return of a vehicle
A vehicle is classed as late if it is returned more than 15 minutes after the agreed rental end. Late rentals will be charged at the standard daily tariff price.
- Additional Drivers
Additional drivers will be charged at £17.50 inc VAT per day. All additional drivers must be present at the time of rental and complete an additional driver form.
Payment is required by credit card (Visa, Mastercard) or UK debit card (Maestro, Visa debit issued on UK banks only). Unfortunately, we are unable to accept payments by cash, cheque, or on pre-paid credit cards.
The credit or debit card presented at the start of the hire must be in the name of the main hirer.
The full cost of the rental must be paid before the vehicle can be released. In addition, a deposit of £250 (£500 for campervans) will be pre-authorised on the credit or debit card and will be frozen for 7 days (period may vary depending on the issuing bank) from the date of authorisation.
- Traffic Offences
An administration charge of £25 + vat will be applied per offence plus the excess parking charge or any penalty fee for speeding or any other traffic infringement.
- Schedule of Charges
- Fuel charge – £0.45 per litre above Easy Fuel price.
- Claims Administration Fee:
- Claims under £250 incur a £35.00 fee
- Claims between £250 – £499 incur a £47.50 fee
- Claims Over £500 incur a £75.00 fee
- Overseas use – 50% of daily rental rate
- Recovery call out hirers fault – £150
- Replacement keys – cost of replacement keys plus standard admin charge
- Traffic / parking offences – £35 per offence
- DVLA Phone call – £5 including vat
- Excess mileage – 15p per mile
- Administration charges (see term 7e); £35
- Unauthorised driver – £5,000
All charges are excluding VAT
We are committed to providing a high-quality service to all our customers. On occasion our usual very high standards are not met which may result in negative feedback. If you wish to make a complaint please refer to our complaints procedure.
- Rental period
The agreed rental period is shown on the Form and in your reservation confirmation e-mail. If you do not bring the vehicle back on time, or if you do not contact us and get our agreement to an extension of your rental, you are breaking the conditions of this agreement. We will charge you for every day or part-day you have the vehicle after you should have returned it to us at the daily rate specified on the Form.
You may return the vehicle early as set out in paragraph 2 below but if you do you agree to pay a charge compensating us for the unexpired rental term (Early Return Charge); the charge is stated on the Form and/or the Letter where applicable. In the event of early return any pre-paid rental charges will not be refunded.
- Your contract with usYou agree to and accept the terms set out in this rental agreement. Please read this agreement carefully. If there is anything you do not understand, ask a member of staff to explain it.
- Rental periodYou will have the vehicle for the period shown in the agreement. We may agree to extend this rental period, but the total rental will not be for more than 30 days unless we agree a rental for a longer period (described in these terms as a Long Term Rental). You may return the vehicle early and before the end of the rental period but if you do you agree to pay us the Early Return Charge.
If you do not bring back the vehicle on time, you will be breaking the conditions of this agreement. We can charge you for every day or part of the day you have the vehicle after you should have returned it to us.
If you break our agreement, we can ask you to bring back the vehicle before the date and time we have agreed with you. To do this we will give you written notice in person or send it to the address you have given on the Form. Once we have given you the notice in person, you will no longer have our permission to have the vehicle. If we send you a notice in the post, one day after we have posted it you will no longer have our permission to have the vehicle. We may then take back our vehicle. If we believe you have given us false information, we may take back the vehicle without giving you any notice.
If we agree a Long Term Rental, the terms set out in the Letter are part of our contract as well as these Terms and the Form.
- Your Responsibilities
- You must inspect the vehicle and any accessories we provide before you take the vehicle. If you are not satisfied with the vehicle or you do not think the condition of the vehicle meets our pre-rental inspection report, you should let us know. There is a 2 hour time limit from start of hire to notify any additional damage not noted at the time of inspection.
- You must look after the vehicle, any accessories and the keys or other locking device for the vehicle. You must always lock the vehicle when you are not using it, and use any security device which is fitted or which we supply. You must always protect the vehicle against weather conditions which could cause damage. You must make sure that you use the correct type of fuel and fluids in the vehicle.
- Depending on section 8 of this agreement (‘Our motor insurance and damage protection programme’), you are responsible for any damage to the vehicle, including damage caused by hitting low-level objects such as bridges or low-hanging tree branches. You will have to pay our reasonable costs for bringing the vehicle back to the condition stated in the pre-rental inspection report. This could include the cost of any damage inside and outside the vehicle, cleaning costs if the vehicle is very dirty, and replacing any items or accessories.
- You must not sell, rent or get rid of the vehicle or any of its parts. You must not give or try to give anyone the legal rights to the vehicle or transfer legal ownership.
- You must not let anyone work on the vehicle without our permission. If we do give you permission, we will only give you a refund if you have a receipt for the work we have given you permission for.
- You must let us know as soon as you become aware of a fault with the vehicle, or if the vehicle is stolen or involved in an accident. If you do not inform us of an accident wihin 24 hours of its occurrence, the damage excess will increase to £5,000.
- Any incidents involving a third party vehicle, property, animal or pedestrian must be reported in writing (email to firstname.lastname@example.org) within 24 hours. Failure to do so will result in a charge of £5,000 increasing by £1,000 per 24hr period of non-reporting. There is no maximum charge.
- If we have agreed to drop off the vehicle at an address you give us, you will be responsible for the vehicle from the time we drop it off.
- Unless we have agreed to collect the vehicle from you, you must return the vehicle to the location or rental branch we agreed. You must return it during the opening hours or at a time we tell you. When you return the vehicle, our staff must check its condition. We may need to clean the vehicle before our staff can check its condition.
- You must not carry any object or substance which, because of its condition or smell, may harm the vehicle or delay us renting or selling it.
- Our Responsibilities
- We have maintained the vehicle to at least the manufacturer’s recommended standard. The vehicle is roadworthy and suitable for you to use at the start of the rental period.
- We are responsible if someone is injured or dies as a result of our action or failure to act. We are also responsible for any loss you suffer as a result of us breaking this agreement, if we could have predicted your loss at the time this agreement started and it is a result of us breaking this agreement. We are not responsible for any loss which is a side effect of the main loss and which we or you could not have predicted, such as loss of profits or loss of opportunity (for example not being able to go to a business meeting).
- PropertyWe are only responsible for loss or damage to property in the vehicle if the loss or damage is a result of our neglect or if we have broken the conditions of our agreement. You are responsible for removing your personal belongings from the vehicle at the end of the rental period, as we are not responsible for any items you leave in the vehicle. If you do leave items in the vehicle, we may agree to keep them for you to collect within a reasonable time. We may charge you reasonable costs for storing the items.
- Conditions for using the vehicle
- Only you, any driver named on the Form, and anyone we have given written permission to, can drive the vehicle. Anyone driving the vehicle must have a full driving licence which is valid in the European Economic Area for the type of vehicle you are renting. The charge for an un-authorised driver is listed under Schedule of Charges (S). This extra charge will not offer any insurance cover, and the hirer & driver will remain responsible for any losses incurred by the lessor or any third party.
- You must not use the vehicle or let someone else use it: b1 for any illegal purposes or in a way which would cause nuisance; b2 to carry passengers for a fee (except for minibuses which you have a valid operator’s licence for); b3 for driving lessons; b4 to tow or push any vehicle, trailer or other object, without our written permission; b5 for racing, pace making, or to test the vehicle’s reliability or speed; b6 off roads or on roads unsuitable for the vehicle; b7 if the driver has been drinking alcohol or taking drugs; b8 outside the United Kingdom, unless we have given you written permission and a Vehicle on Hire Certificate; b9 if it is loaded beyond the manufacturer’s maximum weight recommendations; b10 to carry unsecured loads; b11 to carry more passengers than the vehicle was manufactured to legally carry; or b12 if the driver does not have a valid operator’s licence (if it is a goods vehicle or a minibus).
- ChargesWe work out our charges using our current price list, which includes VAT (see page 1). You will be responsible for paying the following charges.
- The rental and any other charges we work out according to this agreement.
- Any charge for loss or damage resulting from you not keeping to your responsibilities, as set out in section 3 (above).
- A refuelling service charge if you did not return the vehicle to us with the agreed amount of fuel. The charge will be based on the rates set out at S1 of this agreement or those at the location or rental branch you rented the vehicle from (or both).
- All charges and legal costs for any congestion charge, road-traffic offence or parking offence, or any other offence involving the rental vehicle, including costs from the vehicle being clamped, seized or towed away. You are responsible for paying the appropriate authority or company for any charges and costs if and when they ask for these payments. You will also be responsible for paying our reasonable administration charges for dealing with these matters.
- The reasonable cost of repairing any damage to the vehicle which was not noted at the start of the agreement, whether you were at fault or not (depending on section 4). You will also be responsible for paying the reasonable cost of replacing the vehicle if it is stolen or written off, depending on any insurance you have (as set out in section 8), if and when we demand this payment. You will also be responsible for paying our administration charges for dealing with this matter. Should we consider damage to be caused by gross negligence or deliberate misuse then we reserve the right to recharge to cost of repairs in full regardless of the insurance cover that has been taken out, i.e. fuel contamination. Any call out for a customer induced fault, (e.g. a call out to change a punctured tyre) could lead to additional charges being applied to the rental agreement.
- A loss-of-income charge, when we demand it, if we cannot rent out the vehicle because it needs to be repaired, if it is a write-off (it cannot be repaired), or if it has been stolen and we are waiting to receive a full payment of the vehicle’s value.
- We will only charge you for loss of income if we cannot get back our losses under the damage protection programme, as explained in section 8. We will charge you at the published daily or hourly rate, and we will never charge you for more than 30 days. We will always do everything we can to make sure we repair the vehicle or get back our costs as soon as possible.
- Any recovery charges arising from the Vehicle and Operator Services Agency (VOSA), HM Revenue & Customs (HMRC), the police, or any other public organisation (or their agent) who has seized the vehicle. You will also have to pay us a loss-of-income charge while we cannot rent out the vehicle.
- Any published rates for delivering and collecting the vehicle, a charge for an extra driver or returning the vehicle late, and charges for accessories such as child car seats, satellite navigation systems and other similar items.
- Interest, which we will add every day to any amount you do not pay us on time, at the rate of 4% a year above the base lending rate as published by Barclays Bank. We will publish this rate from time to time.
- You are responsible for any loss or damage to additional equipment hired at time of rental including but not limited to satellite navigation equipment, baby seats etc.
- You are responsible to Dash Drive for all charges, even if you have asked someone else to be responsible for them.
- Our motor insurance and damage protection programmeYou can get full details of our damage protection programme from the office at which you rented the vehicle.
If we arrange separate motor insurance, we will give you information on the motor insurance cover and any restrictions which may apply. Otherwise, the conditions of our motor insurance and damage protection programme will apply. By putting your initials in the appropriate box on page 1, you are accepting the conditions of our motor insurance and damage protection programme.
- We have a legal responsibility to have third-party motor insurance. This provides cover for claims if you injure or kill anybody, or damage their property. Cover for damage to property is limited to £1 million.
- We will provide cover for loss or damage to the vehicle if you have paid for and accepted ‘Collision and loss damage waiver’ on page 1. Even if you accept this, you still have to pay an amount up to the responsibility amount’ every time you damage the vehicle. The responsibility amount you have to pay in each case is shown on page 1.
- Your own insuranceIf we fill in the appropriate box on Page 1, you may arrange your own motor insurance to cover your legal responsibility for any loss, or if the vehicle is stolen or damaged, for the full period you are renting the vehicle for. You must prove that this motor insurance is valid and sign the confirmation on Page 1. We have the right to agree:
- the amount of cover you arrange;
- the type of policy you choose; and
- the insurer you choose.
We must be satisfied with the insurance cover and policy conditions, and you must not change them. We may ask your insurers to record our name as owner of the vehicle. If the vehicle is damaged or tolen we will negotiate any settlement for loss or damage with your insurers, and we will receive any money they pay out. This includes allowing us to take legal action in your name and defending any proceedings taken against you. You are responsible for paying the full claim and paying all costs if the policy you have arranged fails and the vehicle is damaged, lost or stolen, or someone else makes a claim.
- What to do if you have an accident or the vehicle is stolenIf you are involved in an accident, you must not admit that you are responsible. You should describe the situation as fully as possible when you are asked to do so by the police and us.
You should get the names and addresses of everyone involved, including witnesses. You should also:
- make sure the vehicle is secure;
- tell the police straight away if anyone is injured or if there is a disagreement over who is responsible; and
- contact us straight away by telephone and email (email@example.com). Failure to report an accident within 24 hours will increase your excess to £5,000. Please see points 4f & 4gYou must then fill in our accident report form and send it to our address, shown on Page 1. If the vehicle has been stolen, you must tell us as soon as possible and confirm this in writing as soon as reasonably possible. You or any authorised drivers will also need to:
- get the names and addresses of any witnesses and give them to us;
- send us any notices or other documents relating to any legal proceedings arising out of the theft or loss;
- help us and our insurers in any legal proceedings, including allowing us to take legal action in your name and defending any legal action taken against you; and
- give us back all keys and report the theft or loss to the police as soon as reasonably possible.
- Failure to complete our accident report when requested within 24 hours will result in a charge of £1,000 increasing by £500 per further 24hrs of delay.
- Data protectionBy entering into this rental agreement you agree that we can process and store your personal information in connection with this agreement. We will use your information to analyse statistics, for market research, credit control and to protect our assets.
You agree that if you break the terms of this agreement we can pass your personal information to credit-reference agencies, debt collectors, the police or any other relevant organisation. We can also give this information to the British Vehicle Rental and Leasing Association (BVRLA), which can share your personal information with its members to prevent crime and protect its assets, as allowed under the Data Protection Act 1998.
- Ending this agreement
- We will end this agreement if we find out that your belongings have been taken away from you to pay off your debts, or a receiving order has been made against you. We may end this agreement if you do not meet its main conditions.
- If you are a company, we will end this agreement if:
- you go into liquidation;
- you call a meeting of creditors;
- we find out that your goods have been taken away from you until you pay off your debts; or
- you do not meet any of the conditions of this agreement.
- If we end this agreement it will not affect our right to receive any amount you owe us under the conditions of this agreement. We can also claim reasonable costs from you if you do not meet the main conditions of this agreement. We can repossess the vehicle and charge you a reasonable amount for doing so.
- The lawWe aim to deal with all disagreements fairly and calmly. If we cannot deal with a disagreement, we may take the matter to the BVRLA’s conciliation service. This agreement is governed by English law and only the English courts may determine any dispute which cannot be resolved by agreement between us. The Terms, the Form and, where applicable, the Letter contain all the terms which we have agreed and replace any written or verbal commitments we may have with you.