Terms and Conditions / contract of Hire
All drivers must be between the ages of 25 and 75. All drivers must have held a Full UK licence for a minimum of 3 years. We can refuse to hire to certain occupations please check before booking. Our motorhomes can be driven on standard UK license.
Comprehensive insurance is provided for up to 2 drivers as part of the hire agreement & whilst travelling within the UK. There is a £750 excess which must be paid by the hirer following any incident where an insurance claim is made.
3. Documents Required
On arrival at our premise you will be asked to show your driver licences of any person who will be driving. We require two forms of ID i.e. Passport, Utility Bill, Bank / Mortgage statement etc, no more than 60 days old from the date of travel to confirm your eligibility to hire.
4. Security Deposit
A security deposit of £750 is payable when you collect the motorhome, this is taken to cover any damage to the motorhome or damage/breakages of the equipment. In the event of an insurance claim this is taken to cover the insurance excess. When the Motorhome is returned it will be checked over and once deemed to be in a satisfactory condition as agreed, in the same condition it was let out, with the toilet empty and cleaned, interior clean including all cooking appliances, shower etc and all waste / rubbish removed and the fuel tank replenished, this deposit is refunded immediately or directly into your bank account within 7 working days. We reserve the right to increase the security deposit for specific events, european hire will incure a higher deposit. We reserve the right to deduct any amount which we determine to be due to us from the security deposit and our opinion as to what is due is binding except in the case of manifest error.
5. Booking Procedure & Payment
An initial deposit of £250 per weeks hire is required which is non-refundable and must be paid at the time of booking. (Example - if you book for 2 weeks the booking deposit will be £500.00) The balance payable for your booking is due for payment 6 weeks prior to the start date of your hire, or at the time of booking if you book less than 6 weeks from your departure date of hire which, will be confirmed by email. The security deposit of £750 is payable via credit card on collection of the motorhome. These terms and conditions (including the cancellation policy) become binding at the time of booking. Provided that these terms and conditions have been provided to you they are binding on you whether or not they have been signed by you. We will not hire any motorhome on any other terms and conditions. Payment is by Debit / Credit cards or Bank Transfers (Sorry we do not accept cash)
5a. If the deadline for payment being due (6 weeks prior to travel) is not met and the balance remains owed we will pursue payment in full for a further 5 days. After this point Melling Motorhomes reserves the right to cancel the booking and re advertise the dates as being available. No liability for losses will be accepted as the terms of booking have been breached and the matter will be deemed closed and final.
6. Cancellation Charges
1. More than 6 weeks Before: Booking Deposit will be lost
2. 6 Weeks-2 Weeks: 50% of total hire charges will be lost
3. 2 weeks-No Show: 100% of total hire charges will be lost
We cannot postpone or transfer money from one hire to another. We reserve the right to amend our cancellation policy for certain events at our discretion.
7. Vehicle Collection
Vehicles are available for collection from our premises and are usually available around 3pm on the first day of your rental period but will be confirmed by email with your booking form. Please allow upto 1 hour for the handover of the vehicle. We want you to enjoy your holiday to the full – time spent in familiarisation with your new “home” will help to ensure that you get the maximum benefit from your hire you are advised to check the vehicle thoroughly before leaving our premises. Customer’s vehicles can be left at our premises although we accept no responsibility for any damage that might occur.
8. Vehicle Returns
Late returns can have a significant impact on the next hire. All vehicles must be returned to us by 10.00am on the final day of your rental period (unless otherwise agreed by us). If you fail to meet the return time you will be liable to an extra charge of £50 per hour. Upon return we will check the vehicle for damage, cleanliness, etc., including the condition of the tyres and windscreen which are not included in the Company’s insurance cover and any damage to which is the hirer’s responsibility. There are no refunds for the early return of the vehicle. The insurance provided is only valid for the period of hire thus any late returns would automatically constitute a traffic offence under the RTA – invalid insurance means the main hirer & any subsequent drivers become personally liable for any accident or damage to the motorhome or 3rd party or 3rd party personal injuries.
Our vehicles are maintained in accordance with the manufacturer’s instructions. Full roadside assistance is provided and will be explained at handover. If repairs are required to the vehicle please contact us on 015242 21571 for assistance.
Smoking inside the vehicle either in the cab area or in the living area is strictly prohibited at any time. Failure to comply with this will result in the forfeit of the security deposit.
A Well behaved dog is allowed in the motorhome but must be restrained during travel, accidents deemed to have been caused by unrestrained dogs the hirer will be fully liable for all repair / losses to the motorhome.
A one off non-refundable cleaning fee of £50.00 applies to all hire's with a pet.
Please keep dogs off all of the soft furnishings, any / all damage caused by dogs (including scratches) the hirer will be fully responsible for all costs. If its deemed that a professional deep clean is required to cleanse the motorhome this will be charged at £300.00 and is non negotiable
Our motorhomes are fitted with three point seatbelts. These are to be worn at all times when the vehicle is in motion. Appropriate car seats must be used for children in accordance with the law. It is the responsibility of the hirer to fit any child seats themselves. We take no responsibility for any ill fitted child restraints or seatbelts not being worn.
13. Campsite Bookings
It is the responsibility of the hirer to prebook and confirm all park / camp sites they intend to stay at during the holiday. We take no responsibility for any bookings or cancellations at caravan and camp sites.
14. Fuel, Oil, Gas and other consumables
The vehicle is supplied with a full tank of fuel and should be returned in the same manner. If the fuel tank is not showing as full then it will be refuelled and the cost of the fuel plus a £50 admin fee will be charged. One full gas cylinder will be supplied with the motorhome, If more gas is required this is the responsibility of the hirer but the motorhome must be returned with 1 Calor gas bottle whether full or empty (replacement bottle charge will apply)
In the event of an accident the safety of the hirer and their party is paramount. Emergency services should be called first if necessary and the accident dealt with in the necessary manner. Only after everyone involved in the accident is safe should the hirer contact the company if necessary and then try and minimise loss to the company if it is safe to do so. Regardless of how minor the accident may seem, full details of anyone involved need to be noted down in the accident report form which is kept in the vehicle. This is the responsibility of the hirer. If the accident is of a serious nature, causing any damage to the vehicle, another vehicle or third party, then the company must be informed. You are provided with a first aid kit a fire extinguisher & a fire blanket. Please do inform us of any use of any of these items so that we can replace them. Failure to do so may cause a hazard for future hirers. Once again we request all parties have their own personal travel insurance.
17. Sun Awnings
If the vehicle is fitted with a sun awning it is the hirers responsibility to ensure correct use / appropriate conditions. Any damage caused to the awning or vehicle by incorrect use and / or damage caused by being used in windy conditions will result in full security deposit being lost.
18. Events beyond our Control
Unfortunately, events beyond our control occasionally affect bookings. When reference is made to such events in these Terms and Conditions of Hire, this means any event(s) or circumstance(s) which we could not, even with all due care, foresee or avoid.
We cannot accept responsibility or pay any compensation, costs or expenses where the performance of your contract with us is prevented of affected or you otherwise suffer any loss or damage as a result of events beyond our control. This includes any delays to and/or restrictions to your hire to which you may be subject. However, if your booking has to be cancelled as a result, we will offer you a refund as described above. The offer of a refund shall be an exclusive remedy in respect of any loss, costs or expenses caused by events beyond our control.
18A. Corona Virus COVID -19 Due to the outbreak of the Corona virus any bookings that need to be cancleled will be refunded as per the cancellation criteria above. if in the event the motorhome has to be left un attended / abandonded whilst on hire due to hirer or passenger being hospitalised appropriate charges will be made from the security deposit to cover any recovery costs. A deep cleaning charge of £100 will be applied to all / any hires which have been affect by the Corona Virus for the saftey of Melling Motorhomes staff and future customers .
18b. In The extreme event that we are unable to carry out our day to day business activities due to government bans / restrictions on non essential travel (i.e tourism) we will not be liable for any losses / and / or refunds in part or in full as this is beyond our means of control. We advise that you take out appropriate travel insurance to cover any eventuality that may happen.
19. Suitable Persons
We have the right to refuse to hand over a vehicle to any person who, in our reasonable opinion, is not suitable to take charge. In such cases, no refund of the hire charge will be made and we will have no further liability.
20. Your Responsibilities
1. You are responsible for the security of the vehicle at all times during the hire period. You must not drive the vehicle ‘Off Road’ other than for reasonable access to a campsite. Should you become stuck at any time while ‘Off Road’ you will be responsible for any recovery costs. The breakdown cover is for roadside assistance only.
2. You are responsible for all fines and other legal charges, including but not limited to parking fines, speeding fines, the full cost of any fees associated with the vehicle being impounded and any on the spot fines
3. You are responsible for all the keys that belong to the vehicle. Lost keys are expensive and are not included as part of the breakdown service. You will be responsible for the full cost of the replacement keys and replacement locks if required. You will also be liable for the full cost of repairing any damage caused by forced entry of the vehicle.
4. You must not sell, rent, lend or dispose of the vehicle or any of its parts, you must not give anyone legal rights over the vehicle. The vehicle remains the property of John Todd / Melling Motorhomes Ltd at all times.
5. At the time of handover the vehicle will be in a documented roadworthy condition. You must maintain the vehicle in a roadworthy condition at all times. You must report any fault in or on the vehicle as soon as possible to us, allowing us reasonable time to locate parts and make any necessary repairs.
6. You must make sure that you use the correct fuel. Using the wrong fuel is not covered by the breakdown service and you will be liable for the full cost of any remedial repairs required as a result of using the wrong fuel.
7. The hirer shall be responsible for all OVERHEAD DAMAGE resulting from any accident – overhead damage is defined from the ground to in excess of 4metres or 11’3” off the ground. Damage to the WINDSCREEN, TYRES & PUNCTURES are the responsibility of the hirer. You are required to check the condition of the tyres & engine fluid levels on a daily basis whilst you have the motorhome on hire.
8. Before you vacate the vehicle you must check that you have not left any personal belongings in the vehicle. We are not responsible for any personal belongings left in the vehicle and are hereby authorised to dispose of the same after the end of the hire.
21. Vehicle Ownership
The vehicle remains the property of John Todd / Melling motorhomes Ltd at all times and we may repossess the vehicle at any time without further notice if you are in breach of this agreement
22. Extra Charges
Toilet cassette not empty and cleaned £50.00
Any cooking appliances or equipment found to be un cleansed £50.00
Fuel tanked unfilled – £50.00 plus costs of fuel.
Valet penalty charge if returned in unsuitable / un-hireable condition £150.00
None claim damage to the interior or exterior will be charged at parts + labour cost.
Speeding, the vehicle is fitted with a GPS tracking alert that will notify any speeds over the speed limit. The vehicle is not designed to exceed 70mph for passenger & vehicle safety, each alert could incur a fine of £75.
You may park 1 car F.O.C for the duration of your motorhome hire but please note this is entirely at your own risk.
24. Data Protection
For the purposes of the Data Protection Act 1984, we may hold and process by computer or otherwise the information given to or obtained by it.
25. Governing Law
This agreement is subject to the laws of England and Wales. Any disputes not resolved by mutual agreement may only be settled in the courts of this jurisdiction.
If any provision or part-provision of this agreement is or becomes invalid, illegal, or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this agreement.
27. Entire Agreement
The parties agree that the agreement constitutes the entire agreement between them, and supersedes all previous drafts, agreements, arrangements and understandings between them, whether oral or written.