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Vroom Hire: Terms & Conditions of Vehicle Hire

These Terms & Conditions (the “Terms”), together with your Rental Agreement Summary (the “Agreement”), form the entire contract between Vroom Group Ltd, trading as Vroom Hire (“we”, “us”, “our”) and the Hirer (“you”, “your”). By signing the Agreement and taking possession of the vehicle, you agree to be bound by these Terms.

Please read these Terms carefully before signing your Rental Agreement. If you have any questions, please ask a member of our staff.

1. Definitions & Interpretation

  • “Agreement”: The Rental Agreement Summary document signed by you.
  • “Hirer” / “You” / “Your”: The individual or company named as the Hirer on the Agreement.
  • “Authorised Driver(s)”: The Hirer and any additional driver(s) approved by us and named on the Agreement.
  • “Vehicle”: The specific vehicle described in the Agreement, including its keys, documents, tools, spare wheel, accessories, and any fitted equipment (e.g., GPS, telematics).
  • “Rental Period”: The period from the date and time the Vehicle is collected (or delivered) until it is returned to us, as stated in the Agreement or as extended in accordance with these Terms.
  • “Rental Charges”: The hire charges, insurance premiums, deposits, additional fees, penalties, and any other costs payable by you under the Agreement.
  • “Damage”: Any deterioration to the Vehicle’s condition, including cosmetic, mechanical, or structural, beyond fair wear and tear.
  • “Fair Wear and Tear”: Reasonable deterioration of the Vehicle over time and mileage, as defined by industry standards (e.g., BVRLA fair wear and tear guidelines, if applicable to your business).
  • “Excess”: The first part of any claim for Damage or theft that you are liable for, as specified in the Agreement.
  • “Telematics Data”: Data collected from the Vehicle regarding its location, speed, mileage, fuel level, driving style, and other operational information.

2. Eligibility for Hire

  • Age Requirements: Minimum and maximum age limits for Hirers and Authorised Drivers (e.g., 23-75 years old). State any surcharges for younger drivers (e.g., under 25).
  • Driving Licence: Requirements for a full, valid UK/EU/International driving licence (e.g., held for a minimum of 2 years). Specify acceptable endorsement points (e.g., no more than 6 minor points). Any specific unacceptable endorsements (e.g., DR, DD, UT codes).
  • Identification: Required proofs of identity and address (e.g., driving licence, passport, two recent utility bills dated within the last 3 months).
  • Payment Method: Requirement for a valid credit or debit card in the Hirer’s name for payment and deposit. State if cash or pre-paid cards are accepted.
  • Checks: We reserve the right to perform identity, driving licence, and credit checks via third-party agencies.

3. Booking & Payment

  • Reservation: How bookings are made (online, phone, in-person).
  • Confirmation: When a booking is confirmed and binding.
  • Pricing: All Rental Charges will be as specified in the Agreement or our current tariff. State if VAT is included.
  • Payment: Full payment for the estimated Rental Period is required at the start of the hire.
  • Deposit: A security deposit (amount specified in the Agreement) is required at the start of the hire. This deposit will be held against the Vehicle for potential Damage, excess, additional charges, or late return fees. It will be refunded upon satisfactory return of the Vehicle, typically within [e.g., 5-10] working days.
  • Additional Charges: You agree to pay all additional charges incurred during the Rental Period, including but not limited to:
    • Late return fees.
    • Fuel charges (if Vehicle not returned with agreed fuel level).
    • Cleaning fees (if Vehicle returned excessively dirty or with strong odours, e.g., smoking).
    • Damage repair costs (up to the Excess amount).
    • Fines, penalties, tolls, congestion charges, and administration fees for handling them.
    • Mileage charges (if applicable).
    • Recovery costs (if Vehicle needs to be recovered due to your breach of terms).
    • Costs for missing keys, documents, or accessories.
  • Cancellation Policy: Outline cancellation charges and notice periods.
  • Extension of Rental: How to request an extension and the conditions (e.g., must be requested before expiry, subject to availability and additional payment).

4. Vehicle Collection & Return

  • Inspection: You must thoroughly inspect the Vehicle at collection and report any existing Damage not noted on the Vehicle Condition Report. By signing the Report, you accept the Vehicle’s condition as noted.
  • Documentation: You must provide all required documentation (driving licence, ID, proof of address) at collection. Failure to do so may result in cancellation of the hire without refund.
  • Handover: We will explain the Vehicle’s controls and features.
  • Return Location & Time: The Vehicle must be returned to the agreed location and by the agreed time, as specified in the Agreement.
  • Out-of-Hours Return: If returning out of hours, you remain responsible for the Vehicle until it is inspected by our staff during the next opening hours. Any Damage discovered during this inspection will be your responsibility.
  • Condition on Return: The Vehicle must be returned in the same condition as collected, subject to fair wear and tear. It must be reasonably clean.
  • Fuel/Charge Level: The Vehicle must be returned with the same fuel level as collected (or full, as per agreement), or a refuelling charge will apply. Electric vehicles must be returned with the agreed charge level.
  • Personal Belongings: You are responsible for removing all personal belongings. We are not liable for items left in the Vehicle. Left items may be disposed of after a reasonable period.

5. Your Responsibilities as Hirer

  • Care of Vehicle: You must take all reasonable care of the Vehicle, including locking it when unattended, securing keys, and protecting it from adverse weather.
  • Maintenance: You are responsible for checking oil, water, and tyre pressures regularly and ensuring the correct fuel/charge type is used.
  • Roadworthiness: You must notify us immediately of any fault or warning light that appears. You must stop driving if the Vehicle is not roadworthy or safe.
  • No Unauthorised Use: You must NOT:
    • Allow anyone not an Authorised Driver to drive the Vehicle.
    • Use the Vehicle for any illegal purpose.
    • Use the Vehicle for racing, rallying, or off-road driving.
    • Use the Vehicle for carrying passengers or goods for hire or reward (unless specifically agreed for commercial vehicles with valid operator’s licence).
    • Tow any vehicle or trailer without our prior written consent.
    • Overload the Vehicle beyond its legal capacity.
    • Carry any object or substance that may harm the Vehicle or delay its re-hire (e.g., hazardous materials, strong odours).
    • Take the Vehicle outside mainland UK without our prior written consent and obtaining European breakdown cover/Green Card insurance.
    • Sell, rent, or dispose of the Vehicle or its parts.
    • Attempt any repairs or modifications without our written permission.
  • Smoking: Smoking is strictly prohibited in all vehicles. A cleaning charge will apply if evidence of smoking is found.
  • Child Seats: You are responsible for providing and correctly fitting appropriate child seats as required by UK law.

6. Insurance & Damage Protection

  • Insurance Cover: The Vehicle is provided with comprehensive motor insurance, details of which are available upon request and summarised in the Agreement. This insurance is subject to an Excess amount.
  • Your Liability: You are liable for the first part of any Damage or loss to the Vehicle (the “Excess”), even if caused by a third party. The Excess amount is specified in the Agreement.
  • Exclusions: Insurance cover and our damage waiver (if applicable) do NOT cover:
    • Damage caused by your breach of these Terms (e.g., reckless driving, using incorrect fuel).
    • Loss or Damage to personal belongings left in the Vehicle.
    • Damage to tyres, wheels, or glass unless specifically included in your chosen protection.
    • Damage caused by negligence (e.g., failing to secure the Vehicle, leaving keys in the ignition).
    • Loss of keys or documents.
    • Any fines, penalties, or charges incurred during the Rental Period.
  • Optional Protection: Details of any optional damage waivers or additional protection products (e.g., Excess Reduction, Tyre & Windscreen Cover) will be provided in the Agreement. These may reduce or remove your liability for the Excess.

7. Accidents, Theft & Breakdown

  • Accident Procedure: In the event of an accident, you must:
    • Stop immediately and ensure safety.
    • Notify the police if anyone is injured or if there is serious Damage.
    • Obtain names and addresses of all parties involved and any witnesses.
    • Do NOT admit liability.
    • Call our breakdown/accident line immediately: [Your Breakdown/Accident Contact Number – e.g., 0161 697 3175 (option for breakdowns)]
    • Complete an accident report form provided by us.
    • Provide us with any related notices or documents promptly.
  • Theft of Vehicle: In the event of theft, you must:
    • Report it to the police immediately and obtain a crime reference number.
    • Notify us immediately: [Your Main Contact Number – e.g., 0161 697 3175]
    • Provide us with all keys to the Vehicle.
  • Breakdown: In the event of a breakdown, you must:
    • Pull over safely.
    • Call our breakdown assistance line: [Your Breakdown/Accident Contact Number]. Do not attempt repairs yourself unless advised by us.
    • A replacement vehicle is subject to availability.

8. Fines, Penalties & Charges

  • You are solely responsible for all parking fines, speeding tickets, congestion charges, low emission zone charges, toll charges, and any other traffic or road offences incurred during the Rental Period.
  • We will apply an administration fee (e.g., £35 + VAT) for processing and forwarding any such fines or penalties to you or the relevant authority. You authorise us to pass your details to the issuing authority to facilitate their enforcement.

9. Telematics Data

  • Our vehicles may be fitted with telematics devices that collect data. By hiring a Vehicle, you consent to our collection and use of this data for purposes including:
    • Monitoring mileage, fuel levels, and vehicle health.
    • Ensuring compliance with Rental Period and geographical restrictions.
    • Locating the Vehicle in case of breakdown, accident, or theft.
    • Assessing driving behaviour for insurance purposes or in the event of Damage.
    • Preventing theft or unauthorised use.
  • For full details on how your personal data, including telematics data, is used, please refer to our Privacy Policy at https://vroomhire.co.uk/privacy-policy.

10. Our Liability

  • We are responsible for ensuring the Vehicle is roadworthy and safe at the start of the Rental Period.
  • We are not responsible for any indirect losses that occur as a side effect of the main loss or damage and which are not foreseeable by both you and us (e.g., loss of profit, missed flights, inconvenience).
  • Our liability for any direct loss or damage you suffer as a result of our breach of these Terms is limited to the total Rental Charges paid by you for the specific hire, unless otherwise excluded by law.
  • Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.

11. Termination of Agreement

  • We may terminate the Agreement and repossess the Vehicle immediately if:
    • You breach any of these Terms.
    • You provided false or misleading information.
    • The Vehicle is used for any illegal purpose or in a manner that puts the Vehicle or others at risk.
    • Bankruptcy, insolvency, or other financial distress affecting you.
  • If we terminate, you will remain liable for all Rental Charges and any costs incurred in repossessing the Vehicle.

12. Data Protection

  • We collect and process your personal data in accordance with our Privacy Policy and UK data protection laws (UK GDPR and DPA 2018).
  • Our Privacy Policy explains how we use your data, your rights, and how to contact us or the ICO. You can find it at https://vroomhire.co.uk/privacy-policy.
     

13. Governing Law & Jurisdiction

  • These Terms are governed by and construed in accordance with the laws of England and Wales.
  • Any disputes arising from these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.
     

14. General

  • Entire Agreement: These Terms and the Agreement constitute the entire agreement between you and us.
  • Severability: If any part of these Terms is found to be invalid or unenforceable, the remaining parts will remain in full force and effect.
  • Waiver: Any delay or failure by us to enforce any of these Terms will not be a waiver of our rights.
  • Third-Party Rights: These Terms do not create any rights for third parties under the Contracts (Rights of Third Parties) Act 1999.


Vroom Group Ltd Trading as Vroom Hire Company Address: Vroom Hire, Unit 5 Malbern Industrial Est, Greg Street, Reddish, Stockport, SK5 7BX 

Email: [email protected] 

Telephone: 0161 697 3175 

Website: https://vroomhire.co.uk