HIRE ONE (VEHICLE RENTAL)

Terms & Conditions of Vehicle Hire

Effective Date: 27th January 2025

Company Details
Activin LLP, trading as Hire One (Vehicle Rental), is registered in England and Wales under company number OC371096.
Registered Office: Henwood House, Ashford, Kent, TN24 8DH.
Trading Address: Unit 17, Joseph Wilson Industrial Estate, Millstrood Road, Whitstable, Kent, CT5 3PS.
Telephone: 01227 772277

1. Introduction and Contract Formation

1.1 These Terms and Conditions (the “Terms”) apply to all hires of our vehicles. In these Terms, “we,” “us,” or “our” means Activin LLP trading as Hire One (Vehicle Rental) and “you” or “your” means the Hirer.

1.2 Your signature on the Hire Agreement (the “Agreement”) creates a legally binding contract between you and us, governing your use of the Vehicle during the Rental Period. These Terms also apply to any Named Driver.

1.3 By entering into the Agreement, you confirm:

You are legally entitled to do so.
You accept responsibility for the Vehicle, the Charges, and any additional costs associated with or arising from its use.

1.4 No variation to these Terms is binding unless agreed in writing by our authorised representatives.

1.5 Any typographical or clerical errors in our literature, price lists, invoices, or other documentation may be corrected without liability on our part.

2. Definitions

“Agreement”
The Hire Agreement (including these Terms and any related payment terms agreed in writing) between you and us.

“Driver”
The Hirer and any driver approved by us to drive the Vehicle.

“Hire Agreement”
The document or confirmation addressed to you by us which details the Vehicle(s), Rental Period, Rental Charges, and other relevant information.

“Rental Period”
The period from the time and date stated in the Hire Agreement until the Vehicle is off-hired in accordance with clause 11.3 (and not exceeding 90 days in a 365-day calendar year unless otherwise agreed in writing).

“Rental Charges”
Our charges as stated in the Hire Agreement or as otherwise notified to you.

“Vehicle”
The vehicle described in the Hire Agreement (or a suitable substitute, if necessary) together with any spare wheel, tools, accessories, and equipment supplied with it.

3. Verifying Your Identity and Age Restrictions

3.1 Before Handover

You (and any Named Driver) must provide a copy of your driving licence (front and back), proof of home address (e.g. a utility bill or bank statement dated within 3 months of hire), and a valid DVLA Validation Code (for UK licence holders).
You can obtain a DVLA code (valid for up to 21 days) at: https://www.gov.uk/view-driving-licence.
We will ask for your national insurance number, if you supply us with this we will carry out the DVLA check on your behalf. By supplying us with your national insurance number you are agreeing to us accessing your driving data on your behalf.

3.2 Additional Checks
We will:

Verify your driving history through DVLA.
Verify your ID using a third-party verification system.
Check your motoring history for accident claims or fraud via a claims database.

3.3 Non-UK Licence Holders
If you hold a non-UK licence, we may require additional proof of your identity, address, or driving entitlement. Please contact us in advance to confirm what is required.

3.4 Age Restrictions

The Hirer and any Named Driver must be between 25 and 75 years old (unless we agree otherwise in writing).
Licence endorsement or additional requirements may apply for certain vehicles. It is your responsibility to ensure you meet these requirements before hire.

3.5 Failure to Provide Documents
If you fail to provide the required documents or proofs, we may refuse to hire the Vehicle to you. You may still be liable for Rental Charges from the agreed collection time.

4. Hirer’s Responsibility

4.1 Permitted Drivers
Only Drivers named in the Agreement (or otherwise authorised by us in writing) may drive the Vehicle.

4.2 Daily Maintenance
During the Rental Period, you must:

Check daily: engine oil level, water/coolant levels, windscreen washer fluid, wiper functionality, lights, brake fluid level, and tyres (including pressure and condition).
Keep the Vehicle in your possession, secure it when not in use, and protect it from damage or legal processes.
Make the Vehicle available for inspection, servicing, or repairs at our request.

4.3 Indemnity for Breach
If you breach 4.1 or 4.2, you will indemnify us against all losses or damages arising from that breach.

5. Your Obligations

5.1 Insurance and Licence

Ensure any Driver holds a valid licence for the type of Vehicle and is duly insured under our policy or (if permitted) your own policy.
Treat the Vehicle with due care and respect at all times.

5.2 Prohibited Uses
You must NOT use (or allow the Vehicle to be used) for or in connection with any:

Re-hire or carriage of passengers for hire/reward.
Illegal purpose or in contravention of any legislation.
Driving under the influence of alcohol, illegal or prescription drugs that impair driving ability.
Carrying more passengers than recommended by the manufacturer.
Providing driving lessons.
Off-road driving or on roads unfit for the Vehicle (e.g. beaches, forests, mountains).
Pushing or towing another vehicle or trailer (unless the Vehicle is fitted with a tow bar and the recommended load is not exceeded).
Transporting flammable, toxic, or dangerous substances or goods exceeding the Vehicle’s recommended weight or volume.
Racing, rallying, speed testing, or similar.
Transporting live animals (except Assistance Dogs, with our prior written consent).
Commercial use over 3.5 GVW or for hire/reward without a valid Operator’s Licence.

5.3 Roof Racks & Modifications

Do not apply livery, branding, paint, or transfers without our written approval.
Do not fit or remove roof/bike racks or tow bars unless they are pre-fitted and you have our permission.
Do not smoke in the Vehicle (including e-cigarettes). If we detect evidence of smoking, a cleaning fee will be charged.
Only refill the Vehicle with the correct fuel type. You are liable for all costs from using unsuitable fuel.

5.4 Taking the Vehicle Abroad

You must obtain our prior written consent before taking the Vehicle outside mainland England, Wales, or Scotland, and have a valid Vehicle on Hire Certificate (VE103) if required.

5.5 Insurance Invalidations
Failure to comply with these obligations may invalidate the insurance. If so, you must pay all resulting costs, losses, or damages. We may also require immediate return of the Vehicle.

6. Tracking and Electronic Devices

6.1 Monitoring
We may fit electronic devices to track the Vehicle’s condition, performance, and location to protect against theft, unauthorised use, or crime. No additional cost for these devices will be charged unless agreed as part of the Vehicle specification.

6.2 Your Consent
By entering into this Agreement, you warrant that you have the authority and consent of all Drivers/users of the Vehicle to this monitoring. You will indemnify us for any claims arising from any Driver/user alleging a breach of data protection due to such monitoring.

6.3 Disclosure

We may, at our discretion, provide you with data from tracking devices relating to your use of the Vehicle, subject to proof of consent from all Drivers and payment of an administration fee.
You acknowledge that we process personal data (including location data) under our Privacy Policy and in accordance with applicable data protection law.

7. Charges

7.1 Charges Include

Rental Charges for the agreed Rental Period.
The insurance premium for the basic or enhanced insurance (if applicable).
Any pre-agreed additional equipment (e.g. sat nav, child seats, straps, blankets, sack barrow).

7.2 You Agree to Pay on Demand

The Rental Charges.
A minimum cleaning/valet charge of £50 (interior) or £50 (exterior) if the Vehicle is returned excessively dirty.
A charge for any abortive delivery or collection based on mileage and/or waiting time.
Excess mileage charges (if applicable).
Full cost of uninsured damage, theft, or loss of the Vehicle, keys, or accessories.
Any amount for which you are required to indemnify us under these Terms.
Cancellation fees if you cancel after we have confirmed your hire.
Early termination fees if you return the Vehicle before the agreed rental term (including if the Vehicle is stolen or deemed a total loss).
Any variation to the rental cost due to government increases in VAT or Vehicle Excise Duty.
Fuel costs to replenish the Vehicle to the level recorded at the start of hire, charged at pump price + 20%, plus an administration fee.
Any costs for removing and disposing of goods left in the Vehicle.
Recovery charges arising if the Vehicle is clamped, seized, or towed by public authorities (including loss of rental income).
Late payments incur interest at 6% above the Bank of England base rate, compounded monthly, until paid in full.

7.3 Deposits

We may require a deposit, typically the full hire cost in advance (or a proportion for extended hires). The deposit will be stated in your booking confirmation and on the Hire Agreement.
We may apply any deposit held to cover additional charges or damage costs. Any remainder will be refunded promptly once final costs are settled.

7.4 No Set-Off
You may not withhold any payment or set off any sums against our charges without our written consent.

8. Reporting Incidents and Damage

8.1 Incidents
You must:

Immediately report to us any damage, fault, or loss of the Vehicle.
Allow us to carry out or arrange necessary repairs.
Assist us in enforcing our rights or remedies against third parties.

8.2 Accidents

Report any accident to us immediately and provide all relevant documents or notices you receive.
Do not admit liability or aid any claim against us; fully cooperate with our investigations.
Do not authorise repairs over £25 without our prior written consent (except in emergencies where you cannot reach us). On your rental agreement our out of hours number is listed.

8.3 Property in Vehicle
We are not liable for any loss or damage to property left in or on the Vehicle unless caused by our negligence.

9. Fines, Penalties, and Other Offences

9.1 Your Liability
You are liable for all fines, penalties, fees, or charges incurred during the Rental Period, including but not limited to:

Parking or loading infringements.
PCN’s
Road traffic offences.
Bus lane or congestion charge violations.
Towing, clamping, or seizure costs.

9.2 Administration Fee
We may charge an administration fee for handling correspondence or payment relating to these fines/charges.

9.3 Payment or Transfer

We may pay any outstanding penalty on your behalf to mitigate further costs and then recharge you the amount plus our admin fee.
We may also transfer liability to you by providing your details to the relevant authority. You hereby irrevocably authorise us to share your (and any relevant Driver’s) details.

10. Off-Hire Procedure and Return of Vehicle

10.1 Return Process

You must return the Vehicle to our premises during normal business hours, ensuring a member of our staff receives the keys and inspects the Vehicle.
The Vehicle remains on hire (and at your risk) until we have confirmed off-hire.

10.2 Out-of-Hours Drop-Off
Returning a Vehicle outside normal hours does not automatically end the hire. The hire ends once we regain possession and inspect the Vehicle on our next business day (unless otherwise agreed in writing).

10.3 Risk and Insurance
If you have arranged your own insurance, you must keep it in force until the Vehicle is off-hired. You remain liable for any loss or damage until off-hire is complete.

10.4 Delayed Return
Unless otherwise specified, if you notify us you wish to end hire by 17:00 on a given day, and you deliver the Vehicle back by 10:00 the following working day, hire charges will stop accruing at 17:00 (subject to the Vehicle being returned undamaged and in acceptable condition).

11. Vehicle Inspections

11.1 Collection Inspection

At the start of the Rental Period, both parties should inspect the Vehicle and note any pre-existing damage on the Hire Agreement.
If you discover damage not already noted, you must notify us in writing within 24 hours of pick-up. Failing that, the Vehicle is deemed to have been in the condition described and you may be charged for new damage found at return.

11.2 Return Inspection

On return, the Vehicle will be inspected in your presence (where possible). Any new damage (beyond fair wear and tear or pre-noted issues) will be recorded, and both parties should sign the check-in document.
We will charge you for repairs, replacement parts, accessories, excessive cleaning, or any damage administration fee as necessary.

11.3 Ongoing Hire Charges for Damage

If the Vehicle is returned or collected damaged, Rental Charges continue until it is repaired and returned to a rentable condition.
If the Vehicle is a total loss or stolen and not recovered, Rental Charges continue until we receive full settlement.

12. Mileage Allowance and Other Limits

12.1 Mileage Limit
If a mileage allowance or cap is stated in the Hire Agreement, you must not exceed it. If you do, excess mileage fees will apply.

12.2 20% Deviation
If the Vehicle’s mileage in any 3-month period exceeds any agreed cap by more than 20%, we reserve the right to amend the Rental Charges (after discussion with you) for the remaining Rental Period to reflect the extra use.

12.3 Additional Equipment

If we provide items like fire extinguishers or first-aid kits, these are on an initial supply basis only. You are responsible for any ongoing inspections or replacements during the Rental Period.

12.4 Replacement Vehicle
If the Vehicle is off the road due to fair wear-and-tear servicing for more than 1 working day, and if your rental package includes a replacement, we will provide a suitable alternative. For other repairs (e.g. accident damage), a replacement may be provided at our standard tariffs.

12.5 Environmental Laws
You are responsible for operating the Vehicle legally, complying with environmental regulations (including waste disposal), and obtaining any required waste-transfer licences.

13. Termination

13.1 Immediate Demand for Return
We may demand immediate return of the Vehicle if we reasonably believe you are in breach of the Agreement or insurance is invalidated. Failure to comply may lead to repossession (without liability for damage to any items within).

13.2 Breach
We may terminate the Agreement on written notice if you breach any term.

13.3 Insolvency
If you become insolvent, enter administration, receivership, or liquidation, or if a bankruptcy petition is filed, we may end the Agreement immediately and require return of the Vehicle.

13.4 Surviving Terms
Termination does not affect our accrued rights or liabilities. Any Terms intended to survive termination (e.g. indemnities, charges, liability) shall continue in full force.

14. Our Liability to You

14.1 No Exclusion for Death/Personal Injury
We do not exclude or limit our liability for death or personal injury caused by our negligence, or any other liability that cannot be excluded by law (including fraudulent misrepresentation).

14.2 Limitation
Subject to clause 14.1, our liability for direct damages is limited to the total Rental Charges paid by you plus 15%. We are not liable for any indirect or consequential loss (e.g. loss of profit or opportunity).

14.3 Damage to Property
We are not responsible for damage to property during loading or unloading of the Vehicle unless caused by our negligence.

14.4 Consumer Rights
If you are hiring as a consumer, nothing in these Terms affects your statutory rights under the Consumer Rights Act 2015. Any limitation of liability is subject to that Act’s provisions on fairness.

15. Data Protection

15.1 Use of Personal Data

We process personal data (including name, address, driving licence details, and any telematics data) as necessary to perform our contract with you and for our legitimate interests in protecting our Vehicles and business.
We may share your details with DVLA, credit reference agencies, and other third parties (e.g., law enforcement) as required.
By signing the Agreement, you confirm you have informed any Named Driver that we use GPS tracking and you have obtained their consent if legally required.

15.2 Privacy Policy
For full details on how we use, store, and protect personal data, and how long we keep it, please see our Privacy Policy at [insert link]. This includes information on your data protection rights and how to contact us with any queries.

16. Complaints and Dispute Resolution

16.1 Resolving Complaints
We aim to resolve complaints internally as quickly as possible. If you are unhappy with our response, you may appeal to the British Vehicle Rental and Leasing Association (BVRLA), an approved UK body for dispute resolution in vehicle hire. Details: https://www.bvrla.co.uk/.

16.2 Governing Law and Jurisdiction
These Terms are governed by English law. Disputes are subject to the exclusive jurisdiction of the English courts unless other mandatory consumer protections apply.

17. Notices

17.1 Service of Notices
Any notice required under these Terms must be in writing and sent to the relevant party’s registered office or principal place of business (or another address notified in writing).

17.2 No Waiver
No waiver of any breach is a waiver of subsequent breaches.

17.3 Severance
If a court deems any provision of these Terms unenforceable, the remainder of the Terms still apply.

17.4 Assignment
We may assign or novate our rights and obligations under these Terms. You must not assign any rights without our written consent.

18. Collision Damage Waiver (CDW)

18.1 Without CDW

You are responsible for up to the first £250 of any damage you or a third party causes.
You must pay a £250 deposit at the start of hire, fully refundable if the Vehicle is returned undamaged.

18.2 With CDW

CDW reduces your liability for damage, but it does not cover door mirrors, overhead damage, or windscreen damage. You remain fully liable for these items.
CDW is charged at £10 per day (van hire) per driver, or £20 per day (classic car hire) per driver.

18.3 Deposit for Non-CDW
If you do not opt for CDW, the £250 deposit will be retained until return inspection. If no chargeable damage is found, the deposit is refunded in full.

19. Final Provisions and Contact Details

19.1 Your Consent
By signing the Agreement and/or taking possession of the Vehicle, you confirm you have read, understood, and agree to be bound by these Terms, and that all information you have provided is true and accurate.

19.2 Contact Information

Hire One (Vehicle Rental)
Unit 17, Joseph Wilson Industrial Estate
Millstrood Road
Whitstable, Kent, CT5 3PS
Telephone: 01227 772277
Website: https://www.hireone.co.uk/

19.3 Marketing and Links

Acknowledgement

By hiring any Vehicle from Activin LLP trading as Hire One (Vehicle Rental), you agree to comply with the above Terms and Conditions.