Terms and Conditions of Hire

Explore Shetland Ltd Terms and Conditions for hire of motorhomes.

Hirer(s) hereby agree to the following T’s and C’s as set out by Explore Shetland.

 

Booking Procedure:

At the time of booking, a £250.00 non-refundable deposit will be taken. This amount will be deducted from the total rental charge. Once the reservation is confirmed, an invoice will be issued stating the date at which the remaining balance is to be settled.

The remaining balance must be paid four weeks prior to the rental start date. If the booking is made less than four weeks prior to the start date, the full amount will be payable at the time of booking.

Balances can be paid by bank transfer or via the payment link on the invoice which will be emailed.

Explore Shetland Ltd reserves the right to cancel bookings if they have not been paid within the four weeks prior to the rental commencing.

All prices are inclusive of VAT at the current rate.

 

Driving Licence and documentation requirements:

UK drivers licence holders must meet the following criteria;

• Are between the ages of 25 and 79 for the duration of the hire.
• Have held a full UK licence for at least 2 years.
• Have not had their licence suspended for any period within the last three years.
• Have not been involved in more than one fault incident within the last three years.
• Have no more than two convictions with a maximum of three points per conviction.
• Have not obtained a BA, DD or UT conviction.

EU licence holders between the ages of 25 and 70 may meet the same requirements if they have lived in the UK for at least twelve months. If you have not lived in the UK but have two proofs of identification as described below and you hold a valid passport, you may also meet the above requirements.

If you cannot meet these requirements we may still be able to hire to you but you must inform us before booking so we can do checks.

If you have points on your licence they must fall within the following scope;

• If you have been banned or disqualified we will need to refer you to our insurers before bookings can be made.
• If you have nine points on your licence (Three x 3 point offences), there will be an additional deposit of £500 required.
• If you have a single six point offence we will need to refer you to our insurers.
• Two x 3 point offences or anything less than 6 points will be covered as standard.

The following will be accepted as proof of identity and must be dated within 90 days of the hire start date. The name and address must match that on your licence;

• Electricity
• Water
• Gas
• Broadband or Landline
• Council tax
• TV licence
• Bank statement
• Credit card bill/statement
• Mortgage statement
• Polling card
• HMRC self-assessment/Tax credit

Copies of all documentation must be uploaded and emailed to ‘info@exploreshetland.co.uk’ prior to the hire commencing.

No person(s) other than those named on the hire agreement are permitted to drive the hire vehicle. If it is found that an un-insured driver is driving the motorhome then the rental will cease immediately. For the avoidance of doubt, if we have not seen and verified your licence then you are not insured to drive the vehicle.

You must bring your original driving licence with you for inspection and checks, prior to the rental period commencing. All drivers must be present at the time of the hire commencing.

The named driver(s) will be responsible for any expenses incurred for speeding, parking fines, etc. This will include any other offences committed under the road traffic act or traffic regulations.

 

Safe use and legal terms:

Explore Shetland reserves the right at any time, at its sole discretion, to restrict the vehicle movements due to adverse weather or road condition or for any other reasonable cause. The weather in Shetland can be very changeable. Explore Shetland will not be held liable for any loss, damage or inconvenience caused by inclement weather conditions.

The vehicle must not be used for any of the following;

• Any illegal purpose, rally, race or contest.
• Off road use.
• Towing a trailer.
• Carrying passengers for hire or reward.
• To carry any more persons or payload than recommended by the manufacturer.
• Carrying volatile liquids, gases (other than the LPG already fitted), explosives or other corrosive or flammable materials.

Children must use the correct size car seat until they reach either 135cm tall or 12 years old. It is the hirers responsibility to ensure the seat is correctly installed and the correct size for the child. We have a small selection of seats available for hire.

Every person inside the vehicle must use the appropriate safety restraints whilst the vehicle is in motion.

The hirer must ensure they have the correct entitlement on their licence.

The vehicle must not be driven outside of the UK and Northern Ireland. If the vehicle is taken out with the geographical restrictions the insurance will be invalid.

No alterations or additions will be made to the vehicle during the hire period.

The vehicle must always be driven in a careful and considerate manner and always within the speed limits. The vehicle must never be driven whilst under the influence or alcohol or drugs. The vehicle must never be driven in areas where it may come into contact with salt water, driven on a beach or be submerged by water.

 

Motorhome Keys and Control of the Vehicle:

The hirer is required to keep the vehicle under their control for the duration of the rental period. The vehicle must be locked while unattended and the keys must not be left in the ignition whilst it is unoccupied.

When the vehicle is unoccupied the curtains and blinds should be closed for extra security.

Any costs involved in replacing keys will be the responsibility of the hirer. Duplication of keys is strictly forbidden. If the keys are locked inside the vehicle, you will be liable for the costs of delivering the spare keys to your location.

Before driving away, please ensure all vents, windows, doors and skylights are closed and secured. Ensure the gas is switched off and the power cable and fresh water hose are disconnected and stored away.

When reversing we recommend you ask a responsible passenger to guide you from outside, ensuring they are fully visible to you in the mirrors.

 

Availability and Cancellations:

Every effort will be made to ensure that a reserved motorhome, or a suitable alternative replacement, is available at the time and date stated on the reservation. However, if the vehicle is returned late or damaged by the previous hirer, we reserve the right to refund the booking fee paid in full with no further liability. We will not be held responsible for any travel costs you have incurred. The liability of Explore Shetland will end with the refund of all monies paid and the hirer will have no further claims against us.

We strongly recommend you take out your own insurance policy to protect against unavoidable cancellations.

Cancellations of the hire should be made in writing no less than four weeks prior to the start date. All deposits are non-refundable and we recommend you take out insurance to cover for unforeseen events.

If the hire is cancelled within 2-4 weeks of the booking start date, then 50% of the total hire cost will be retained.

If the hire is cancelled within 2 weeks of the booking start date then 100% of the total hire cost will be retained.

 

Insurance and Deposit:

The hirer acknowledges and agrees to the following terms. We reserve the right to cancel the rental if, when collecting the vehicle, the drivers licence is invalid or not according to the terms set out. The hirer will forfeit any payments made and no refunds whatsoever will be carried out. We will not be held responsible for any costs including accommodations or car hire as a result of the cancellation of the hire where the following driving licence or insurance conditions were breached.

Fully comprehensive insurance is included in the cost of the hire, which covers the motorhome and its equipment only. The insurance is only valid for the period of the rental, which is from the stated pick up time and date to the stated return time and date as listed on the rental agreement. Any late return or driving by persons not named on the rental agreement would void the insurance cover and constitute a traffic offence under the road traffic act.

The named driver will be liable for any damage to the motorhome, personal injury, third party property or injury and other related injuries or damage after the insurance expiry date and time.

It is the responsibility of the hirer to provide full information on any driving convictions or health restrictions. The insurance will be invalidated if the hirer or driver misrepresents or withholds driving convictions or health restriction information. There may be insurance surcharges imposed for any of the above being applicable.

Should an insurance policy become invalid for any reason, Explore Shetland (known as the ‘The Company’ throughout this agreement) will hold the hirer responsible for all fines, loss, damage and other costs associated with the rental.

It may be a requirement to discuss with our insurers at the time of booking any licence endorsement or restrictions to ensure their requirements are met.

An insurance security deposit of £1000.00 must be paid on collection of the motorhome. This deposit is held against any and all damage caused to the motorhome and its contents. This is not a holding deposit and must be cleared funds before the hirer can take delivery of the vehicle. The deposit can be paid via bank transfer one week before the hire begins and will be returned via the same method at the end of the hire providing none of the insurance conditions were breached. The hirer will be held responsible for any and all of the companies uninsured losses, which directly arise as a result of the hire.

The following items are not covered by the insurance and may be deducted from the security deposit on a case by case basis:

• Damage or repair deemed necessary as a result of deliberate, abnormal or negligent acts.
• Damage to the bike rack, television and aerial.
• Lost or broken keys.
• Damage to the windscreen, mirrors or glass.
• Punctures or damage to the wheels or tyres.
• The insurance policy does not cover any overhead damage (above 2 metres).
• Vehicle break ins or vandalism.

The motorhome must be returned in a similar condition as to when the rental commenced, including the toilet, shower, upholstery, cutlery, cooking utensils, oven/grill, hob. The following charges may be deducted from the security deposit if any of the requirements are not met:

• Missing or damaged crockery, pots, pans, towels, bedding – Cost of replacement.
• Waste water tank not emptied - £50
• Toilet cassette not emptied and cleaned - £100 (please note, we have no facilities at the drop off point to do this)
• The interior must be cleaned and in the same condition as it was handed to you other wise a cleaning charge will be imposed - £100
• Punctured or damaged tyre – Cost of repair or replacement
• Any evidence of smoking in the vehicle will incur a charge of £250
• Windscreen damage – Cost of replacement
• Damage to wing mirror - £300
• Damage to light clusters or wheel arches - £350
• Damage to bodywork will be assed on an individual basis and charged accordingly.
• Interior damage to doors, lights, windows, skylights will be assessed on an individual basis and charged accordingly.
• Any damaged not listed above but caused due to negligence and not covered by the insurance will be assessed on an individual basis and charged accordingly, the list is non exhaustive and Explore Shetland reserves the right to sole decision on what constitutes negligence.

Please note: At commencement of hire, an interior and exterior check will be recorded and acknowledged by Explore Shetland and the hirer. If any new damage is evident on return of the motorhome a charge may be deducted from the security deposit. The company will not be held responsible for any loss or damage to personal possessions and we strongly recommend taking out holiday insurance.

 

Breakdowns and Accidents:

In the unlikely event of a breakdown, a full recovery service will be available and numbers are supplied at the collection of the motorhome. Any breakdowns due to puncture or flat batteries caused by the hirer through operator error are not covered by our policy and the full costs will be the responsibility of the hirer.

In the unfortunate event of any accident, the hirer shall, when able, inform both the company and the police. They must not admit liability and must fill out the provided accident report form. You must obtain the names and address’ of all involved parties and you must not abandon the vehicle.

The company will not be held responsible for any expenses incurred due to breakdowns or accidents. This includes but is not limited to replacement vehicle costs, travel, accommodation or any other costs that may arise.

Every effort is made to ensure the vehicle is provided in a safe and roadworthy condition.

If the driver is convicted of any road traffic offence, the vehicle will not be deemed as ‘off hire’ until the vehicle is returned to pre-accident condition, the day rate during this period will be charged at £120 for an unlimited number of days until the vehicle is useable again. The driver will also be liable for any loss incurred, legal liability to third parties and damage caused to property etc., arising out of the accident.

Any damage, however small, must be reported to the company within 24 hours. This ensures we can order replacement parts for fitment on return of the motorhome and will limit the down time of the vehicle.

 

Mileage:

There are no mileage restrictions for the duration of the rental.

 

Smoking Policy:

We operate a strict no smoking policy in our motorhome, which included Vapes and E-Cigarettes. If there is any evidence of smoking there will be a £250 charge applied and deducted from the insurance deposit.

 

Pet Policy:

We advise that pets should be placed in a pet carrier whilst the vehicle is in motion and not left to roam the motorhome. Remember to take frequent rest breaks whilst travelling with pets and ensure they have access to fresh water (whilst the vehicle is stopped, open water containers should not be left whilst the vehicle is in motion). Never leave your animal unattended in the motorhome, especially in hot weather.

It is a good idea to check with any campsite before arriving that they accept well-behaved dogs or other animals. Be prepared to keep your pet on a lead and clean up any mess they make.

Any damage or soiling caused to the vehicle by any pet or animal will be charged on a case by case basis and deducted from the insurance deposit.

 

Collecting and Returning the Motorhome:

The collection of the motorhome will be between 14.00 – 17.00 on the stated collection date. You will be given a full demonstration of how to operate the motorhome and all of its features.

The vehicle must be returned to the stated return point between 09.00 – 11.00 on the return date. Failure to return the vehicle during these times will result in a charge of £30 per hour. Please ensure you leave enough time when returning to give us time to inspect the motorhome for any damage or defects. We recommend allowing one hour for these checks to be completed.

There will be no refund for the early return of the motorhome.

The motorhome must be returned with the toilet and grey water tanks emptied or a charge will be applied (see the ‘Insurance and Deposit’ section). We also reserve the right to impose a valet charge if the vehicle is returned in a condition unsuitable for habitation.

 

Fuel, Ad-Blue and Gas:

The motorhome will be supplied with a full tank of Diesel, it must be returned with a full tank or a refuelling charge of £30 plus £1.75 per litre will be applied.

The Ad-Blue will be topped up before the rental begins but it is the responsibility of the hirer to top this up if required during the hire.

A full 6kg cylinder of gas will be supplied, plus any left over gas from the previous rental. If further gas is required, the hirer will responsible for the cost of replenishment. The bottles may be returned empty but must be in the same condition as supplied. Any costs for replacing damaged or missing bottles or connections will be charged to the hirer and deducted from the insurance deposit.

The engine oil, water level and tyre pressures will all be checked before the hire but the hirer should check these at least once per week for the duration of the hire. The cost of any damage to the engine will be charged to the hirer should the incorrect type of fuel be used to fill the tank.

 

Equipment:

The motorhome is supplied with crockery, kitchen equipment, toilet chemicals, power hook up cable, fresh water hose, parking levellers and a bike rack. Any equipment booked as extras will be supplied at the time of hire commencement.

The motorhome will come equipped with a first aid kit, fire extinguisher and blanket and a smoke detector, if these items are missing or damaged they will be charged to the hirer at the cost of replacement.

 

Covid-19:

Should a national government enforced lockdown occur as a result of Covid-19 or any other pandemic then Explore Shetland will refund any bookings in full.

We recommend that the hirer takes out their own travel insurance as we can not be held liable for any cancellations due to illness or change in circumstance.

 

GDPR/Data Protection:

In line with the Data Protection act 1984, Explore Shetland Ltd and its subsidiaries may hold and process by computer or otherwise the information given to and obtain by it. Explore Shetland Ltd’s GDPR Policy states that we retain certain personal information and documentation for a maximum of 12 months, after which time all documentation is destroyed in line with the GDPR Policy.

 

Changes in Terms and Conditions:

The company reserves the right to alter and amend the rate, terms and conditions as set out in this document at any time.

The company reserves the rights to decline hire to any persons at any time without any explanation. A hire may be cancelled by the company at any time without prior warning or explanation.

The company reserves the right to reclaim the motorhome if we believe it has been misused or had deliberate damage during the hire, recovering all expenses incurred from the hirer.  

The motorhome and its contents remain the sole property of Explore Shetland at all times and the hirer shall not sublet, assign, please or grant lien over the vehicle or its contents.