Terms & Conditions
These terms apply to all bookings whether booked online, by phone or in person. All terms are subject to change between online booking and the time of rental. Any breach of these terms, depending on the nature of the breach, may give rise to: the loss of your security deposit; a breach in the terms of the vehicle’s insurance leading to a lack of cover for an individual or occurrence; a criminal offence being committed.
COVID 19 Policy
Please ensure you have adequate travel insurance to cover you for all eventualities including having to cancel due to Covid-19.
- Collections and Returns
- Hire rates quoted include:
- VAT at the applicable rate
- Unlimited miles
- UK standard vehicle insurance*
- UK Standard equipment as per the inventory & breakdown cover**
- Documents:
- Driver Conditions
- are not under the age of 25 or over 70 years of age.
- has held a full UK or EU licence for a minimum of two years.
- has not had their licence banned or suspended
- No more than one fault or outstanding incident/claim in the last three years
- has no more than two convictions with a maximum of 3 points per conviction.
- has not obtained a BA, DD or UT conviction
- Payment
- Security Deposit
- On taking delivery of the vehicle, you agree to pay the Security Deposit
- You irrevocably authorise Green Machine Campers Ltd to deduct from the Security Deposit any amounts due by you to Green Machine Campers Ltd arising out of these Terms and Conditions
- The security deposit will be refunded within 7 working days of the vehicle being returned as per the criteria set out in hire conditions, vehicle collection and return and there are no outstanding insurance claims. It will not be refunded on return of the vehicle.
- Should any damages or costs exceed the security deposit the customer will be responsible to settle all additional costs over and above the security deposit value within 7 days of being notified of the cost. Should any uninsurable damage exceed the security deposit held, the customer will be liable for the total cost and the difference will need to be settled within 7 days of returning the vehicle.
- Cancellation charges
- European Travel
- Ireland Travel
- Car Parking facilities
- Vehicle Collection & Return
- Vehicle Systems
- Vehicle acceptance
- Change of Vehicle
- Rental and Other Charges
- The late fee as detailed in these terms and conditions should the vehicle be returned after the agreed time as stated on the rental agreement
- The nominated cancellation fee in the event of cancellation of the booking prior to acceptance or delivery of the vehicle
- The cost of any damage to the vehicle or third-party property, subject to the insurance cover
- The insurance excess of £1,000 should there be damage involving third party property or the theft of the vehicle (see section 25). Applies in respect of each claim, not hire.
- All parking fines, other fines or penalties and associated administration costs incurred in relation to the vehicle during the Rental Period
- Any other fees or charges payable by you pursuant to these Terms and Conditions. This includes any costs incurred by Green Machine Campers Ltd as a result of any breach by you of the terms of these Terms and Conditions
- Demurrage; the nightly rental rate for the period the vehicle is off fleet; for example, for accident repairs
- Any additional costs over and above the security deposit value should damages exceed the security deposit value
- The cost to recover a vehicle
- In the case of gross negligence Green Machine Camper’s Ltd reserves, the right to recover full costs in order to return the vehicle to the state in which it was handed over
- There is a late return charge of £50 if you are up to 1 hour late, £100 for 1-2 hours late and a full day’s rate is charged plus the penalty fee of £100 if over 2 hours late
- Errors in Rental Charges
- Use of the Vehicle
- Driven otherwise than in a cautious, prudent, and normal manner
- Driven by anyone other than the person(s) who are named as drivers
- Used in a manner which could cause damage to the vehicle or its contents
- Driven in a prohibited area or in an area other than the areas indicated by you to Green Machine Campers Ltd
- Driven by a person under the influence of alcohol or drugs or with a blood alcohol level in excess of that permitted by law
- Re-hired
- Left in any hazardous or contaminated environment
- Left open whilst the vehicle is unoccupied
- Left with the ignition key in the vehicle while it is unoccupied
- Driven by persons, under the age of 25 years or over the age of 70
- Submersed in water
- In Contact with Salt Water
- Used for any illegal purpose for any race, rally or contest
- Used to tow any vehicle or trailer
- Used to carry passengers or property for hire or reward
- Used to carry more persons than is permitted by any relevant authority or detailed in the vehicle manual or on the vehicle or specified in these Terms and Conditions
- Used to carry volatile liquids, gases, explosives or other corrosive or inflammable material
- Otherwise used in breach of any obligations under these Terms and Conditions
- Road Restrictions
- Alterations to the Vehicle
- Title to Vehicle
- Smoking/Vaping
- Passengers
- Pets
- You arrange safe travel in a secure crate or similar
- They are not left in the vehicle unattended
- They are not allowed on any of the soft furnishings or upholstery (this includes the beds, seats/sofas)
- The vehicle is returned in a clean and tidy condition as if a pet was never present. Should this not be the case, or any pet hairs are found, cleaning charges and upholstery cleaning charges will apply. Minimum charge is £100.00.
- You agree to cover the cost of all damage caused by a pet, even if it exceeds the security deposit
- Drivers
- Standard insurance: 25 to 70 years
- Insurance for over 70’s drivers: 71- 74 years. This is by special request and agreement only with Green Machine Campers Ltd & their insurer. Green Machine Campers Ltd must be notified at the time of booking should any driver be over the age of 70. Additional information will need to be provided. Cover is not guaranteed.
- Maximum of 2 drivers per rental.
- All drivers must have held a valid licence for more than 2 years than entitles them to drive a UK category B vehicle up to 3500kg GMW
- All drivers have not had their licence suspended for any period within the last 3 years.
- All drivers have not been involved in more than one fault incident within the last 3 years.
- Has had no more than 2 convictions with a maximum of 3 points per conviction.
- Has not obtained a BA, DD or UT conviction.
- All drivers must be present at checkout of the vehicle. No exceptions can be made
- Production of a full, valid standard drivers’ licence, as well as a valid passport are required from all drivers at the start of hire
- Production of 2 utility bills (dated less than 3 months prior to the hire start date) for each of the insured drivers.
- Copies will be taken of all identification presented and will be retained for 7 years for the purpose of, but not limited to the defence of any legal claim(s)
- Driving Licence – We are required to perform a DVLA licence check and you must provide the check code with your documentation. We are unable to insure you if we have not checked your licence details. No refund will be given if we are unable to insure you to drive.
- All drivers who licences are issued outside of the EU or Commonwealth are required to supply a valid international driving permit alongside your standard licence at the start of hire. This must be issued in the country your standard licence was issued and confirm you are able to drive a UK category B vehicle up to 3500kg GMW. Should any driver fail to present all correct documentation and identification on collection of the vehicle or do not meet the driver requirements stated in the terms and conditions, then Green Machine campers Ltd will be unable to release the vehicle and no refunds will be given
- Drivers are personally liable for all legal penalties (e.g., parking tickets, congestion charges, speeding fines) which are incurred during the period of hire.
- Insurance
- Collision Damage Waiver
- Vehicle Damage – Insurance Cover
- The vehicle is insured for damage to the vehicle and the property of a third party; but does not include any personal insurance for the customer or their possessions
- You will have to pay an excess for any insurance claim regardless of which party is at fault for the accident. The insurance excess will come from the security deposit. Green Machine Camper’s Ltd reserves the right not to make
- You will be responsible for any damage caused through gross negligence including but not limited to, fire, internal or external, theft, including if leaving keys inside vehicle, not applying handbrake when parked/camping, driving when the vehicle is not secured, etc.
- Responsibility when accident occurs
- In the event of any accident, loss or damage arising out of the use of the vehicle, you will
- Notify Green Machine Campers Ltd and the Police within 24 hrs of the happening of the event
- Obtain the names and addresses of any other driver and registration mark of any other vehicle involved.
- Obtain insurance certificate details from any driver you hold responsible for causing the accident and give such details to anyone that similarly holds you responsible (you are compelled to provide such information by the Road Traffic Act 1988)
- Obtain the name and address of any witnesses.
- Record the position in the road of your vehicle and any other vehicle involved.
- Do not make any admission of liability nor give money to any injured person
- Assist Green Machine Campers Ltd in handling any claim arising from any event, including providing all relevant information and attending Court to give evidence
- You acknowledge that the excess or other amount due by you in respect of any damage arising from an accident, loss or damage is payable at the time of reporting the event and not at the completion of the rental period, regardless of which party is at fault
- You will pay for any costs relating to the delivery of a change over vehicle as a result of an accident regardless of which party is at fault
- No security deposit or insurance excess will be refunded until claim is settled
- Maintenance
- You shall take all reasonable steps to properly maintain the Vehicle, including checking oil, coolant and AdBlue levels, tyre pressures and batteries
- You are aware that the vehicle will be supplied with a full tank of diesel, AdBlue and a bottle of gas (minimum 1/3 full) and that it is your responsibility to replenish these throughout your hire and return these all full (except the gas bottle) otherwise charges will apply. Green Machine Campers Ltd will not be held responsible should you run out of any of these during your hire
- Subject to these Terms and Conditions, you will pay for the cost of repairing or replacing tyres damaged during the Rental Period. Green Machine Campers Ltd will reimburse you for expenditure reasonably incurred if:
- The tyre is defective and is returned by you to Green Machine Campers Ltd for inspection; and
- You produce relevant receipts; and
- The manufacturer accepts liability under his warranty
- You will be liable for any costs associated with allowing the engine oil, coolants or AdBlue to run empty and cause damage to the vehicle’s engine
- You will be liable for any costs associated with the incorrect use of fuel. All Green Machine Campers Ltd vehicles run on DIESEL and AdBlue.
- Credit and Debit Card Payment
- Green Machine Campers Ltd will accept payment by credit cards approved by Green Machine Campers Ltd.
- When payment is paid by credit, debit card, you agree that:
- Green Machine Campers Ltd is irrevocably authorised to complete any documentation and to take any other action to recover from my credit or debit card issuer all amounts due by you pursuant to these Terms and Conditions, including but not limited to those outlined in section 15 Rental and other charges
- You will not dispute your liability to Green Machine Campers Ltd for any amount due under these Terms and Conditions and you shall indemnify and keep Green Machine Campers Ltd indemnified against any loss incurred (including legal costs) by reason of notifying your credit or debit card issuer of such dispute
- Green Machine Campers Ltd may process the credit or debit card at any time, in the event that Green Machine Campers Ltd elects to process the payment of the Security Deposit by debit/credit card after you have cancelled/ removed this payment option, you agree that Green Machine Campers Ltd is entitled to recover payment from my credit or debit card issuer in respect of any amounts due which were not known at the time of cancelling the payment. – You acknowledge that all transactions under the booking and these Terms and Conditions are conducted in Pounds Sterling. Due to exchange rate fluctuations, there could be some variance between the amount initially debited against my credit or debit card and the amount refunded within 7 days after the expiration of the rental period. You release Green Machine Campers Ltd from any liability for such variation.
- Terminating the Agreement
- You are in breach of any term of these Terms and Conditions
- You have obtained the vehicle through fraud or misrepresentation
- Any statement, representation or warranty made by you in respect to yourself or additional drivers is incorrect
- The vehicle appears to be abandoned
- The vehicle is not returned on the agreed return date or Green Machine Campers Ltd reasonably believes that the vehicle will not be returned on the agreed return date
- Green Machine Campers Ltd considers on reasonable grounds that the safety of passengers or the condition of the Vehicle is in danger. You understand that in the event of such termination or repossession, you have no right to a refund of any part of the rental charges or the Security Deposit
- Release and Indemnity of Green Machine Campers Ltd
- Subject to its obligation to deliver the vehicle or an appropriate substitute vehicle, you release Green Machine Campers Ltd its employees and agents, from any liability to you (regardless of who is at fault) for any loss or damage incurred by you by reason of these Terms and Conditions or your booking, including but not limited to:
- Any loss or damage caused by breakdown, mechanical defect, accident, or the vehicle being unsuitable for my purpose
- Any loss or damage to any property left in or on the vehicle, in any service vehicle or on any Green Machine Campers Ltd premises or recovered or handled by Green Machine Campers Ltd
- Subject to any insurance arrangements agreed with Green Machine Campers Ltd, you hereby indemnify and shall keep indemnified Green Machine Campers Ltd, its employees and agents against any claims, demands and expenses (including legal costs) incurred or sustained by them or any of them by reason of my use and/or possession of the vehicle.
- Changes
- Force Majeure
- My Warranties
- Proper Law
- Data Protection
- To fulfil the contract/ agreement placed with us, including but not limited to vehicle hire and production of the Rental agreement. Your personal data including copies of all identification documents provided and all data entered in the Rental Agreement will be retained for 7 years for the purpose of, but not limited to the defence of any legal claim(s)
- To fulfil our legal requirements as a vehicle rental company
- We will not transfer your personal data to any third party outside the of Green Machine campers Ltd, unless:
- It is to book a third-party service for you including ferry crossing and taxi transfers
- It is to enrol you in a third-party membership including caravan club, camping and caravanning club and English heritage memberships
- It is for on road vehicle assistance for example vehicle recovery/breakdown providers and repair workshops
- It is to our insurer
- It is to the police, local authorities, councils or DVLA if we suspect or are notified that a road traffic offence/ contravention has occurred
- It is to local authorities, councils, and private parking companies if we suspect or are notified that you breached private parking terms and conditions, dart and congestion charges
- To insurance companies if we suspect or are notified of an incident with a third party
- It is to the police, DVLA and Customs and Port authorities if we suspect or are alerted to criminal activity.
- Our bank or merchant provider in line with transactional processing
- You are in breach of our agreement in which case we may notify the BVRLA’s RISC database, police, our solicitor’s, debt collection agencies, credit reference agencies and any other relevant organisations – The third party is our subcontractor or a member of our companies, who is processing personal data on our behalf securely and in accordance with our instructions
- It is between software systems that we use for the purpose of our business as a vehicle rental company including but not limited to Xero, Receipt Bank, Futri, Mailchimp
- It is for feedback on our products and services provided
- You have submitted a photo into a competition that we have run. By entering our competition, you agree to the photo(s) you submit being posted to our website, Facebook, twitter, Instagram, Pinterest and other social media sites. We may also use it for posters and advertising and share with our partners, wholesale, and web-based agents for them to use for their own marketing purposes
- It is otherwise authorised under the Data Protection Act
- Entire Agreement