Hireroad

Last updated: April 26, 2021

Please take a few minutes to look over and understand the necessary T&C’s that are listed below.

These are required to help ensure we operate in a safe manner, and under conditions that is fair and reasonable to ourselves, and just as importantly to you our valued customers.

General Notes on these Terms and Conditions :

The term ’Hire Road’ refers to the company ‘Hire Road Ltd’
The term ‘Hirer’ refers to the person, company, or any organisation by or on behalf of whom Hire Road Ltd vehicles are rented, under these terms and conditions
The term ‘Vehicle(s)’, refers to the specific vehicle booked for hire by the Hirer
The term ‘Authorised Driver’ refers to the dedicated driver named in the hire agreement, and subsequently authorised by the company to drive a Hire Vehicle

Authorised Driver :

Agrees to provide licence details to Hire Road 1 week in advance of hire start period, together with DVLA code, in order for any relevant checks to be carried out in good time
Will provide proof of home address in form of 1 x recent separate utility bill or bank statement, in addition to photographic licence.
Is any person under signed contract of hire issued by Hire Road
Will be aged between 25 and 75 years old
Will have held a UK driver’s license for minimum 5 years
Will have no motoring offence convictions, or pending convictions, or major motoring incident involvement within 3 years of hire start date
Will disclose any previous motoring offence convictions or major motoring incident involvement between 3 and 5 years of hire start date
Will not have previously been refused motor insurance, or had special terms imposed upon them, or had motor insurance cancelled by an insurer
Will declare any mental or physical defects, infirmity, history of fits or major medical complaints
Will accept responsibility without question for any penalty/fine notice etc received in future by Hire Road, which is deemed to have occurred during the hirer’s vehicle hire period

Deposit, Excess and Securities Deposit :

Hire Road reserves the right to refuse or cancel any hire due to any reasonable suspicions of inaccurate information being supplied by hirer etc.
Hirer must leave a £1000 card security deposit prior to collection of hire car, this will be held in the event a deduction is required due to either :

Payment towards any mechanical damage not covered by insurance, such as to tyres, wheels, bodywork, clutch, interior, or underbody parts including exhaust & suspension etc.
Insurance excess due to accidental damage or loss caused to vehicle by Hirer or a 3^rd party
Misc additional charges incurred during hire including excess mileage, low fuel, cleaning of excessively dirty interior, including due to smoking or pet hair etc

Cancellations :

Hire Road understands that plans on occasion can require changing due to various reasons, we will endeavour to resolve any cancellation situation either by re-scheduling or part refund of deposit, however :

Cancellations up to 2 weeks from hire date will incur a penalty of £50 from fee
Cancellations less than 2 weeks from hire date will unfortunately result in full fee forfeit. However if Hire Road can hire out the same car to another party the fee less £25 admin fee will be returned

Hire Road Responsibilities :

To ensure all vehicles are fully cleaned and sanitised in accordance with all current COVID-19 guidelines, and to a generally high standard in any case.
To ensure vehicles are supplied in a fully maintained and roadworthy condition, road legal, and in good cosmetic order through out
To ensure all Hire Road contact detail information is supplied with each vehicle documentation pack, including emergency contact details
To ensure vehicle plus any infotainment Sat/Nav operating handbooks, are present inside the vehicle glove compartment for reference
To ensure vehicles are double checked over with the Hirer, prior to hand over and post drop off, and check forms duly signed off as required
To offer Hirer full and comprehensive hand over of vehicle, to ensure all basics of vehicle operations and any daily maintenance/checks, are fully understood by Hirer. A short familiarisation drive option will be made available if required by Hirer.
To ensure vehicles are supplied in clean tidy condition, with a min ½ tank of petrol, tyre pressures confirmed correct, fluid levels double checked, and windscreen washer bottle topped up.
To ensure any spare wheel including jack and associated tools are present in a safe usable condition
To ensure any puncture repair kit is present and in a safe usable condition

Hirer Responsibilities :

To pay required security deposit on vehicle collection, refundable on return of undamaged vehicle with min ½ tank of fuel
To ensure vehicle is fully checked over in accordance with Hire Road check off sheet(s), esp with respect to any visible damage etc, and signed off as required
To ensure sufficient hand over has been carried out, and all aspects of vehicle operation, and any daily checks etc are fully understood
To ensure any required daily vehicle checks are understood, are diligently carried out
To contact Hire Road immediately if any cause for concern felt, regarding any aspects of vehicle behaviour, strange noises, or dashboard alarms etc.
To drive and operate the vehicle lawfully and in line with operational hand book guidelines
To return the vehicle to Hire Road as close as possible to agreed time, and with a min ½ tank of fuel, penalties may apply otherwise
To declare asap any known damage noticed or caused to vehicle during the hire period, including but not limited to, engine & gearbox, body panels, wheels, tyres, under body incl suspension etc, convertible roof and interior. All these areas will be thoroughly checked by Hire Road post hire, and Hire Road reserve the right to deduct any deposit money as required to rectify any found issues, after notifying and supplying proof to Hirer as required.
To ensure only the Hire Road agreed and authorised driver, actually drives the car
To contact Hire Road immediately in case of any emergency situation, including but not limited to – accident, car damage, break down, puncture, or theft of vehicle.
Hirer must accept any liability and associated charges for any parking violations, speeding or driving offences, bus lane violations, and congestion or toll non-payments during the entire hire period
To ensure vehicle is never left parked and unattended in an unsuitable or potentially unsafe location
To ensure vehicle is always left locked with roof secured in closed position, when left unattended
To ensure vehicle is not driven outside of the UK
To ensure vehicle is not driven off road, on a beach, on a race track, or used in any timed driving or competition type event etc
To acknowledge and agree Hire Road has no liability for any personal effects etc stolen from inside the vehicle

Insurance :

All Hire Road cars are comprehensively insured for drivers over 25 -75 years old, with accident free record for previous 3 years, and less than 6 points on driving license.
All driving licenses will be checked with DVLA 2 weeks in advance of hire start date

Emergency Situations :

Crash or Accident :

The hirer must immediately contact Hire Road in the event of the hired vehicle being involved in any type of road incident or accident, whether or not it involves a 3^rd party vehicle or person(s)

Breakdown :

All cars are covered with 24/7 RAC breakdown & recovery cover.
In the case of a breakdown, suspected issue, or any unusual mechanical noise, audible or visible alarm occurring on the vehicle, the following steps should be followed :

Report immediately to Hire Road to seek advice.
If Hire Road cannot resolve the situation over the phone, the breakdown/recovery service will be called to deal with the issue.
In the case of an unresolvable situation with a vehicle, Hire Road will make all reasonable efforts to supply a replacement vehicle if possible, or offer a part refund or re-book date if trip has to be curtailed early due to unforeseen vehicle iss

Puncture :

All cars will either carry a spare wheel, be fitted with run flat all year round tyres where possible, or if not a puncture repair kit will be supplied.
In the case of a puncture the following steps should be followed :

Puncture with spare wheel in vehicle, call RAC breakdown recovery service, they will come and change the wheel at the road side. Call Hire Road and report the issue.
Puncture with run flat tyres, call Hire Road and report the issue, proceed with caution at max 50 mph to next stop off point if less than 100 miles, or as directed by Hire Road on reporting.
Hire Road will arrange tyre replacement if and as required.

Cars Overview :

All cars are serviced in accordance with manufacturers recommendations
All cars are thoroughly inspected following each hire out, with any defects or issues found addressed and closed out prior to next hire out.
Cars will have all fluids and tyre pressures etc checked prior to hire out.
Cars will be supplied with emergency disposable gloves and small torch stored in the boot.
A comprehensive hand over will be carried out with each car as required.
A short familiarisation drive period will be available if required.
It is the responsibility of the hirer, to ensure the car is operated in accordance with the operating hand book for each car.
General guidelines and any daily check information etc will be shared and discussed as required at handover, with a reminder ‘Quick Reference Booklet’ also included in the glove compartment, along with the actual owner’s manual.
A deposit of £1000 will be required to be cleared in advance of car collection. This would normally be returned on damage free return of the vehicle to Hire Road premises.
A detailed pre/post inspection sheet covering car exterior, interior, tyres and underbody areas will be filled out and signed as required. Any new damage found which is not related to wear and tear, will normally be deducted from deposit following independent inspection and costing.
For any planned NC500 driving, a separate additional information sheet will be provided. Also separate pre/post inspection sheets will be used, specifically to cover any tyre, wheel, suspension, excessive clutch, and under car damage.

Terms & conditions