Tel: 01223 863300

Terms and Conditions for Private Hire Coach Travel

Terms & Conditions

These conditions apply whether a contract has been made verbally or in writing.
The hirer acts on behalf of all the passengers travelling on the vehicles. If the hirer is a company, group,
or partnership, an individual must be named as a responsible person.
The hirer is responsible for the actions and decisions of all the passengers on board including any
additional costs incurred in performing the contract, whether or not they actually travel with the party.
If the hirer is not going to travel with the party, a representative must be chosen, and the company
informed prior the hire taking place. The company will only accept instruction from the hirer or their
Where a hirer makes a booking before receiving these conditions and without being advised verbally of
all significant terms, the hirer may cancel the contract without liability to the operator within 48 hours of
receiving these conditions. Otherwise, the hirer will be deemed to accept these conditions.

Quotations are given on the basis of the direct route and on information provided by the hirer. The route
used will be at the discretion of the company unless it has been particularly specified by the hirer in
which case it will be clearly shown on the confirmation.
All quotations are given subject to the company having available a suitable vehicle at the time the hirer
accepts the quotation.
Quotations are given for the coach and driver only. Any additional charges will be separately identified
and will be the hirer’s responsibility unless otherwise specified, including parking, road tolls and
Quotations made for periods greater than 8 weeks in the future may be subject to a fuel surcharge, if
there is a significant rise in the net cost of fuel. The company will inform the hirer of any additional
charge at its earliest convenience.
If the net cost of fuel increases significantly after making a booking, the company will inform the hirer of
any additional charges at its earliest convenience.

The hirer cannot assume the use of the vehicle between outward and return journeys, nor that it will
remain at the destination for the hirer’s use unless this has been agreed with the company in advance.

• The driver is responsible for the safety of the vehicle at all times, and as such may remove any
passenger whose behaviour prejudices safety or is in breach of the Public Service Vehicle
(Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These
regulations set out certain rights and responsibilities on all parties. The hirer is responsible for
any damage caused by any passenger for the duration of the hire. Please be advised where
instances of breach in Health and Safety by children or minors occur, the parent or guardian
will be responsible for their actions. In certain circumstances, this can result in a student being
refused travel on school routes. Formal written warning to this affect will be issued prior to any
action being taken, to allow suitable arrangements to be made.
• Health and Safety is paramount with our organisation and as such all passengers are asked to
wear their seat belts whilst on the vehicle and abide by all information given and displayed. If
minors are travelling on the vehicle, they must under the supervision of a responsible adult or
the Hirer or their representative.
• Smoking is not permitted at any time on any of our vehicles, this includes the use of substitute
smoking materials such as electronic cigarettes or 'E cigarettes'. Any one found smoking on
our vehicles will be asked to disembark.
• All school groups must ensure that they understand their obligations for planning, supervision,
approval and preparation of pupils etc as set out in the DfES publication 'Health and Safety of
Pupils on Educational Visits ' (HASPEV). We can provide a company based risk assessment to
cover your hire of our vehicle. Please ensure that you have an adequate level of supervision to
ensure that emergency exits on our vehicles have at least one adult staff member seated by
them in case of emergency.
Terms & Conditions
• Alcohol must not be consumed on our vehicles without prior consent from the company. Any
consumption must be in moderation and the company reserves the right to refuse passage to
any passenger if he / she is viewed to present a danger to themselves, other passengers or the
• Other than on a vehicle fitted expressly for the purpose, food and drink (including alcoholic
beverages) may not be consumed on the vehicle without prior verbal or written consent from
the company.
• Cleaning of the vehicle as a result of excess mess or excess consumption can incur an
additional £75 cleaning fee.
• Where the hirer is to a sporting event, the hirer should be aware of the legal requirements
relating to alcohol, contained in the Sporting Events (Control of Alcohol) Act 1985, (as
amended) and the conditions of entry to race courses as laid down by the Race Course
Association Ltd. Specifically Alcohol must not be carried or consumed on coaches to or from
any Sporting Event. Police have the right to search and seize any alcohol carried by

The company reserves the right to levy additional charges for additional mileage or time to that agreed,
if the client exceeds those stated on their confirmation or quotation documents, the charges will be prorata
on an hourly and / or mileage basis.
The vehicle will depart at times agreed by the hirer, and it is the responsibility of the hirer to account for
all the passengers at those times. The company will not accept liability for any losses incurred by
passengers who fail to follow instructions given by the hirer.

The hours of operation for the driver are regulated by law; and the hirer accepts the responsibility of
ensuring that the hire keeps to the hours and times agreed by the company. Neither the hirer nor any
passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of
breaching regulations relating to driving hours and duty times. If any breach is likely to occur, the hirer
will be responsible for any additional costs incurred unless it is outside the control of the hirer. The
calculation of any costs will be as in condition 4.

The company will, at the time of booking, agree and specify the legal seating capacity of the vehicle to
be supplied. The hirer must not load the vehicle beyond this capacity.

Any deposit requested must be paid by the date stated, and payment in full must be made before the
start of the hire unless otherwise agreed by the company. The company reserves the right to add
interest at the rate of 2% per annum above base rate of the Bank of England, calculated on a daily
basis, from the date by which the payment should have been made. Please note that all invoices not
settled within our payment terms will be referred to a Debt Recovery Agent and will be subject to a
surcharge of 15% plus VAT in lieu of our recovery charges.

In the event of any emergency, riot, civil commotion, strike, lock out, stoppage or restraint of labour or
on the happening of any event over which the company has no control (including adverse weather
conditions or substantial increase in the net cost of fuel) or in the event of the hirer taking any action to
vary agreed conditions unilaterally, the company may, by returning all money paid and without further or
other liability, cancel the contract.

The following cancellation scheme will be used in the event of cancellation by the hirer.
• Cancellation 1 week prior to date of booking: Fee of 25% of the price of the booking, (in June
and July notice period increases to 2 weeks and 50% cancellation).
Terms & Conditions
• Cancellation 24 hours prior to booking: Fee of 50% of the price of the booking, , (in June and
July notice period increases 75% cancellation).
• Cancellation Less than 24 hours prior to booking: Fee of 100% of the price of the booking.
There is a minimum cancellation fee of £50 for administration, deductible from deposits paid,
irrespective of cancellation notice period or to the value of any tunnel or ferry if booked on customers
behalf, which we cannot refund.

The company reserves the right to provide a larger vehicle than that specified at no additional charge
unless any extra seats are used in which case an additional pro rata charge will be made to the hire
charge. The company reserves the right to substitute another vehicle (including those of other
operators) or ancillary facilities for all or part of the hire subject to such substitutes being of at least
equivalent quality.

The company provides its advice on journey time in good faith. However, as a result of break down,
extreme weather conditions or traffic congestion, or other events beyond the reasonable control of the
company, journeys may take longer than predicted and in those circumstances the company will not be
liable for any loss or inconvenience suffered by the hirer as a result.

Where the company hires in vehicles from other operators at the request of the hirer and where the
company arranges ancillary facilities such as meals, accommodation, ferries, admission tickets or any
other services provided by another supplier, it does so as agent for and on behalf of the hirer. Any terms
or conditions imposed by such other suppliers through the company shall, insofar as they are supplied
to the hirer, be binding on the hirer as if he had directly contracted such services and the hirer shall
indemnify the company against any loss, claim, damage or award in respect of breach of such supplier’s
terms and conditions brought about by the hirer’s actions.

If the hirer organises other elements of a package in addition to the provision of transport, the hirer may
be defined as an ‘organiser’ or a ‘retailer’ for the purposes of the Package Tours Regulations 1992 and
as such may be required to comply with the provisions of those regulations.
In this instance the company cannot accept any liability that may be incurred for losses or damage that it
would otherwise accept under the terms of those Regulations.
The hirer accepts responsibility for establishing whether they are so defined, and the company cannot
accept liability or loss or damage incurred that would have been the responsibility of the hirer if the hirer
were the legally defined organiser or retailer.

• All vehicles hired by the company are subject to restrictions on carrying luggage for statuary
safety reasons. The hire accepts the that the driver shall be the sole judge as to whether and to
what extent passengers’ property is carried. Large ‘bulky’ items may not be able to be carried,
and the hirer should take all steps to notify the company in advance of such requirements.
• The company accepts any personal property of the hirer and their passengers on the
understanding that it will take all reasonable steps to avoid loss or damage. The hirer should
notify the company or the driver if items of exceptional value are to be carried on the vehicle. It
is the hirer’s responsibility to minimise risk of loss when the property is left unattended.
• All articles of lost property recovered from the vehicle will be held at the company’s premises
where the vehicle is based, and will be subject to the current Public Service Vehicle (Lost
Property) Regulations.

In the event of complaint about the company’s services, the hirer should endeavour to seek a solution at
the time by seeking assistance from the driver or from the company. If this has not provided a remedy,
complaints should be submitted in writing and within 7 days of the termination date of the hire. The
company will acknowledge all complaints within 7 days and will normally reply in full within 28 days.