Terms and Conditions
A driving licence must be produced for each and every hire, the paper counterpart is no longer valid, only the card part is now required. Prior to the hire you will need to generate a code online in order to allow us to check your licence information. For this you will need your national insurance number and to visit https://www.gov.uk/view-driving-licence, this website will give you the option to share your licence information with us by generating a code – please note this code is case sensitive.
Our insurance also requires a form of secondary identification with your name and address, examples include a bank statement or utility bill which is less than 3 months old.
All drivers must be over 23 with 2 years driving experience, except for the hire cars over 1400cc, the minimum age is 25 with 2 years driving experience. Hirers over the age of 70 are subject to clearance by our insurance company.
To drive our Minibuses you need to be 25 years and over with the category D1 on your driving licence and two years minimum driving experience.
For our 7.5 ton trucks you must be 25 years and over with category C1 on your licence and two years minimum driving experience. Hirers using these vehicles for hire or reward need to produce an operators licence.
The rental period runs from 08:00 (8am) to 08:00 (8am) the following day. We are open 7 days a week at our London branch.
Customers with endorsements are subject to acceptance by our insurance Company.
Any booking cancelled at less than 48 hours notice will be charged at the full hire price less 10%.
We reserve the right to refuse. An English translation on the licence is essential and it must show the classes of the vehicles covered. A non UK licence is subject to a higher insurance excess and clearance by our insurance company.
All our vehicles run full to full. Please check fuel type before leaving the depot. Any vehicle returned not full of fuel will be charged at £1.65 per litre plus VAT.
Only persons named on the hire agreement are authorised to drive. In the event of any accident involving an unauthorised driver the hirer is liable for all damage and any further claim arising as a result. When using Yolanda comprehensive insurance cover you are on an excess, but this does not cover you for accidental damage other than caused by another vehicle, for example gates posts or wall damage. Hirers are responsible for all overhead damage, including car parks and any other private property. In the event of a vehicle being damaged due to misuse or negligence the hirer is responsible for all repairs and any hires lost whilst the vehicle is off the road. Any vehicle left on the road outside our premises is at the hirers risk.
All dimensions listed on vehicle descriptions are approximate.
It is the hirers responsibility to check the oil, water and tyres daily, damage caused by failing to do so will be charged for. Customers who fill the vehicle with the incorrect fuel will be liable for all costs incurred. Vehicle contents and personal accident insurance is not covered in the price of the hire. It is the customers responsibility to ensure that the vehicle is securely locked at all times and that any alarms or anti theft devices are used. Failure to secure the vehicle properly will result in the hirer being liable for all repairs and claims arising. In the event of a vehicle being stolen it is the hirers duty to report the theft to the police and ourselves immediately. No refund of any outstanding hire will be paid to the customer. In the event of any accident, damage or theft involving the hire vehicle the deposit is not returnable. Any deficiency in fuel upon return of the vehicle will be taken out of the deposit. Vehicles should be returned in a clean condition, we reserve the right to charge the customer for any work incurred for a vehicle failing to do so. Smoking is prohibited in all of our vehicles. Any vehicle that has been smoked in will be subject to a minimum £25 valeting charge. We prefer not to have any pets in our vehicles but we appreciate sometimes this is unavoidable. In this situation please ensure the vehicle is returned free of pet hair as any additional valeting required will be chargeable.
If travelling within the congestion zone in London please ensure you pay the fee required. Any penalty charges incurred from non payment will be chargeable plus an admin charge. This also applies to any other unpaid penalty charges incurred during the period of hire including speeding and parking tickets.
Data Protection Policy
As we are sure you are aware as of the 25thMay new data protection laws are coming into play, below you will find our updated data protection policy if you have any questions please do let us know.
Everyone who hires from us needs to provide us with documentation including their driving licencedetails and a statement or utility bill which lists their address on. These documents are required by our insurance company and mean we can make sure there is no fraudulent activity.
The personal data which is collected is stored on our system – Rent Assist, which is password protected. Our systems are not online. We also store a copy of all rental agreements in our filing cupboard in case there are any discrepancies after the hire – it is required we keep all hire agreements for seven years. These Agreements are locked away and a limited number of staff have access to these. All agreements after this seven-year period will be shredded on site at the Yolanda Cowley Depot.
If you have emailed us we do not keep your email address on any databases and do not use this as a method of marketing. We simply reply to your enquiry and that is all your email is used for. If you go ahead with a booking your phone number will be kept on our system so we can tie it in with your booking and contact you should any issues arise. Our website is HTTPS so means any information provided by you online is protected.
We are committed to:
- Ensuring all data collected is used in a fair and lawful manner
- Ensuring that we comply with the eight data protection principles, as listed below
- Meeting our legal obligations as laid down by the Data Protection Act 1998
- Processing personal data only in order to meet our operational needs or fulfill legal requirements
- Providing adequate security measures to protect personal data
- Ensuring that all staff are made aware of good practice in data protection
- Providing training for all staff, who are responsible for handling personal data
- Ensuring that everyone handling personal data knows where to find further guidance
- Ensuring that everyone is treated fairly and equally with regards to data collection there is no exception.
- Ensuring that queries about data protection, internal and external to the organisation, is dealt with effectively and promptly
- Regularly reviewing data protection procedures and guidelines within the organisation.