Terms & Conditions
1 RESERVATIONS & BOOKINGS
A. The hire charge for the booking shall be as stated in the rental agreement.
B. The booking deposit is 50% of the total booking and payable at the time of making a reservation. The booking deposit is only refundable if a cancellation occurs more than 8 weeks prior to the rental date.
C. Confirmation of your booking will be e-mailed to you once your booking is complete. Payment of the full amount is required at least 21 days prior to your rental date. Should the rental date be less than 21 days from booking – the whole amount is payable.
A refundable security deposit of £500 is taken by bank transfer on the day of departure. Failure to take this payment will result in the booking being null and void and no monies returned.
D. Offtrack-Camping Ltd reserves, the right to make an administration charge of £25.00 for any changes requested to the original reservation details. Should a booking be cancelled prior to the 21 day cut-off period an administration fee of £50 will be deducted from the initial deposit.
2 INSURANCE
A. Fully comprehensive insurance cover is provided for the duration of the hire period and covers the vehicle, vehicle equipment, the driver(s) and permitted passengers only. The cost of this insurance is included within the hire charge. The customer’s personal property is not covered under such insurance.
B. Offtrack-Camping Ltd will in some cases, incur additional charges if the driver to be insured has, for example, a traffic conviction or is using a non-UK driving licence. These charges will be passed onto the customer.
C. The Hire rate quoted includes a standard insurance excess of £500
D. In the event of any damage to either the Vehicle or third-party property, the customer will be liable for the first £500
E. Any damage to tyres, windows and windscreens and any theft of personal property are not covered by the company’s insurance, and any such damage shall be at the customer’s expense.
F. Driving by non-named drivers and any late returns of the vehicle renders the insurance invalid and the driver therefore commits an offence under the Road Traffic Act and will be solely responsible for any damage or personal injuries incurred.
G. Invalid insurance also means the driver and customer becomes personally liable for:
i. any accident or damage to the vehicle.
ii. any injury or damage to any third party.
H. Any accident or any damage to the vehicle must be reported to Offtrack-Camping Ltd immediately by telephone and in any event within 24 hours. The customer must complete an accident form at the end of the Hire period.
I. Travel insurance is the responsibility of the customer, and it is recommended that the customer obtains such travel insurance to cover cancellation costs, personal luggage, money loss, personal accident, and medical expenses. In the unlikely event we are unable to supply the Land Rover as requested Offtrack-Camping Ltd will refund all monies paid but will not be liable to pay for any incurred costs such as site fees etc.
J. Use for hire or reward is not permitted.
K. Offtrack-Camping Ltd do not currently permit their vehicles to be used abroad, doing so by the customer will render the insurance invalid.
L. The customer is responsible for all loss or damage arising from theft whilst the ignition keys of the vehicle have been left in or on the vehicle.
3 OVERHEAD DAMAGE
All drivers must be aware of the unusual height of the vehicle and are responsible for all damage caused if driven under an obstruction that is too low for it to clear – the obvious examples are low bridges, low tree branches and height restrictions into car parks etc. In this event the Insurance will not apply, and the customer will be responsible for the cost to repair of all damages.
4 EUROPEAN TRAVEL
Offtrack-Camping Ltd do not currently permit their vehicles to be used in Europe.
5 SECURITY DEPOSIT
There is a refundable security deposit of £500 payable 48 hours before departure by bank transfer.
This deposit is refunded in full following a satisfactory review of the vehicle on its return to the agreed location, on the agreed date and time, in the same condition as it was hired out, the interior clean including all cooking appliances, and the fuel tank full.
6 DRIVERS
A. The age of drivers is restricted to those over 21 and under 78 years old, this is due to insurance restrictions, they must be of good health and have held a UK driving licence for at least 1 year.
B. Only persons named as drivers on the booking form at the time of hire may drive the vehicle.
C. A valid, in date, photo card driving licence must be provided.
D. 2 Forms of proof of address must be provided dated within the last 3 months, these may include a recent utility bill, bank or credit card statement, TV or landline telephone bill, mortgage statement (or other satisfactory proof of address).
E. Drivers are personally liable for all legal penalties (e.g.: parking tickets, congestion charges, speeding fines, Toll charges, running red lights, using mobile phones) which are incurred during the period of hire.
F. Details of all additional drivers are required, and all drivers must be present at handover of the vehicle.
G. Maximum of 1 driver per rental. Additional drivers can be added at customer’s expense.
H. Offtrack-Camping Ltd reserves the right, at its sole discretion, to refuse permission to drivers to drive the vehicle, for whatever reason.
7 BASIS OF THE HIRE
A. These conditions shall govern the contract and all other terms and conditions are excluded. No variation to these conditions shall be binding unless expressly agreed in writing by the parties.
B. All drawings, descriptive matter, specifications, and advertising issued by Offtrack-Camping Ltd, and any descriptions or illustrations contained in Offtrack-Camping Ltd website or other social media sites are issued or published for the sole purpose of giving an approximate idea of the Vehicles described in them. They will not form part of this contract.
Hire rates quoted include:
i. Unlimited miles
ii. UK standard vehicle insurance
iii. UK standard equipment & breakdown
iv. Camping equipment
v. Free parking
8 MINIMUM HIRE PERIOD
The minimum hire period is 2 nights
9 EXTRAS
A. Pick up and drop off from the local train station is optional at £15 but must confirmed prior to final payment made.
B. Early check in & late check out is an additional £20 per booking
C. Bicycle hire for half or whole day from £25 per person
D. Electric bicycle hire for half or whole day from £35 per person
E. Fishing rod hire is an additional £15 per person F. 45-minute water activity for an additional £25 per person
G. 1 hour 30 minutes water activity for an additional £38 per person
H. 1 hour 30 minutes water activity with a registered British canoeing instructor for an additional £48 per person
10 CANCELLATION OF BOOKINGS AND NO SHOWS
A. Any cancellations must be made to Offtrack-Camping Ltd in writing and will be charged as follows:
i. For cancellation more than 21 days prior to the commencement of the hire period Off Track Camping will refund any monies paid minus an administration fee of £50.
ii. For cancellation less than 21 days prior to the commencement of the hire period or failure by the customer to turn up for the commencement of the hire period the customer will be liable for the full hire charge.
iii. Offtrack-Camping Ltd recommend that the customer takes out their own cancellation insurance.
iv. Offtrack-Camping Ltd reserves the right to cancel the booking before commencement of the hire period if the named driver(s) licences are invalid or do not comply with the information stated on the booking form. In this case the customer will forfeit any monies already paid.
11 VEHICLE CONDITION
A. The customer acknowledges delivery of the vehicle, and the contents are free from any defect or damage and complete other than as specified by the company and agreed at the date of commencement of the hire. The customer, is therefore, advised to check the vehicle thoroughly before leaving Offtrack-Camping Ltd premises.
B. Upon return Offtrack-Camping Ltd will check the vehicle for damage, cleanliness etc., including the condition of the tyres, windscreen and windows which are not included in Offtrack-Camping Ltd insurance cover, any such damage being the customers responsibility.
12 AVAILABILITY
A. Availability will only be confirmed at the time of reservation. A reservation is only binding after it has been confirmed by Offtrack-Camping Ltd and the booking deposit has been received.
B. Whilst every effort is made to ensure that the vehicle reserved is available, if due to circumstances beyond Offtrack-Camping Ltd control the reserved vehicle is not available, the liability of Offtrack-Camping will be limited to the refund of any monies paid by the customer.
13 PAYMENT
A. Once the reservation is confirmed, a request will be issued by e-mail for the remaining balance and this should be paid in full no less than 21 days prior to departure. Offtrack-Camping Ltd reserves the right to cancel the booking if payment is not received beyond 21 days prior to departure.
B. Payment can be made by BACS transfer details of which will be specified in the confirmation email.
C. For late bookings (less than 21 days before departure) the full hire price is payable on booking. Vehicles will not be released without full payment being made.
14 CREDIT CARDS
We cannot receive card payments at this time.
15 COLLECTION & RETURN
A. Unless otherwise arranged in writing your vehicle will only be available for collection at the set time stated in the conformation email and also in the onboarding documentation provided in the vehicle.
B. To complete the documentation and allow us to demonstrate your Vehicle to you, please allow up to one hour for the hand-over. It is the customer’s responsibility to check that on collection of the vehicle that any damage or defects are confirmed with Offtrack-Camping Ltd.
C. Please allow the same time on your return so that we can check the vehicle for damage & cleanliness etc.
D. The vehicle must be returned on the date, and on or before the time stated on the Rental Agreement.
E. Vehicles must be returned in a satisfactory condition without excess refuse, human waste, blood and or evidence of sickness, otherwise an additional charge of £75.00 will be made.
F. If you will be late returning, Offtrack-Camping Ltd must be advised immediately. Failure to advise us will incur an additional hourly charge of £75.00, together with any additional costs incurred by Offtrack-Camping Ltd.
G. No refund will be given for an early return of the vehicle.
16 DELAYS
Whilst we will endeavour to make every effort to ensure the vehicle is ready at the agreed time, circumstances may arise out of our control and we accept no liability other than, the refund of hire days lost.
17 THE COMPANIES OBLIGATIONS
A. Offtrack-Camping Ltd shall endeavour to make the vehicle available to the customer for the hire period.
B. The vehicle is insured by the company and is roadworthy and complies with the requirements of the Road Traffic Acts (and all regulations made under those Acts) relating to vehicles. Details of Offtrack-Camping Ltd insurance are available on request.
18 LOCATION
Located at – Rose Meadows Workshop, Nantmel, Llandrindod Wells, Powys, LD1 6EL
19 ONE WAY TRIPS
One-way trips are not permitted
20 BREAKDOWNS
A. Every effort is made to ensure the vehicle is in a roadworthy and safe condition prior to each and every hire. In the unlikely event of a breakdown, a private recovery firm is at the disposal of the customer, and:
i. The customer will pay for a call out when the vehicle hasn’t broken down due to a mechanical fault e.g. being stuck in mud or having a flat battery due to charging items from the vehicle battery.
ii. The customer is authorised to spend up to £50.00 on necessary repairs, which will be reimbursed to them on presentation of a valid VAT receipt.
iii. Prior approval by Offtrack-Camping Ltd must be obtained in respect of repairs / replacements in excess of £50.00.
iv. Offtrack-Camping Ltd is not under any circumstances responsible for any consequential expenses, curtailment of, or delay to the period of hire or any third party claims for damages in connection with or consequent upon any accident or breakdown.
v. Offtrack-Camping Ltd will be entitled to charge £2 per mile to the customer in circumstances where any request for a recovery and repair service is as a result of the customer’s negligence, including but not limited to flat batteries, running out of fuel, wrong fuel used, keys locked inside the Vehicle or losing the vehicle’s keys.
vi. Any breakdown, malfunction or damage caused by the customer’s negligence must be repaired/made good by the customer at the customer’s expense.
vii. Minor running repairs such as tyres, bulbs, oil and aerials are the responsibility of the customer.
viii. Offtrack-Camping Ltd dissolves any responsibility for hotel or any other consequential expenses after a breakdown. However, we will refund the loss of any complete day’s use of the vehicle providing you have documentation to support this claim.
21 ACCIDENTS
A. In the event of an accident involving the vehicle, the customer shall notify Offtrack-Camping Ltd immediately after the event or as soon as practically possible, thereafter a complete accident report form must be handed to Offtrack-Camping Ltd at termination of hire.
B. The maximum height of your vehicle is clearly stated. Any overhead damage is the responsibility of the customer.
22 FUEL, OIL & COOLANTS
A. At the commencement of the hire period the vehicle is supplied with a full tank of fuel. The customer is expected to return the vehicle at the end of the hire period with a full tank of fuel.
B. Any fuel shortage will incur a surcharge to the customer of the fuel replacement amount.
C. The customer will be liable if the incorrect fuel type is used.
23 LIABILITIES
A. The customer shall be responsible for damage to windscreens, windows, tyres, punctures and all costs and expenses incurred because of offences against the Road Traffic Acts and / or regulations thereunder and indemnifies Offtrack-Camping Ltd from any liability.
B. The customer shall ensure that the driver and all passengers required by law to do so shall always wear the seat belts provided when the vehicle is in motion.
C. The customer shall be responsible for all Offtrack-Camping Ltd uninsured losses, which may arise as a result of the Hire.
24 ADMINISTRATION CHARGES
The customer agrees that should Offtrack-Camping Ltd receive penalty charge not limited to: notices for speeding, parking fines or congestion charges, then a minimum administration fee of £20.00 will be added to the charge to cover administration and postage costs.
25 SMOKING
Offtrack-Camping Ltd operates a strict no smoking policy (cigarette, pipe or vape) and therefore smoking is strictly forbidden in our Land Rover and TentBox. The customer will automatically lose their entire security bond if there is evidence, or we suspect that smoking has occurred in the vehicle when it is returned.
26 ANIMALS
Animals are permitted subject to an additional charge of £20 per booking.
27 THE CUSTOMERS USE OF THE VEHICLE
A. The vehicle and its contents remain the property of Offtrack-Camping Ltd at all times.
B. The number of permitted passengers is 5
C. The Customer:
i. is responsible for the security of the vehicle. The customer must ensure that if the vehicle is left unattended at any time that it is securely locked and parked in a safe location.
ii. must take every precaution to prevent loss from or theft of the vehicle.
iii. will be responsible for the control of the vehicle during the hire period;
iv. is liable for any cost incurred while using the vehicle during the hire period for, but not limited to: speeding, parking fines, congestion charges or any other offences committed against the Road Traffic Act regulations or any other applicable regulations.
v. shall ensure that the driver(s) shall at all times while driving the Vehicle drive in a cautious and prudent manner and will not use the vehicle in a manner which is likely to cause damage to the vehicle or to a third party;
vi. shall not carry more than 5 passengers and will ensure that the driver(s) and all passengers required by law to do so shall, at all times when the Vehicle is being driven, wear the seat belts provided;
vii. will be liable for all overhead damage to the vehicle resulting from any accident. The maximum height of the vehicle is clearly stated on the dash;
viii. must ensure that the Driver(s) do not drive under the influence of any substance;
ix. must not tow any trailer or other vehicle behind the vehicle;
x. must not allow the vehicle to exceed the permitted Gross Vehicle Weight;
xi. must not use the vehicle to carry passengers or goods for hire or reward and shall not lend or hire the vehicle to a third party;
xii. must not use the vehicle for, or in conjunction with any race, competition or trial;
xiii. must not create a lien on the vehicle for any reason.
28 FORCE MAJEURE
Offtrack-Camping Ltd shall not be liable for any failure to perform or delay in performance of its obligations under the contract due to any event of Force Majeure. If any event of Force Majeure delays that prevents Offtrack-Camping Ltd hire’s performance of its obligations Offtrack-Camping Ltd shall notify the customer as soon as reasonably possible and provide a refund of monies paid.
29 PARKING
30 TrackingOfftrack-Camping Ltd offer free car parking for the customer’s car during the hire period only. All vehicles are left entirely at the owner’s risk.
Offtrack-Camping Ltd operate a vehicle tracking system. All vehicles are geotagged and provide real time updates as to the vehicles location, driving metrics such as speed and collision detection. All customers will be advised of this at point of departure and this feature forms a non-negotiable element of the contact of hire.