TERMS AND CONDITIONS

1. General Terms

All reservations with RouteHire are governed by these Terms & Conditions. A reservation is considered complete and binding upon receipt of confirmation, whether communicated verbally or in writing and upon receipt of any necessary deposit from the client. At this point, the deposit will be deemed non-refundable

2. Definition 

For the purposes of these conditions, “RouteHire” refers to “RouteHire.co.uk.”

3. Limitation of Liability

RouteHire, along with its agents, employees, or subsidiaries, shall not be liable for any losses incurred by customers or passengers due to accidents or delays caused by road traffic. Any issues arising will be a matter between the group leader, the passengers, and the contractor (driver). Passengers are advised to remain seated while the vehicle is in motion

4. Warranties

RouteHire does not provide, nor is anyone authorized to provide on its behalf, any express or implied warranties or representations related to bookings.

5. Rights of RouteHire

RouteHire reserves the right to:

• Cancel, suspend, modify, or withdraw any travel, transportation, accommodation, or services booked if unable to fulfill the journey for any reason. In such cases, a full refund will be issued for the canceled service. Cancellations may occur due to vehicle breakdowns, unavailability of the driver, or other unforeseen circumstances. RouteHire will not be liable for any additional costs incurred for last-minute arrangements.
• Refuse to transport or accommodate any individual or request their withdrawal from services without providing a reason.

6. Pricing

Charges for all transactions will be determined based on the prices in effect at the time the service is utilized and are subject to change without prior notice due to fluctuations in exchange rates or fares.

7. Responsibility for Damage

Any damage incurred to the vehicle or its fittings by any member of the party shall be the responsibility of the Hirer. The Hirer shall reimburse RouteHire or the contracted company for repair costs and any losses due to downtime resulting from the incident. RouteHire may pursue claims for costs incurred due to client actions, including expenses related to vehicle diversion. The Hirer assumes full responsibility for any charges or compensation claims with the contractor, unless agreed otherwise in writing by RouteHire. The route of the journey will be arranged by RouteHire unless a specific request is made by the Hirer. Any subsequent route changes that exceed the original mileage or time will incur additional costs.

 8. Vehicle Availability

All vehicle hire arrangements are subject to the availability of a vehicle of the required capacity at the specified date and time. Receipt of a quote does not guarantee vehicle availability. RouteHire reserves the right to cancel the booking and issue a refund if unable to fulfill the request.

 9. Deposit and Cancellation Policy

A minimum deposit of 50% of the hire charge is required at the time of booking to secure your reservation. This deposit is non-refundable, except if RouteHire is unable to fulfill the journey request. Cancellation fees apply as follows:

• More than 14 days prior: 40% of total payment.
• 7 to 14 days prior: 50% of booking cost.
• 48 hours to 7 days prior: 75% of booking cost.
• Less than 48 hours prior: Full cost of booking.

Once a client boards the vehicle, RouteHire has fulfilled its contract, and no refunds will be issued. Additional services (e.g., meals, accommodation) will incur cancellation fees from service providers, which will be passed on to the Hirer.

10. Special Conditions
RouteHire is unable to offer special rates for cancellations due to illness, including coronavirus or other pandemics. Only book if certain about traveling. Charges for rearranging transfers are as follows:

• More than 14 days in advance: 15% charge.
• 7 to 14 days in advance: 30% charge.
• Less than 7 but more than 48 hours: 40% charge.
• Under 48 hours: No refund, must rebook.

11. Compliance and Liability

Clients are encouraged to remain informed about the latest regulations regarding social distancing and mask-wearing. RouteHire cannot accept responsibility for fines incurred due to non-compliance with local laws. Clients should check relevant authorities’ guidelines prior to their journey.

12. Vehicle Requirement Notice

All vehicles in our fleet do not require safety screens between the driver and passengers. This design choice enhances the comfort and accessibility of our services, prioritizing a welcoming environment for all passengers. Rest assured, while safety screens are not installed, all vehicles comply with necessary safety standards and regulations to ensure passenger safety during transit. If you have specific concerns or requirements regarding vehicle safety, please feel free to reach out to us for more information.

13. Passenger Advice

We recommend that all passengers take the following precautions when traveling with us, in line with the latest UK Government COVID-19 guidance for the transport sector:

• If you are feeling unwell or exhibiting symptoms of coronavirus (COVID-19), please do not travel with us.Your health and the health of others is our top priority.
• While it is not a legal requirement, we encourage you to wear a face covering during your journey for added protection.
• Our drivers are instructed to sanitize all commonly-touched surfaces in their vehicles between journeys. For your peace of mind, you may use your own disinfectant wipes with the driver’s permission.

14. Additional Passenger Guidelines

To further ensure the safety and well-being of all passengers and drivers, we recommend the following practices:

• Use tissues to catch coughs and sneezes, and dispose of them safely after exiting the vehicle to prevent the spread of germs.
• Maintain social distancing as much as possible during your journey. We advise against shaking hands with the driver or sitting next to them to reduce close contact.
• Use hand sanitizer when appropriate and avoid touching your face to minimize the risk of transferring germs.

15. Driver Advisory

All drivers are advised to implement the following precautions while conducting journeys related to COVID-19, in accordance with the latest UK Government guidance for the transport sector:

• While not mandated by law, it is recommended that drivers wear an appropriate face mask or covering, provided it does not impair their ability to operate the vehicle safely.
• Ensure adequate external ventilation within the vehicle by keeping windows open whenever feasible during trips.
• Regularly clean the vehicle using gloves and standard cleaning products, paying special attention to door handles and frequently touched surfaces.
• Prior to loading or unloading passenger luggage, drivers must obtain permission from the passenger and practice hand hygiene by cleaning hands or using disposable gloves as necessary.
• Driver Responsibilities and Authority
  • Driver Authority: A driver (contractor) retains full responsibility for their vehicle throughout the hire period, and their decisions are final. The driver has the authority to refuse admission to any individual deemed a nuisance or unsuitable and may request the removal of such individuals from the vehicle prior to continuing the journey.
  • Safety Concerns: If the driver feels unsafe at any point during the journey, they may refuse to proceed. In such cases, no refunds will be issued to the client, and RouteHire shall not be held liable for any consequences arising from such actions.
• Additional Driver Guidelines
  • Drivers are advised to adhere to the following health and safety practices to mitigate the spread of COVID-19:
• Utilize tissues to catch coughs and sneezes, and dispose of them hygienically after exiting the vehicle.
• Maintain physical distance from passengers whenever possible, refraining from shaking hands or engaging in close physical greetings.
• Regular hand hygiene is crucial; drivers should wash their hands frequently with soap and water or use hand sanitizer. Additionally, it is advisable to avoid touching the face to minimize contamination risk.

Note: These measures are intended to enhance the safety and well-being of both drivers and passengers during transportation. Thank you for your commitment to a safe travel environment!

16. Driver Operational Policies

By following the guidelines presented below, drivers contribute significantly to creating a safer travel experience for both themselves and their passengers. As a broker and/or agent, we reserve the right to subcontract and share journey details with other operators as needed. RouteHire has the authority to subcontract vehicles from different operators when appropriate. All drivers associated with RouteHire are fully insured, have the necessary experience, and hold valid Full Operator Licences. These measures guarantee compliance with industry standards and maintain the safety and reliability of our transportation services.

 17. Vehicle Usage and Booking Policies

• Vehicle Restrictions: The company’s vehicles are strictly prohibited from being sub-let, lent, or licensed by a hirer without prior written consent from the company. Additionally, the company reserves the right to provide a larger or smaller vehicle than originally ordered to accommodate the total number of passengers.
• Breakdown Protocol: In the event that the booked vehicle experiences a breakdown, the company retains the right to utilize any other vehicle(s), including taxis, to fulfill the transportation requirement. By placing a booking, you confirm your acceptance of this policy. Consequently, the company will not be held liable for any claims made by you against us or our suppliers in relation to this policy.

18. Missed Flight Policy

In the event of a missed flight, it is the responsibility of the passenger or booker to notify RouteHire immediately. This notification is essential for us to inform the driver not to proceed to the airport for the scheduled pick-up. If the journey was pre-paid, the fare will be refunded after deducting applicable administrative charges. Should the passenger wish to take a later flight, we will provide the service at an additional cost. Failure to notify RouteHire of a missed flight will result in the passenger or booker being liable for the full fare. In cases where the fare was pre-paid, no refund will be issued, and this will be classified as a “No Show.”

19. “No Show” Policy

The term “No Show” refers to a situation where a passenger books a private hire car but fails to meet the driver at the designated pick-up time. This applies to all locations, including airports, seaports, homes, hotels, and other private addresses. It also encompasses instances where the booking details, such as the date and time, are incorrect. In such cases, the passenger or booker is liable for the full fare, and if the journey was pre-paid, no refund will be issued. It is crucial for passengers to communicate any changes or missed connections promptly to avoid these charges.

20. Driver Waiting Time and No Show Policy

The driver will wait in the arrival hall for up to 1 hour from the flight’s landing time. If the passenger fails to meet the driver within this time frame or does not make contact via phone, email, or SMS to inform RouteHire of their status at the airport or seaport, this will be classified as a “No Show.” For all bookings made online or over the phone with the intention of paying the driver in cash, if the booking was secured with a valid credit or debit card, the full fare of the transfer will be charged in the event of a “No Show.” It is essential for passengers to communicate any delays or changes in their arrival promptly to avoid incurring these charges.

21. No Refund Policy for No Shows

All bookings that are pre-paid by credit or debit card will not be refunded in the event of a “No Show.” This means that if a passenger fails to meet the driver at the scheduled pick-up time and does not communicate their status, they will forfeit the fare paid. It is crucial for passengers to be aware of this policy when making their bookings to avoid misunderstandings or financial losses.

 22. Policy on Altering Transfer Times

If you have made a reservation for a specific time and later decide to alter the times of your transfers, additional charges may apply. This is necessary due to the potential disruption it may cause to our entire day’s schedule, as we may have other bookings arranged throughout the day. We recommend notifying RouteHire as soon as possible if any changes are needed to minimize inconvenience and ensure the best possible service. In cases where last-minute adjustments are required, we may need to secure emergency cover of vehicles and drivers to accommodate these changes. While this may incur extra costs for us, we will not pass on the full cost to the client. Instead, a partial and fair charge will be applied to those who request changes. Your understanding and prompt communication are greatly appreciated to help us provide the best service possible.

23. Collection and Pickup Guidelines

Please ensure you are ready for collection/pickup at the specified and agreed time. Any waiting time exceeding 15 minutes may incur an extra charge from the driver. It is important to adhere to the itinerary times agreed upon at the time of booking, as drivers operate under strict hour regulations. If you are late and our driver is running late for other jobs, and we cannot make alternative arrangements, the driver may leave, and you will not receive a refund.

24. Vehicle Condition and Behavior

Please ensure the vehicle is kept clean and that all passengers behave appropriately. If any damage occurs to the vehicle, you will be liable for the associated charges. Furthermore, if the driver feels unsafe for any reason, they are entitled to remove you from the vehicle, and you will be responsible for making your own arrangements without a refund.

25. Vehicle Availability and Booking Policies

• Vehicle Availability

In the event that the desired vehicle is not available, we reserve the right to provide a larger or smaller vehicle to accommodate the total number of passengers. Additionally, we may supply a different branded vehicle if we are unable to provide the initially agreed vehicle. There will be no additional charge for this. Your cooperation and understanding of these policies help us ensure a smooth and efficient service for all our clients.

• Trailer Booking and Vehicle Availability

Unless a trailer is booked and paid for in advance at an additional cost, we reserve the right not to provide it on the date of the transfer if unforeseen circumstances arise. We will usually inform you if this situation occurs. While we strive to send a vehicle of your choice to our customers, there may be instances where this is not possible due to delays in traffic, vehicle breakdowns, or other unexpected issues. Therefore, we cannot guarantee a specific type of vehicle will be dispatched and do not market our service as such, as our goal is to provide a continuous and reliable service.

• Driver Details

Driver details will typically be provided 1-2 days prior to your journey. If you do not hear from us by that time, please feel free to call us to request this information. We appreciate your understanding and flexibility regarding these policies, which help us maintain a high level of service for all our clients.

26. Company Policies on Vehicle Use

• Animals: No animals are permitted on the Company’s vehicles, with the exception of guide dogs.
• Alcohol: No alcoholic drinks may be carried or consumed in the Company’s vehicles unless otherwise agreed upon.
• Smoking: Smoking is strictly prohibited on the Company’s vehicles.
• Food Restrictions: Fast food items such as chips, pizzas, burgers, etc., are not allowed to be carried or consumed on the Company’s vehicles.
• Luggage Guidelines: Drivers have the authority to stop passengers from bringing luggage or goods deemed unfit for transport. Heavy items like suitcases should be stored in the rear and side luggage lockers, and no items should obstruct the gangway or emergency exits.
• Vehicle Changes: When necessary, a different coach may be used to return a party from a destination than the one that took them out. Additionally, coaches may be utilized for other jobs during the waiting time at a destination unless the Hirer has specifically requested that a coach remain with their party in advance, which may incur an additional charge.

27. Financial Responsibilities and Communication Policies

• Costs Responsibility: Any costs incurred related to road and bridge tolls, ferry fees, and parking charges shall be the responsibility of the Hirer.
• Payment Requirement: It is essential that payment in full is made before departure unless otherwise agreed upon.
• Duplicate Payments: In the event of a duplicate payment made via card, bank transfer, or any payment made in error, a standard admin cost of 22.5% of the total payment will apply if a refund is processed.
• Notices: No bill, poster, or notice is to be displayed on any vehicle without prior consent from RouteHire.
• Complaints Handling: All complaints can only be addressed via email. Please send any correspondence to info@RouteHire.co.uk.

28. Conditions of Hire (The Small Print). Please read the following important conditions regarding your hire:

• Costs Responsibility: Any costs incurred for road and bridge tolls, ferry fees, and parking charges shall be the responsibility of the Hirer.
• Payment Requirement: It is essential that payment in full is made before departure unless otherwise agreed upon.
• Duplicate Payments: If a duplicate payment is made via card or bank transfer, or if a payment is made in error, a standard admin cost of 22.5% of the total payment will apply if a refund is necessary.
• Notices: No bill, poster, or notice is to be displayed on any vehicle without prior consent from RouteHire.
• Complaints Handling: All complaints can only be addressed via email. Please send any correspondence to info@RouteHire.co.uk.

29. Child Seat Policy

If child seat(s) are provided by the company, their use is at the sole discretion of the adult passenger accompanying the child. The adult must ensure that the child seats are adequate for their child’s safety. The company accepts no responsibility for the use of these child seats. It is crucial for the safety of children that appropriate child restraints are used in vehicles. According to safety guidelines, children should be secured in age- and size-appropriate seats to minimize the risk of injury in the event of a crash.

30. Liability and Responsibility Policy

• Liability for Belongings: The Company cannot accept responsibility for goods or belongings that are lost, stolen, or damaged while on the vehicle.
• Luggage Assistance: Your driver will assist you with your luggage if required; however, it is your responsibility to ensure it is loaded and unloaded safely. We will not be held responsible for the safety or damage to luggage or other belongings, nor for anything left behind.
• Injury Responsibility: Although the driver will make every effort to pick up and drop off at a safe location, the Company cannot accept responsibility for any injuries incurred while boarding or alighting the vehicle.
• Seat Belt Usage: If seat belts are provided on the vehicle, please use them. Omission of seat belt use may invalidate any claims for injury caused by a road traffic accident.
• Driver Authority: The driver is in complete charge of the vehicle. Should they determine that the safety of the passengers or vehicle could be compromised, they have the authority to take any action they deem appropriate.
• Incorrect Details Notification: If any details provided are incorrect, you must inform us immediately. Failure to do so may result in delayed collection or the wrong vehicle being sent. We will not be held responsible should you not comply with this request.
• Airport Pickup Requests: Requests for later pickup times for your journey to the airport, if accepted by us, are entirely at your own risk. We will not be held responsible for any late arrival at the airport.
• Payment Options: We accept payment via credit/debit card, bank transfer, and cheque. A deposit payment must always be paid in advance to secure your booking and reserve your vehicle. Clients may pay the full amount in advance or pay a small deposit and the remaining cash on the day to the driver.
• Agreement to Terms: By paying a deposit or full payment, you automatically agree to all our terms and conditions.