- TERMS AND CONDITIONS OF BOOKING
By accessing this website you are confirming your acceptance of these Terms & Conditions of Use in full and agree to be bound by them.
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‘The Company’ 'our' 'we' 'us' shall mean Bow Field Hire.
‘Employee’ shall mean any employee of the company, including any driver or chauffeur employed by the company
‘Hirer’ 'Client' shall be deemed to be the person who has signed the hire agreement and responsible for the payment of the hire
‘Party’ shall be deemed to be the Hirers principle guests, other guests or invitees
1. In making part or full payment and completion of the Booking Form the client is confirming they have read these Terms and Conditions and that they understand them and accept them in full and without exception and agree to be bound by them.
2. A current debit/credit card must be on file from the time of booking until completion of hire.
Failure to provide current card details at all times may result in cancellation of the booking.
Bookings/payments are not transferable from one person to another.
3. VIEWINGS :
Viewing the vehicles at our private premises is by appointment only. You agree and confirm that the Company and its employees will not be held liable for damage, accident or other experience to you or any member of your party or your property. That you and all members of your party when attending viewings do so entirely at your own risk. Any damage to The Companies property or its vehicles caused by those attending the viewing will be liable for all costs of repair/cleaning and subsequent loss of business. Toddlers/Children accompanying adults for viewings must be kept under control at all times, never left alone at any time, are not permitted to enter or exit vehicles without a member of Bow Field Hire staff present or to wander around the garage/property alone. Any child not kept under control will be asked to leave along with their party. The accompanying adult of any child causing damage to The Companies property, howsoever caused, will be liable for all costs of repair/cleaning and subsequent loss of business. No consideration will be made for any claims by those veiwing for injury or any other resulting losses. Due to the nature of the premises and its contents we strongly discourage and advise that children do not attend viewings.
QUOTATIONS: Are in accordance with the details provided and valid for 7 days.
Basic Hire Charge Includes: The number of hours hire as specified in our Quotation, one trip from collection address to ceremony location and onward travel to reception venue, vehicle(s), chauffeur(s), valeting, livery, travelling time, all mileage and fuel costs from our base and return.
Single Venue Wedding :
As per Standard Hire Charge accept no onward travel following the ceremony.
Additional Charges : Items not included in the Standard Hire Charge are by prior arrangement only and subject to vehicle(s) and chauffeur(s) availability and will incur additional charges per vehicle. Rates charged will be those in force at the time the additions/changes are made.
Additional Trips To Ceremony Venue: Priced per trip & according to distance & vehicle.
Additional Time - Pre-Booked: Calculated in ONE HOUR UNITS OR PART THEREOF. The rate increases after 18.00hrs and again after Midnight. Charges for additional time subsequently not required on the date of hire are non refundable.
Overtime Charge: Calculated in ONE HOUR UNITS OR PART THEREOF at a higher rate than pre-booked time. The hourly rate increases after 18.00hrs and again after Midnight.
Where a hire extends beyond the agreed period of hire, for whatever reason, overtime charges will apply and subject to vehicle(s)and chauffeur(s)availability. The chauffeur(s) is at liberty to leave at the Hire Finish Time as set out in the Booking Form and Booking Confirmation regardless of whether the itinerary has been fulfilled. If it is determined by the chauffeur(s) that the remainder of the itinerary cannot be completed by the Hire Finish Time and the chauffeurs(s) and/or vehicle are committed elsewhere and/or payment to extend the period of hire has not been met, the chauffeur(s) will be at liberty to leave. The Company will not provide any refund for such eventualities. Claims for refund or compensation will not be made or accepted.
If overtime can be accommodated, payment will be debited to the Hirers card details on file immediately. Should the payment fail, the vehicles(s) will depart. Cheques are not accepted nor payment at the end of the new agreed hire period.
The Company assumes no responsibility nor does it provide any guarantees whatsoever for ensuring that the Hirer or members of their party arrive at destinations on time. It is entirely the responsibility of the Hirer to determine whether the vehicle has been hired for a period sufficient to cover eventualities such as, but not limited to, traffic accidents, roadworks, events and peak traffic periods. In addition, the Hirer is responsible for ensuring that the Hire commences at a time which allows for such eventualities.
Administration Charge : Bow Field Hire reserve the right to make an administration charge if repeated changes are made to the original booking. If we are able to accept amendments within 3 weeks of the hire date an administration charge will apply. Payment will be due immediately for all changes made 60 days or less prior to the date of hire, Any variations to the agreed contract must be agreed with Bow Field Hire and subject to availability.
Discounted Rates/Special Offers: Additional conditions may apply and will be clearly displayed alongside the offer. If the Hirer makes changes to the agreed booking, the discounted rate will be forfeited and the hire charge will be that in force at the time the changes are made. Any shortfall in the deposit must be paid in full. Discounts applied to a multiple vehicle booking will no longer apply should a vehicle or vehicles be subsequently cancelled. The deposit for the cancelled vehicle will be forfeited and cancellation charges will apply. Current hire rates will be applied to the remaining vehicle(s.)
Parking Fines, Parking Charges, Parking Permits and Toll Charges at locations as advised in the itinerary are the responsibility of the Hirer. If permission is required to enter and/or park at any location/address, evidence that permission has been granted must be provided to us in advance of the date of travel.
Chargeback On Payments: The recipient of your payment & all subsequent payments will appear on your bank/card statement as ARRIVALS. You will be provided with dates on which all payments must be settled by and the name of the recipient of your payment. A cancelled payment must be reinstated in full including an adminstration charge of £40.00 plus any other costs incurred within 48 hours otherwise your booking is at risk of cancellation and the payment will still be due. A cancelled payment can only be settled by bank transfer.
5. RESERVATION DEPOSIT
The Reservation Deposit secures a specific hire date and initial administrations costs. The Client must provide their card details to set up the booking but payment will not be debited until the completed Booking Form is received by us. The Client does not have a right to a reserved vehicle until both the Reservation Deposit payment & completed Booking Form (see point 7) have been received. Reservation Deposits are non refundable.
UP TO 2 VEHICLES: - 1/3 of total hire charge
3 OR MORE VEHICLES and/or MORE THAN 3 HOURS HIRE: - 50% of the total Hire Charge
Hire date within 120 days: 2/3 of total hire charge
Hire date within 60 days: Full Booking Fee due
No Cancellation policy applies to any booking received up to 120 days prior to the date of hire and subsequently cancelled. Outstanding balance in full will be due.
DSR do not apply to services whereby a specific date is required for the service to be provided.
Accepted methods of payment: credit / debit card or cash.
CHANGING THE VEHICLE OR DATE OF HIRE :
Payments are not transferable to another vehicle or date. This will be deemed a cancelled booking. The reservation deposit will be forfeited and cancellation charges will apply.
7. BOOKING FORM and BOOKING CONFIRMATION :
BOOKING FORM: Upon reservation the Hirer is responsible to ensure safe delivery to us of the completed Booking Form within 48 hours, upon receipt of which the appropriate payment will be debited immediately to the Hirers card. If the Booking Form is not received within 48 hours it will be deemed the booking is no longer required and the vehicle(s) will be available to any other enquiry/booking. The Hirer accepts that it is not the responsibility for Bow Field Hire to issue reminders to return the Form. The Hirer must ensure that we are fully aware if there is more than one ceremony and full details must be included in the Booking Form. Two ceremonies are charged extra regardless of their locations.
BOOKING CONFIRMATION: Written confirmation of a booking will be provided by us within 10 days of receipt of the completed Booking Form. If Booking Confirmation is not received the Hirer must assume that we have not received the Booking Form and therefore the itinerary is not confirmed and cannot be carried out by us.
The Client is advised in advance of the charges for any additional items not included within their quotation. The final Hire Charge will be in accordance with the details provided in the Booking Form and remains adjustable for any future changes made by the Hirer. If the total base to base mileage is reduced by the Hirer, the agreed and accepted quote will not alter.
We do not guarantee to be able to accept changes following acceptance of the original agreed hire details. The chauffeur will not carry out any trips or stop at any locations not included in the agreed Booking Confirmation. Alterations/amendments/additions will not be accepted within 14 days of the hire date.
The Company reserve the right to adjust the agreed hire charge if subject to significant increases in fuel costs or V.A.T. increases. The Hirer accepts that an additional charge may become necessary when booking ahead.
8. BALANCE PAYMENT :
The outstanding balance will be due in two equal stage payments before the date of hire. The first at 120 days and the second at 60 days. If the first payment date has already passed at the time of booking, the amount due will be added to the Reservation Deposit and due immediately upon booking.
Payments will be debited automatically to the card details provided by the Hirer at the time of reservation, on or just before the due dates as advised. If the card is declined or reached its expiration date before the due dates the Hirer must supply new card details. Balance payments can be paid at anytime but not later than the due by dates. Therefore the Client agrees
to pay their full balance payment(s) on or prior to the due date(s) and accept it is not the responsibility for Bow Field Hire to remind them. Non receipt of the full balance by the final due date(s) will incur an administration charge of £20 for each late payment should we need to send more than one courtesy reminder.
At 46 days prior to the date of hire, no service will be provided for accounts not paid in full unless the client has advised us before the final due date(s) and a later payment date has been mutually agreed. Bow Field Hire reserve the right to re-book the vehicle(s) to other clients. The deposit and any payments on account are non refundable. The outstanding balance and any accrued administration charges will still be due in full.
To re-set up the booking - subject to time permitting and availability and by 21 days of the hire date at the latest. A re-set up charge of £30.00 will apply. The remaining balance, administration fee's (if accrued) and re-set up charge will be due for immediate settlement before the booking can be re-set up. Accepted methods of payment: credit / debit card or cash.
9. HIRE START TIME / HIRE FINISH TIME:
The Hire Start Time is the time the Hirer requests the arrival of the vehicle(s) at the first address. Ample time is allowed for the journey from our base, however, it is impossible to know what may be encountered on this journey and therefore we cannot guarantee to arrive precisely at the time requested.
When the vehicle arrives at the final destination as advised in the itinerary, the driver(s) will be free to leave. This may be earlier than the Finish Time advised. If photo's with the vehicle(s) are required, please ensure these are taken on arrival otherwise the vehicle(s) will depart. Single Venue Ceremony & Reception:
If you have requested car(s) to wait for photo’s after ceremony, please ensure these are taken before the rest of your photo’s otherwise the vehicle(s) will depart. In all instances, photographs are time permitting. Vehicles will depart by the HIRE FINISH TIME at the latest.
11. COLLECTIONS FROM COMMERCIAL VENUE (Hotel etc.) :
Passengers should make themselves available at the requested time. The chauffeur will not be responsible to search for passengers. If, after an adequate period of waiting passengers have not made themselves known to the chauffeur, the vehicle will leave.
No refund will be due.
claim for refund or compensation will not be made or accepted.
12. VEHICLE ACCESS :
The Hirer should ensure that adequate access, turnaround and exit for the vehicle(s) is available at all address's to be attended. If these are restricted in any way, the driver will stop at the closest point available, regardless of distance. The Company must be informed at the time of booking if roads or driveways to locations requested are unmade. Chauffeur(s) will be at liberty to refuse passing over an unmade road, driveway, grass or field if there are concerns that damage may be caused to the vehicle or that the vehicle may become grounded. The drivers or Companies decision will be final.
13. EVENING COLLECTIONS:
Passengers must be ready to leave on time. A vehicle can only wait by prior arrangement, availability and time permitting. Overtime (no prior arrangement) will be charged in FULL ONE HOUR units.
14. CHILDREN AND CHILD SEATS :
Children must be accompanied by an adult over the age of 18 years for all journeys. Children must behave and remain seated at all times. We do not allow child seats of any kind to be fitted in any of our vehicles. We are unable to transport children who have not reached their 3rd birthday on the date of travel. Children over 3 years old are legally allowed to travel in the back seat without child restraints. If the chauffeur suspects that a child is under 3 years old and proof cannot be provided of the childs date of birth, the chauffeur will refuse to carry the child. Children are not permitted to travel on the lap of another passenger.
15. LIMITATION OF LIABILITY
a) The Company will not he held responsible for failure to provide the required service if caused by circumstances beyond its reasonable control such as but not limited to adverse weather conditions, major traffic hold-ups, mechanical breakdown, punctured tyre, accidents, road works or client delays.
b) Any appointment times provided by the Hirer will be for the purpose of information only and do not form part of any agreement or contract.
c) The Company shall not be responsible for appointments being missed, cancelled or commencing later than scheduled due to parties departing late or not allowing sufficient journey time, incorrectly advised timings, incomplete address details, traffic congestion, accident, poor weather conditions, or other circumstances beyond our control.
Routes are planned in advance of the hire date and the most direct routes will be taken avoiding motorways wherever possible. We are not responsible to have prior knowledge of busy locations, roadworks, level crossings, traffic lights, events, incidents, accidents or traffic problems which may cause delay. Should the Hirer wish an alternative route be taken, this must be advised and agreed ahead of the hire date. The Hirer or any member of their party should not request that the driver deviate from the planned route during the hire period if not previously arranged. The driver will not be obliged to accommodate such a request. The Company shall not be responsible for any delays or the driver(s) being unfamiliar with the route as a result of a change of the planned route by the Hirer or member of their party. Any changes to the planned routes, whether in advance or on the date of hire will be entirely at the risk of the Hirer.
e) The Hirer accepts that in-car entertainment such as video, television screens, DVD, light shows etc. is provided as a courtesy and its use and/or availability does not form part of the Hire. In the event that any equipment malfunctions prior to or during the hire, the Company accepts no liability whatsoever and no compensation shall be provided in such instances, nor shall we accept any claims for any form of refund.
f) The Company, if requested, will offer advice in good faith and does not form part of any contract. We do not accept any responsibility for advice, guidance or opinion given which may be inaccurate.
g) The Hirer must satisfy him/herself and is responsible to ensure that all details provided in the Booking Form are accurate and timings are adequate for the itinerary contained therein.
h)The chauffeur will have the right to refuse entry into any vehicle in his charge to any person who is, or appears to be under the influence of alcohol or illegal drugs. Offensive or abusive behavior directed at the chauffeur(s) and/or vehicle(s) by the Hirer or member of the Hirers party or their guests will result in the withdrawal of hire. The chauffeurs decision is final. Any claim for refunds or compensation will not be made or accepted.
16. VEHICLE BREAKDOWN / DELAYS:
It is understood and expressly accepted by the Hirer that due to their age, vintage & classic vehicles are notoriously and inherently unpredictable, do not have the benefit of modern technology and precision engineering and there is an increased risk of mechanical failure or temporary failure. The Proprietor is unable to accept liability for delays, missed appointments or failure to provide the required service if caused by circumstances beyond its reasonable control, such as but not limited to breakdown, punctured tyre, temporary failure of the vehicle, accident or the withdrawal of vehicle(s) occurring prior to, or within the agreed hire period. A claim for refund / compensation will not be made or accepted. Any reimbursement will be limited to, and shall not exceed monies received and proportionate taking into account vehicle substitute, journeys completed or partly carried out, administration and other expenses already expended. Our vehicles are subject to a programme of on-going maintenance but parts are not available 'off the shelf.' We cannot and do not guarantee the performance of any vehicle or to supply vehicles as booked. Should a booked vehicle become unavailable the Client will be offered an alternative vehicle if available or a refund for that vehicle. If more than one vehicle is booked, the remainder of the contract remains unaffected & no refund will offered or due. If contact cannot be made, the Proprietor reserve the right & shall determine if a vehicle will be substituted or refund issued. In the event of breakdown/accident or other reason beyond our control on the date of travel after the vehicle has left its base, (an emergency situation) the proprietor reserve the right to provide a substitute vehicle if available and time allows and without consultation with the Hirer but is unlikely to be able to arrive at the scheduled time. It is understood that a substitute vehicle may not be possible due to distance and time constraints; the further the location from our base, the less likely this will be. In all instances the Hirer accepts that each of our vehicles is unique and a substitution will NOT be the same as that booked. In the case of camper vans, if no other camper van is available, the substitute vehicle will be a car and the Hirer accepts and agrees to this.
We will not be responsible to organise transport from a third party.
"Non-performance" of the required service by the Company will be determined at the absolute discretion of the Company. Monies already paid with regard to the specific hire will be refunded. No consideration will be made for any claims for any other resulting losses. Delays whilst in transit from our base and/or between pick-up points and destinations, client delays or other circumstances beyond our reasonable control such as but not limited to, adverse weather conditions, traffic congestion, mechanical breakdown, accidents, road works will not be deemed to be the Company’s responsibility or classified as non-performance of the required service.
The Hirer should have in place their own back up travel arrangements
17. ADVERSE WEATHER CONDITIONS:
The Hirer expressly accepts upon booking that in the event of adverse weather conditions resulting in hazardous driving and road conditions The Company shall consider without compromise the safety of its passengers, chauffeur, vehicle and other road users.
We reserve the right to cancel the booking or replace the vehicle to one better equipped to cope with conditions if available. The Company do not accept responsibility for vehicle breakdown, delays or the withdrawal of vehicles prior to or within the hire period due to severe weather conditions. Reimbursement will be entirely at our discretion, limited to and shall not excedd monies received and will be proportionate taking into account any journeys completed or partly carried out, administration and other expenses already expended. However the reservation deposit/s would not be included in any refund as extreme weather conditions would be considered an unforeseen act of god outside of our control and administration and other expenses already expended will still need to be met.
The Hirer should have in place their own back up travel arrangements and appropriate wedding insurance cover for weddings taking place during the winter period to cover for weather related problems. Claims for reimbursement will not be made or accepted.
18. DAMAGE TO VEHICLE :
The Hirer shall be fully responsible and liable for any damage to the vehicles(s)and its contents by The Hirer or any member of their party, howsoever caused. This includes incitement to any third party which results in damage. The Hirer agrees to be liable for the total retail cost of the repair and the Company will determine the location of the repairer. In addition, The Hirer will be liable to pay the Company a fixed daily rate (determined by the Company) whilst the vehicle is out of commission for such repairs, plus any further incurred losses such as lost bookings.
The Hirer or any member of their party must not put their feet on the seats of the vehicle or use feet to push open doors. Neither will they use the vehicles carpets or over rugs to clean shoes. Unreasonable soiling to the car including, but not limited to, excessive confetti, mud, shoe polish and illness will be the responsibility of the Hirer. The minimum valeting cost will be £50.00. Sanitation fee is £150.00.
The Hirer expressly accepts that, except in cases of emergency, only the chauffeur may open and close vehicles doors. This is a safety precaution to minimize the risk of accidents and damage to the vehicle. The Hirer will be liable for any doors opened by passengers resulting in damage.
No items will be tied to the vehicle. No writing
or stickers will be permitted on the vehicle.
Champagne must not be uncorked inside any vehicle.
The Hirer assumes full financial liability for any damage to the vehicle caused during the duration of the rental by them or any members of their party. In all cases of damage to the vehicle(s) the amount as detailed will be debited with immediate effect to the card details supplied and held on file.
19. PASSENGER SEATING CAPACITY AND WEIGHT RESTRICTIONS :
The maximum number of passengers for each vehicle is clearly shown next to each vehicle on this website and shall not be exceeded. The maximum number of passengers will be determined by passenger size and weight. If the driver determines the car is overloaded, regardless of whether seats remain vacant, he will be at liberty to reduce the number of passengers permitted. Damage caused to the vehicle by excessive single or multiple passenger weight will be charged to the Hirer.
20. BELONGINGS / PROPERTY :
The boot or luggage trunks of the vehicles are small and are not available for client use. Every effort is made to ensure against damage to, or loss of property of the Hirer or any member of their party or guests traveling in our vehicles but the Company will not be responsible for any loss or damage howsoever caused. The Hirer is responsible to ensure that all articles are removed from the vehicle at the termination of the hire period to include rubbish, i.e. water bottles, tissues. The vehicle will not return with left items which should be collected from our office before disposal within 14 days. It is the responsibility of The Hirer that any member of their party or their guests to ensure that clothing/property is kept away from the car body, tyres, exhaust pipes, door shuts, locks and hinges etc. and any vehicle part requiring oil or lubricant. The Company will not be held responsible for damage to clothing or property.
21. CONFETTI :
The deliberate throwing of confetti/rice/lavender directly inside or over the vehicle is prohibited. Any damage to the vehicles interior or exterior through wet confetti or excessive confetti/rice/lavender will be the responsibility of the Hirer. Extra time spent on the removal of such or any items deliberately thrown inside or over the vehicle will result in the Hirer being charged for cleaning.
22. PASSENGER BEHAVIOUR :
Irresponsible behaviour which could give rise to damage to the Vehicle or endanger the safety of the passengers will not be tolerated in any form.
This includes, but is not restricted to, sitting on the exterior of the vehicle, hanging out of the windows, shouting abuse to other road users or pedestrians out of the window, rudeness or intolerance with the Chauffeur, misuse of the equipment, fixtures or consumables within the vehicle and wilful damage to the vehicle generally. Such behaviour may, at the sole discretion of the Chauffeur, the Company or its employees result in the immediate termination of the Hire without compensation. In addition, the Hirer shall be held liable and responsible for any losses, howsoever caused, by the behaviour of his or her party.
All persons to be carried must remain seated at all times and where seat belts are provided, must be used. Any claim for personal injury sustained due to not wearing seat belts where provided will not be accepted. The Hirer accepts that many of our vehicles are of an age whereby they do not have seat belts fitted. These vehicles, by law, do not require them.
23. CANCELLATION :
The Hirer reserves the right to cancel a booking. Cancellations must be received in writing from the Hirer. Telephone cancellations or cancellation by a third party will not be accepted. The Hirer will receive written confirmation of the cancellation within 7 days.
The Hirer must inform Bow Field Hire if within 7 days of the date the cancellation is made they have not received our letter or email confirming the cancellation, the hirer must not automatically assume their cancellation request has been received and actioned.
Cancellation charges will apply in all circumstances and debited to the Hirers card details on file immediately upon cancellation.
SCALE OF CANCELLATION CHARGES:
Up to 120 days Notice : Outstanding balance in full will be due
Up to 150 days Notice : 75% of outstanding balance will be due
Up to 180 days Notice : 50% of outstanding balance will be due
More than 181 days Notice: 10% of outstanding balance will be due
‘No Cancellation Policy’ applies to bookings received up to 120 days prior to the date of hire and subsequently cancelled. Outstanding balance in full will be due.
Cancellation of a booking is not accepted until cancellation fees or balance payments (whichever is applicable) and any accrued charges are paid in full. Payments on account will not be used in lieu of cancellation fees due.
The Company reserve the right to cancel a booking at any time and for any reason and without explanation and limits its liability to monies received.
24. MISCELLANEOUS :
a) The Company reserve the right to amend its hire rates and to amend or terminate any discounted offers without prior notice.
b) In order to maintain standards The Company reserve the right to change the exterior colour and/or interior material/colour, and to withdraw and/or replace any vehicle from service at any time. The Hirer, if affected, will be informed of the changes or the withdrawal of the vehicle.
c) We cannot guarantee that vehicles colours are reproduced accurately on screen and this may differ between devices. Clients should satisfy themselves that all aspects of the vehicle(s) including colour and size are suitable for their needs prior to booking.
d) The vehicle(s) booked will be fully valeted and dressed with ribbons. Silk flower arrangements will be provided if the vehicle has a rear parcel shelf. Chauffeurs will be in appropriate attire. Chauffeurs will perform their duties in a helpful, polite and courteous manner. All bookings will be treated in a helpful, courteous and respectful manner by all staff of Bow Field Hire.
e) Eating / drinking / smoking /uncorking is not permitted inside any vehicle.
f) From time to time photographs of our vehicles during a wedding are taken. These may be used on our websites, Social Media or in printed matter and may contain images of the bride, groom and other members of the wedding party. The client grants permission for these to be displayed unless we are advised prior to the wedding day that the client does not wish this.
g) Card Surcharge Per Transaction: Credit Card - 3% Business Card - 4% Debit Card - £1.00 Any rises in card fees will result in an adjustment to the above fees with immediate effect
Any charges which become due will be debited without notice to the Hirers card on file.
25. COMPLAINTS / CLAIMS :
In the unlikely event of a complaint or claim, this must be in writing from the Hirer within 14 days from the date of hire. Claims for personal injury sustained due to not wearing seat belts where provided will not be accepted. Refunds will be issued with 28 days
26. ONLINE REVIEWS :
Malicious and/or untrue events posted on social networking sites or review sites are discouraged. To malign our reputation and good name online or through any other medium would be inappropriate and libellous and will be vigorously defended
Bow Field HIre reserve the right to amend its Terms and Conditions of Booking from time to time and any such changes will be available on this website or by post if requested.
Images, Text & Design Copyright © Bow Field Hire 2015