[Please note that these terms and conditions of hire are an example of our standard terms at the time of upload, and may be subject to change or influenced by specific arrangements – please refer to the version you are provided with at the time of booking]
Terms and Conditions of Hire
The following constitutes an agreement between Matthew Baillie (trading as The Newbury Camper Company) and ________ (hereinafter referred to as “the Hirer”).
This agreement becomes binding once the Hirer has signed below or made payment towards the booking, whichever occurs first. This agreement shall be governed by and construed in accordance with the laws of England and Wales.
The agreed hire period is ___________________ to ___________________.
In the event that the vehicle is not returned at the agreed time, these terms will continue to apply, and additional charges may be imposed.
1. Hirer Responsibilities
1.1 Overall Responsibility
The Hirer assumes full responsibility for the vehicle and its occupants throughout the hire period, and is the primary driver. The Hirer is responsible for sharing these terms with any other intended drivers.
1.2 Driver Identification
The Hirer is obligated to identify the driver at any given time if required, such as in the event of an accident or driving offence.
1.3 Insurance Excess and Uninsured Costs
While comprehensive insurance is provided, the Hirer is responsible for any excess or other costs not covered by the insurance policy. The Hirer and each named driver must review the insurance documentation and ensure it meets their needs.
1.4 Authorised Drivers
The Hirer must ensure that the vehicle is driven only by individuals who have been agreed upon and vetted by The Newbury Camper Company and meet all insurance requirements.
The Hirer is automatically designated as the main driver, and one further driver can be nominated subject to completion of pre-hire checks.
All drivers must undergo pre-hire license checks, and be present with their physical driver’s licence at handover. Copies cannot be accepted, and physical presence of all drivers is required.
The Hirer acknowledges that vehicle insurance is renewed periodically and that specific requirements or policy limitations may change between the time of booking and the start of the hire period. The Newbury Camper Company reserves the right to update driver eligibility criteria or coverage terms in accordance with any such changes imposed by the insurer.
1.5 Supervision of Vulnerable Individuals
The Hirer is responsible for ensuring the safety and appropriate supervision of children and vulnerable adults while in and around the vehicle.
1.6 Pop-top Bed Configuration and Safety
The upper bed in the pop-top roof is designed as a sleeping area for children or one adult, with a maximum combined weight capacity of 100kg. The sleeping area is enclosed on three sides by the vehicle structure and roof canvas, with an opening at the foot of the bed for access.
Due to the compact nature of the campervan, no ladder is provided for the upper bed. The Hirer is responsible for physically assisting children into and out of the sleeping area as required.
While the three-sided design provides a sense of security, the Hirer remains responsible for assessing their children’s suitability for the space and providing appropriate supervision. In line with fire safety best practices, no safety nets or permanent rails are fitted to ensure that occupants can exit the area quickly and without obstruction in an emergency.
1.7 Physical Ability
The Hirer recognises and accepts that a campervan is a confined space, and requires adequate strength, mobility and flexibility to operate functions including, but not limited to, accessing and using levers and handles at floor level, lifting, pushing and pulling in an enclosed space. The Hirer accepts responsibility for ensuring that only those capable of safely completing such tasks undertake them.
2. Use of the Vehicle
2.1 Permitted Use
The vehicle is to be used solely for personal travel and not for transporting persons or items for hire or reward, or for any business purpose.
2.2 Security
The vehicle must be left locked with all windows and pop-top roof secured when unattended. Valuable items must not be left in the vehicle, and are not covered by the vehicle insurance.
2.3 Prohibited Materials
No corrosive, flammable, or explosive materials may be carried or stored in or near the vehicle.
2.4 Fuel Requirements
The vehicle must be returned with a full tank of the correct fuel. In the event that the vehicle is not fully refuelled, a charge of £25.00 plus the cost of the missing fuel will apply.
2.5 Return Procedures
The Hirer and all named drivers must be present for handover and participate in any inspections and documentation required upon return.
2.6 Excess Mileage Charges
Any mileage above 1250 miles per week (179 miles per day) will be charged at a fixed rate of £0.29 per mile.
2.7 Cleaning
The vehicle and all contents (including awning if used) must be returned clean and dry, in the condition in which received. Additional cleaning fees will apply if this is not the case.
2.8 Vehicle Tracking
For the security of the vehicle and to ensure compliance with these terms, a GPS tracking device is in use. This device is used to assist in vehicle recovery in the event of theft and to ensure compliance with these terms. Data is only accessed and processed when necessary for these specific purposes and is handled in accordance with our Data Protection policy (see Section 7).
3. Damage to Vehicle or Contents
3.1 Responsibility
The Hirer is responsible for any damage or loss to the vehicle or its contents, regardless of fault or third-party involvement. This responsibility is typically managed through the Security Deposit and Insurance Excess (see Clauses 1.3 and 4.3).
3.2 Damage Reporting
Any breakages or damage must be notified as they occur, and in advance of returning the vehicle. Damages will be charged at the cost of replacing the item (which may be that of a set or larger item, where an appropriate replacement cannot immediately be purchased separately).
3.3 Damage Charges
Due to other bookings, it may not be possible to arrange repairs for damages at or near the time they occur. In order to facilitate prompt settlement and return of deposit, the following fixed rates may be applied, at the discretion of The Newbury Camper Company. All figures are pounds sterling (£).
These rates represent a reasonable pre-estimate of the likely cost of repair and loss of use.
3.3.1 Exterior paintwork damage fixed rate
“Superficial” refers to clearcoat damage only, with other damage to paintwork classed as “deep”.
Superficial scratch or scuff less than 5cm £160.00
Superficial scratch or scuff 5-15cm £260.00
Superficial scratch or scuff 15cm or more £290.00
Deep scratch or scuff less than 5cm £250.00
Deep scratch or scuff 5-15cm £350.00
Deep scratch or scuff 15cm or more £450.00
3.3.2 Other exterior damage fixed rate
Alloy wheel damage, per wheel £170.00
Front splitter damage, per event £150.00
Light housing damage, rear, per piece £290.00
Light housing damage, front, per piece £220.00
3.3.3 Charges based on quotations
Alternatively, and at the discretion of The Newbury Camper Company, The Hirer may be charged the lesser of two third party quotations for the repair of any damage.
3.4 Administration fee
In all damage cases, an administration fee of £50.00 will apply.
3.5 Payment of repair costs
All payments in respect of damage during hire will be settled in accordance with clause 3.3.
3.6 Repair by Hirer
The Hirer will not, under any circumstances, attempt to repair or otherwise address or conceal damage without the express permission of The Newbury Camper Company. All repair decisions will be made and coordinated by The Newbury Camper Company.
3.7 Fair Wear and Tear
While we allow for fair wear and tear, this refers only to gradual wear over time and repeated use, and does not include any damage resulting from a single hire, such as dents, scratches, cuts, breakages, tears, burns or stains.
3.8 Canvas Damage
The Hirer is strictly liable for the full cost of canvas replacement if the pop-top canvas is nipped, cut, or torn during operation. This is classified as user error and is explicitly excluded from ‘Fair Wear and Tear’. It is the Hirer’s sole responsibility to ensure all windows are zipped and the canvas is manually guided inward, away from hinges, before the roof is locked.
3.9 Strong Odours
Smoking (including e-cigarettes) is not permitted in or around the vehicle. A charge of up to £500.00 will apply if the vehicle is returned with a persistent odour (e.g. from smoking). This charge is a pre-estimate to cover the actual costs of professional valet services, specialist odour removal, and any loss of revenue while the vehicle is unavailable for hire.
3.10 Return Procedure
The initial return inspection is provisional. Any damage discovered during subsequent cleaning or servicing may still be charged, with supporting evidence provided. The time-stamped handover photographs are the sole definitive record of condition.
3.11 Processing Fees: An administrative fee of £40.00 shall be charged for each instance where The Newbury Camper Company must process traffic offences, parking fines, or congestion charges on behalf of the Hirer, or manage a formal damage dispute through a third-party platform.
4. Payment, Cancellation and Refunds
4.1 Initial Payment
An initial payment of £500 deposit plus 20% of the total booking price is required to secure all bookings.
4.2 Full Payment (including deposit)
The remainder of the booking cost must be paid no later than 21 days before the first day of hire. In the event the booking is made within 21 days of the first day of hire, full payment is required at the time of booking.
4.3 Deposit
A £500 deposit is required to cover any additional costs including, but not limited to, cleaning charges, damage and refuelling. The deposit, or remainder thereof, will be returned within 14 days of the hire, once any costs have been deducted. In the event that costs are incurred which exceed the deposit, these must be paid for in full by The Hirer within 14 days of notification of those costs.
4.4 Cancellation by Hirer
In the event of The Hirer cancelling a booking, the amount refundable will be as follows:
More than 21 days before first day of hire, 70% of booking cost refunded
15-21 days before first day of hire, 50% of booking cost refunded
8-14 days before first day of hire, 30% of booking cost refunded
0-7 days before first day of hire, 20% of booking cost refunded
(Booking cost includes hire fees, service fees, and any other costs).
If The Newbury Camper Company is able to re-hire the vehicle for the same period following a cancellation, we will refund the original Hirer any additional amounts recovered, less an administration fee of £50.00 and any difference in the hire rate.
4.5 Cooling Off Period
As this hire relates to leisure services for specific dates, the statutory 14-day cooling-off period
under the Consumer Contracts Regulations does not apply.
4.6 Third-Party Platforms and Contractual Hierarchy
Where the Vehicle is booked via a third-party platform (e.g., Camplify, Goboony), the platform’s terms shall govern the financial transaction and initial cancellation processing. However, these Terms and Conditions constitute the Definitive Rental Agreement regarding the physical use, safety, and technical operation of the Vehicle.
4.6.1 Precedence
The Hirer acknowledges that any platform ‘Fair Wear and Tear’ policy is superseded by the specific damage definitions in Section 3 of this agreement.
4.6.2 Direct Liability
The Newbury Camper Company reserves the right to pursue the Hirer directly for any losses, damages, or fees that exceed a platform’s security deposit or are denied by platform-mediated insurance.
4.7 Cause of Cancellation
These terms apply irrespective of the reason or cause of the cancellation.
4.8 Late Payment
In the event that payments due are not received, The Newbury Camper Company reserves the right to cancel the respective booking and charge The Hirer the equivalent amount to a cancellation by hirer as detailed in clause 4.4.
4.9 Cancellation by The Newbury Camper Company
In the event of cancellation by The Newbury Camper Company (for example, due to mechanical
issues or damage to the vehicle by the previous hirer), the booking or affected period will be
refunded. Where there is a delay to the start of a booking, or the hire period cannot be completed, refunds will be issued for the affected days. The Newbury Camper Company’s liability will be limited to the refund of hire fees paid for unused days; no further compensation will be payable.
5. Limits of Liability
5.1 Company Liability
The Newbury Camper Company is only liable for any loss or injury suffered by the Hirer or a
member of their party if such loss or injury is due to our negligence. Nothing in this agreement limits or excludes liability for death or personal injury caused by negligence, but otherwise, and to the extent permitted by law, our total liability is limited to the amount paid for the hire. This does not affect your statutory rights or our liability for fraud or any other matter which cannot be excluded by the laws of England and Wales
5.2 Release of Liability
Subject to our obligation to provide the vehicle and advertised features, the Hirer releases The Newbury Camper Company from any liability for any loss or damage incurred, including but not limited to loss or damage to property left in or on the vehicle, or consequential losses resulting from the cancellation of the booking.
5.3 Weather
The Newbury Camper Company cannot accept cancellations, offer refunds, or adapt these terms and conditions due to the impact of adverse weather.
5.4 Parking at Pickup Point
It is possible to park your vehicle at or near the pickup point, which has public, on-road parking. This is entirely at your own risk and under the cover of your own insurance, and The Newbury Camper Company cannot accept any responsibility or liability in relation to your vehicle.
5.5 Operational Indemnity
Any failure to adhere to weight limits (Section 1.6), setup procedures (Section 1.7), or prohibited uses (Section 2) shall be treated as a Fundamental Breach of Contract. In such cases, the Hirer agrees to indemnify The Newbury Camper Company for the full cost of repair and replacement, regardless of any third-party insurance limitations or platform-mediated deposit caps.
6. Breach of Terms
6.1 Cancellation for Breach
If the Hirer breaches the terms and conditions, The Newbury Camper Company reserves the right to cancel the booking without warning. Any such cancellation will take effect immediately upon notification to the Hirer.
6.2 Immediate Removal
If the Hirer is already in possession of the vehicle, they may be required to vacate the vehicle immediately.
6.3 Non-Refundable Hire Period
No refunds will be provided for any part of the hire period if these terms and conditions are breached.
6.4 Recovery & Error Costs: The Hirer is liable for all costs associated with vehicle recovery, specialised cleaning, or roadside assistance resulting from Hirer error. This includes, but is not limited to: misfuelling, battery drainage due to internal lights/electronics left on, or vehicle recovery from soft ground where the Hirer has ignored local conditions or warnings.
6.5 Driver Requirements
In the event a planned or intended driver is found to be, or becomes, ineligible for the insurance provided, including situations where eligibility changes (for example, due to a recent offence or loss), the change must be disclosed immediately to The Newbury Camper Company. In such
circumstances, the driver may not be permitted to drive the vehicle. If this person is the sole driver, the hire may be terminated without refund.
7. Data Protection
7.1 GDPR
The Newbury Camper Company is committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR).
7.2 Data Collection and Processing
We will collect and process personal information (such as name, contact details, driving licence information, and payment data) solely for the purposes of managing your booking, fulfilling our contractual obligations, and complying with legal requirements.
7.3 Data Sharing
Your data will not be shared with third parties except where necessary for the operation of the hire (e.g. insurance providers, payment processors, or relevant authorities in the event of a legal issue or accident).
7.4 Data Retention
We will retain your data only for as long as necessary to fulfil our legal and business
obligations. You have the right to request access to, correction of, or deletion of your personal data at any time, subject to legal and contractual restrictions.
7.5 Contact
For any questions or concerns about how we handle your data, or to exercise your data rights, please contact [email protected].
Acknowledgment
By signing below, I acknowledge that I have read, understood, and agree to these terms and
conditions. Further, I confirm that,
– I have no more than two 3-point convictions or I have no more than one 4-point conviction.
– I have no more than one fault or outstanding incident or insurance claim in the last 3 years.
– I have been provided with a copy of the vehicle insurance policy, have read and understood its terms, acknowledge my liability for any excesses or other losses not covered by the policy, and am confident that this policy meets my needs.
– I agree to provide updated driver information or documentation if requested prior to the hire date to ensure compliance with any revised insurance policy terms.
I acknowledge that the time-stamped photographs taken during the handover process constitute the sole definitive record of the vehicle’s condition at the start of the hire.
[SIGNATURE FIELDS]
This document is retained by The Newbury Camper Company. We encourage all hirers and drivers to take a photograph of this agreement for their own records.