Terms & Conditions of Hire

as at 01/06/2025

1. Definitions

a. ‘We’, ‘Us’, ‘Our’, ‘Company’ or ‘roadtrippin365’ refers to ROAD TRIPPIN 365 LTD trading as roadtrippin365.
b. ‘I’, ‘me’, and ‘my’ refer to the customer(s) named on the Rental Agreement, jointly and severally.
c. ‘This Agreement’ includes the Rental Agreement, the Motor Rental Insurance Agreement, and these Terms and Conditions. In the event of any conflict between these Terms and Conditions and any other literature from roadtrippin365, these Terms and Conditions shall prevail.
d. ‘Customer’ means the individual(s) identified as the hirer on the Rental Agreement, including any person whose credit/debit card is used to pay for the hire.
e. ‘Living Equipment’ refers to all standard onboard items provided with the vehicle, which may include, but are not limited to, TV/DVD player, crockery, cutlery, cooking utensils, and other household items.
f. ‘Rental Period’ denotes the duration of hire as stated on the Rental Agreement, including any agreed amendments and any additional time the vehicle is in the customer's possession or control.
g. ‘Vehicle’ means the motorhome as outlined in the Rental Agreement, including tyres, tools, accessories, living equipment, additional supplied equipment, vehicle documentation, and any substitute or replacement vehicle provided by roadtrippin365 at its discretion.

2. Hire Rates Include:

a. VAT (at the applicable rate)
b. Unlimited mileage (where stated)
c. Standard UK motor insurance*
d. Standard UK equipment and breakdown cover**

*Please note: Additional insurance costs may apply if the named driver has motoring convictions or works in an occupation considered high-risk. Any such charges will be passed on to the customer.

**roadtrippin365 provides full breakdown cover for mechanical failures of the base vehicle. However, callouts due to user error (e.g., flat battery caused by lights being left on) will be charged to the customer. Any breakdown or issue caused through misuse or negligence is fully chargeable. Refer to Section 11 for more on negligence and liability.

3. Eligibility & Driving Licence Requirements
I acknowledge and agree to the following conditions:

a. All drivers must be aged between 25 and 79 years, in good health, and must have held a full valid driving licence for a minimum of two years.
b. All drivers are required to present their driving licence at the time of vehicle collection. For UK licence holders, driving records (including penalty points) are now maintained online. Each driver must generate a licence check code at www.gov.uk/view-driving-licence and provide this code at the time of booking and again within three weeks of collection. Please note: the code is only valid for 21 days.
c. All drivers must also provide their passport at the time of collection.
d. The main driver must provide three separate forms of identification. One must be photographic ID (such as a passport or photo driving licence). The other two must show the current name and residential address of the driver, dated within the last three months (examples include utility bills, bank statements, council tax bills, or official letters).
e. Non-UK licence holders must provide the same documents as listed above, plus details of the address where they will be staying while in the UK.
f. The main driver will be held personally liable for any fines, penalties, or damages incurred during the hire period, including but not limited to parking fines, traffic offences, or toll charges.
g. roadtrippin365 reserves the right to decline vehicle hire to individuals employed in, or associated with, the following occupations: professional sports, racing, gambling, modelling, street trading (hawking), general dealing, the motor trade, and the carriage of goods for hire or reward.

IMPORTANT: If you or any listed driver has any serious motoring convictions within the last five years, has six or more penalty points, or if you have concerns about your licence status, please contact us immediately.

4. Charges

I agree to pay the following charges as part of this hire agreement:

4.1. Booking Deposit
A reservation is only confirmed once a booking deposit of 25% of the total hire cost has been received (unless agreed otherwise), and confirmation has been issued by roadtrippin365 via email.

4.2. Remaining Balance
The outstanding balance is due no later than six (6) weeks before the hire start date. This will be charged to the card used for the deposit. For bookings made less than six weeks prior to departure, full payment is required at the time of booking. We reserve the right to cancel any booking if payment is not received by the due date.

4.3. Security Bond
A refundable £1000 Security Bond must be paid upon collection of the motorhome. This amount will be debited immediately and is fully refundable within 7–10 working days after the vehicle is returned in the same condition it was hired, on time and to the agreed location. You irrevocably authorise roadtrippin365 to deduct any due amounts from this bond for breaches of this agreement. We reserve the right to increase the bond for high-risk bookings (e.g., music festivals, sports events).

4.4. Cancellation Charges
a. More than 6 weeks before collection: booking deposit is retained
b. Between 6 and 2 weeks before collection: 50% of the hire charge is retained
c. Within 2 weeks of collection or in the case of a no-show: 100% of the hire charge is retained

4.5. Rental & Cleaning Charges
a. All standard rental charges as per the agreement.
b. A cleaning fee of £100 if the vehicle is returned with an unclean interior.
c. A fee of £100 if the toilet cassette has not been emptied and cleaned before return.
d. A penalty of £500 if there is any evidence of smoking or vaping inside the motorhome.
e. Refuelling charges: the cost of refuelling based on local pump prices, plus a 25% admin fee.
f. Late return charges: £75 per hour if the vehicle is returned after the agreed time.
g. We reserve the right to amend hire charges at any time without prior notice.

4.6. Damage
a. Any costs associated with damage to the motorhome or third-party property.
b. The daily hire rate for any period the vehicle is unavailable due to accident repairs (demurrage).
c. Costs for any damage resulting from negligence. Refer to Section 11 for further details.
d. Vehicle recovery costs if the motorhome becomes stuck (e.g., in mud or sand).

Note: All accidents or damage must be reported to roadtrippin365 immediately, and no later than 24 hours after the incident. An accident report form must also be completed within 72 hours of the hire end date.

4.7. Other Charges
a. Any other incurred charges, including but not limited to: government taxes, parking fines, traffic penalties, tolls, London Congestion Charges, each subject to an additional £42 administration fee.
b. Any other fees or expenses incurred by roadtrippin365 as a result of the customer's breach of this agreement.

5. Payment

a. Payment must be made via credit or debit card. The motorhome will not be released until full payment has been received and cleared.

b. roadtrippin365 is irrevocably authorised to complete any documentation and take necessary steps to recover any outstanding amounts due under this agreement directly from the card issuer used for the booking.

c. I agree not to dispute any charges owed to roadtrippin365 under this agreement and shall indemnify and hold roadtrippin365 harmless against any losses (including legal costs) arising from any such dispute being raised with the card issuer.

d. I acknowledge all transactions are processed in Pounds Sterling (£). Where applicable, fluctuations in currency exchange rates may result in a difference between the amount initially debited and any refund processed after the hire period. I accept that roadtrippin365 is not liable for any such variance.

e. All charges under this agreement are payable upon demand. If I fail to pay on time, I agree to a late fee of 1.5% per month on the outstanding balance, plus any associated collection costs, including reasonable legal fees.

f. Where the customer comprises more than one person, all named parties are jointly and severally liable for the obligations set out in this agreement.

g. The total charges listed in the Rental Agreement are indicative. I agree to pay any shortfall and understand that any overcharge acknowledged by roadtrippin365 will be refunded.

6. Collection and Return

6.1. Location & Hours
The roadtrippin365 depot is based at Roeshot Farm, Lyndhurst Road, Christchurch, England, BH23 4SG. Standard office opening hours are as listed on our website and may vary depending on the season.

6.2. Vehicle Check & Induction
Before each hire, roadtrippin365 carries out a comprehensive pre-rental inspection of every motorhome to ensure all systems are operational. During collection, the hirer will be given a full tour and demonstration of the vehicle's features.

If any onboard system fails during the hire, we will do our best to assist remotely. However, in some instances, immediate resolution may not be possible, and we do not guarantee refunds or replacement vehicles in such cases.

We are not responsible for any consequential losses, delays, or disruptions caused by equipment failure. In winter conditions, it is the hirer's responsibility to take appropriate precautions to prevent weather-related damage, such as freezing.

6.3. Vehicle Collection
I agree to the following:
a. I will collect the vehicle at the time allocated to me (allocation sent no later than 5 days before collection).
b. I will allow approximately 30 minutes for the handover process, during which documentation will be finalised and the vehicle demonstrated.
c. I acknowledge that I am receiving the motorhome in a clean, roadworthy condition, with a full fuel tank and an empty toilet cassette. I agree to return it in the same condition, or additional charges will apply.

6.4. Vehicle Return
I acknowledge and agree to the following return conditions:
a. I will return the vehicle on the agreed date and time, as outlined in the Rental Agreement. Unless agreed otherwise, return must be between 08:30 AM and 10:30 AM. Failure to inform roadtrippin365 of a late return may result in charges and possible legal liability (e.g., uninsured operation).
b. I will have the vehicle emptied and ready for inspection by 10:30 AM.
c. A primary inspection will be completed upon return, in the presence of the hirer, and a return check sheet will be signed. A secondary inspection (more detailed) will be carried out by our team within 5 working days. An email confirmation will follow once this check is complete.
d. I understand that returning the vehicle early or ceasing use before the return date does not entitle me to any refund, nor does it place any obligation on roadtrippin365 to offer compensation or a replacement vehicle.
e. roadtrippin365 accepts no responsibility for any costs, delays, curtailments, or third-party claims resulting from breakdowns or accidents.
f. In the event of a breakdown, roadtrippin365 is not liable for accommodation or other incidental expenses. However, we may offer a refund for any complete, unused days of hire, provided sufficient documentation is submitted to support the claim.

7. Use of the Vehicle

7.1 General Acknowledgement:
I understand and agree that:
a. roadtrippin365 may, at its sole discretion, restrict travel to certain areas at any time due to poor road conditions, adverse weather, or any other justifiable reason.
b. All passengers must use seatbelts or safety restraints while the motorhome is in motion.
c. Pets are strictly prohibited from all soft furnishings and bedding. Evidence of breach will result in an additional cleaning charge.
d. I will not make any changes or add accessories to the motorhome without prior written approval from roadtrippin365.

7.2 Restrictions on Use:
I agree that I will not allow the vehicle to be:
a. Used for unlawful purposes or in any rally, race, trial, or contest.
b. Used to tow any trailer or other vehicle.
c. Used for commercial hire, to carry paying passengers or cargo for reward.
d. Overloaded with more passengers than permitted by law or manufacturer guidelines.
e. Used to transport dangerous goods including volatile liquids, compressed gases, explosives, or flammable materials (other than the provided gas bottles).
f. Used in any way that breaches this agreement.
g. Driven recklessly or irresponsibly.
h. Operated in a manner likely to cause damage.
i. Driven in restricted or off-limit areas not disclosed to roadtrippin365.
j. Operated on unsealed or non-bitumen roads unless otherwise agreed.
k. Driven under the influence of alcohol, drugs, or with a blood alcohol level above the legal limit.
l. Left unattended with the keys inside the vehicle.
m. Left unsecured without closing blinds or curtains when unoccupied.
n. Driven by anyone who:
i. Is under 25 or over 79 years of age.
ii. Is not legally or contractually authorised by roadtrippin365 to drive.
o. Damaged by:
i. Submersion in water.
ii. Exposure to salt water.

8. Maintenance Responsibilities

8.1. I agree to take reasonable care of the motorhome throughout the hire period. This includes checking the engine oil, coolant, and AdBlue levels (if applicable), as well as tyre pressure.

8.2. Minor Repairs (up to £40):
I understand that roadtrippin365 will reimburse me for necessary mechanical repairs (engine/drive train only) up to £40 provided that:
a. I produce itemised receipts.
b. I have obtained prior authorisation from roadtrippin365.
c. The fault was not caused by misuse or breach of this agreement.

8.3. Tyres:
I am responsible for damage to tyres. However, roadtrippin365 will reimburse me for the cost of replacement if:
a. A receipt is provided.
b. The tyre is returned for inspection.
c. The damage is accepted under the tyre manufacturer’s warranty.

8.4. Fuel Misuse:
I am liable for any damage or costs resulting from the use of incorrect fuel. Note: All roadtrippin365 motorhomes use DIESEL fuel only.

9. Responsibility in the Event of an Accident

9.1. In case of any accident, loss, or damage involving the motorhome, I agree to:
a. Notify roadtrippin365 by phone within 24 hours of the incident.
b. Collect and provide names, contact details, and insurance information of any third parties and witnesses. If required, I will report the incident to the police.
c. Take photos of any damage to the motorhome and any third-party property.
d. Complete a full accident report form and submit it within 72 hours of the end of hire.
e. Refrain from making any admission of fault or offering settlements to any third parties.
f. Fully cooperate with roadtrippin365 in managing any resulting insurance claim, including providing statements and attending court if required.

9.2. I acknowledge that any excess or amount owed due to damage must be paid at the time of reporting the incident, regardless of who is at fault.

9.3. I am responsible for any charges related to the delivery of a replacement vehicle following an accident, regardless of liability.

10. Insurance Cover

I acknowledge and agree that:

a. The vehicle is insured for accidental damage to the motorhome and third-party property only.
b. Insurance only covers travel within the United Kingdom (England, Scotland, Wales, and Northern Ireland). Travel outside of the UK, including to EU countries, is allowed only with express permission. Doing so without permission may result in immediate termination of the hire agreement and repossession of the vehicle.
c. Unless otherwise stated in my Rental Agreement, an insurance excess of £1,000 applies to each claim or accident involving the vehicle or third-party property.
d. The insurance becomes invalid if the vehicle is:
i. Driven by any person not named on the rental agreement; or
ii. Returned after the agreed date and time without prior approval.
In such cases:

The driver may be committing an offence under the Road Traffic Act.
The driver and I will be personally liable for all damage to the vehicle.
The driver and I will be personally liable for any injury or damage to third parties or their property.

e. If I breach any part of this agreement, I understand that I will not be covered by insurance, and I accept full financial responsibility for all resulting damages or claims.
f. It is my responsibility to obtain separate travel insurance for risks such as cancellations, loss of luggage or personal belongings, medical expenses, or trip interruptions, as these are not covered by roadtrippin365’s vehicle insurance.

11. Negligence – What Insurance Does NOT Cover

I understand that the insurance policy does not cover the following, and I remain fully liable for costs arising from:

a. Damage above windscreen height.
b. Any damage to the awning.
c. Damage to the wing mirrors.
d. Damage to the wheels or tyres.
e. Damage to the windscreen, side windows, or roof lights.
f. Damage to the bike rack.
g. Any damage to the interior of the motorhome, howsoever caused.
h. Damage caused by frozen pipework (e.g. due to cold weather).
i. Any malicious damage, including vandalism or vehicle break-ins.
j. Theft of the vehicle if the keys were left inside or unattended.
k. Damage to the vehicle or third-party property resulting from reversing.
l. Damage caused by low engine oil, coolant, or AdBlue levels during the hire period.

12. Change of Vehicle

I accept that roadtrippin365 reserves the right, at its sole discretion, to substitute the booked vehicle with a comparable or upgraded model if necessary.

In such cases, I will not be charged any additional rental fees.
I understand I may be responsible for any additional fuel or operational costs associated with the replacement vehicle.
A change of vehicle does not entitle me to a refund for any pre-booked campsites, ferries, or third-party insurance.
This substitution does not constitute a breach of contract, and I waive any right to compensation or claim due to such changes.

13. Termination of Agreement

13.1. roadtrippin365 may terminate this agreement and repossess the vehicle at any time, without prior notice, if:
a. I breach any terms of this agreement.
b. The vehicle was obtained through fraud or misrepresentation.
c. The vehicle appears to be abandoned.
d. The vehicle is not returned on the agreed date and time, or roadtrippin365 has reasonable grounds to believe it will not be returned.
e. There is reasonable concern for the safety of occupants or the condition of the vehicle.

13.2. If the agreement is terminated and the vehicle repossessed under any of the above conditions:

I understand that no refund will be issued for any unused rental days.
I acknowledge that the Security Bond will be forfeited, and I may be liable for additional recovery or damage costs.

14. COVID-19 Policy

14.1. If you are unable to collect your motorhome on the agreed date due to:

Testing positive for COVID-19,
Being advised to isolate due to close contact with someone who has symptoms or has tested positive,

roadtrippin365 will happily postpone your booking upon request.

14.2. If the UK Government imposes restrictions that:

Force closure of our depot,
Prohibit non-essential travel during your hire period,
Lead to the closure of campsites during your hire period,

you will be offered a full refund or the option to postpone your booking.

Please note:
Postponed bookings may be subject to additional charges if there's a change in motorhome model or the new dates fall in a different seasonal pricing period.

15. Release and Indemnity of roadtrippin365

15.1. Except where we fail to provide the vehicle or a suitable replacement, I release roadtrippin365, its employees, and agents from all liability (regardless of fault) for:
a. Any loss or damage due to mechanical issues, breakdown, accident, or the vehicle not being suitable for my intended use.
b. Loss or damage to any personal belongings left in the motorhome, service vehicle, depot, or handled by roadtrippin365 staff.

15.2. Unless covered by a separate insurance agreement with roadtrippin365, I agree to indemnify and hold harmless roadtrippin365, its employees, and agents against all claims, losses, expenses (including legal costs) arising from my use or possession of the vehicle.

16. Ownership of the Vehicle

I acknowledge that the motorhome remains the sole property of roadtrippin365 at all times.

I do not have authority to offer the vehicle as security or represent it as my own.
I agree not to sell, lease, loan, pledge, mortgage, or allow any third party to take possession of the vehicle in any form.

17. Amendments to this Agreement

Any changes to this agreement must:

Be made in writing, and
Be signed by both parties – an authorised representative of roadtrippin365 and myself.

18. Governing Law

This agreement is governed by the laws of Great Britain in the jurisdiction in which it was signed.

19. Entire Agreement

This document represents the entire agreement between me and roadtrippin365.

There are no verbal agreements, warranties, or representations outside of this agreement.
roadtrippin365 reserves the right to update or change rental charges at any time without prior notice.

20. My Warranties

I confirm that all information I have provided to roadtrippin365 in relation to this agreement is true and accurate to the best of my knowledge.