Terms and Conditions

        Nottingham Coaches Ltd – Terms and Conditions for Private Hire

1. Applications - These conditions apply whether a contract has been made verbally or in writing. The hirer acts on behalf of all the passengers traveling on the vehicles. If the hirer is a company, group, or partnership, an individual must be named as a responsible person. The hirer is responsible for the actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party. The company will only accept instructions from the hirer. If the hirer is not going to travel with the party, a representative must be chosen, and the company informed prior to the hire taking place. Contact Details for the representative (email and mobile number)must be provided at the time of booking.

2. Quotations - are given on the basis of the most direct route for our vehicles and on information provided by the hirer, allowing stops to be made at suitable points to serve the comfort of the passengers and to satisfy legal requirements regarding breaks and rest for drivers. The route used will be at the discretion of the company unless it has been particularly specified by the hirer, in writing, in which case it will be clearly shown on the confirmation. Quotations are valid for 14 days unless otherwise notified and bookings can only be accepted subject to availability at the time the bookings are made.
Quotations are given for coach and driver only. Any additional charges which aren’t separately identified will be the hirer’s responsibility unless otherwise specified. Once the hirer has reviewed the quotation, the hirer will be prompted to review and accept these conditions at which point a contract for the provision of booking services and the hire of vehicles shall be formed.

3. Use of Vehicle - The hirer cannot assume use of the vehicle between outward and return journeys, nor to remain at the destinations for the hirer’s use unless this has been agreed with the company in advance. Please note that even a small variation in the hire details can involve a significant increase of cost. Examples of this would include the need to send out a relief driver in order to comply with drivers’ work limits, or the securing of another vehicle and driver if a late return
affected other work to which your coach and driver was assigned.

4. Route and Time Variation - The company reserves the right to levy additional charges for additional mileage or time than that agreed. The charges will be pro rata and in accordance with the formula advised on the booking confirmation.The vehicle will depart at times agreed by the hirer, and it is the responsibility of the hirer to account for all passengers at those times. The company will not accept liability for any losses incurred by passengers who fail to follow instructions given by the hirer.

5. Drivers’ Hours Law - regulates the hours of operation for the driver, and the hirer accepts the responsibility of ensuring the hire keeps to the hours and times agreed by the Company. Neither the hirer nor any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur, the hirer will be responsible for any additional costs incurred unless it is outside the control of the hirer. Any additional costs will be as in condition 4.

6. Seating Capacity - The company will, at the time of booking, agree and specify the legal seating capacity of the vehicle to be supplied. The hirer must not load the vehicle beyond this capacity.

7. Vehicle Facilities - The company will, at the time of booking, agree and specify the facilities on board the vehicle that you are hiring. These facilities will also be detailed on your confirmation. It is the hirers’ responsibility to check the details and inform the company if they are not correct. Whilst the company will endeavour to ensure that all facilities are in working order on every vehicle, if a breakdown should occur with any of the facilities i.e. fridge, video, PA system, air conditioning, toilet and coffee machine, the company’s liability is limited to £20.00 per facility.

8. Vehicle to be provided - The company reserves the right to provide a larger vehicle than that specified at no additional charge unless any extra seats are used in which case an additional pro rata charge will be made to the hire price. The company reserves the right to substitute another vehicle (including those of other operators) or ancillary facilities for all or part of the hiring subject to such substitutes being of a least equivalent quality.

9. Breakdown and Delays - The company gives its advice on journey times in good faith. However, as a result of breakdown or traffic congestion, or other events beyond the reasonable control of the company, journeys may take longer than predicted and in those circumstances the company will not be liable for any loss or inconvenience suffered by the hirer as a result.

10. Refreshments and Alcoholic Drinks - Other than on a vehicle fitted expressly for that purpose, food (except confectionery) and drink (including alcoholic beverages) may not be consumed on the vehicle without prior written consent from the company.

11. Confirmation - Normally, written confirmation by the company is the only basis for the acceptance of a hiring or for a subsequent alteration to its terms.

12. Payment - The hirer is responsible to pay the hire price in line with any payment terms agreed. Credit Customers who have agreed credit terms will be invoiced for the hire price on confirmation of booking. Payment is due within 14 days of the first date of travel. Non-Credit Customers who are not signed up to credit terms will be required to pay the hire price 14 days prior to the first date of travel. For those hires where the first date of travel is within 14 days of booking, payment is to be made as follows:

• 2-14 Days – Full payment of hire price within 24 hours of booking.
• 1 day or on the day – Full payment of the hire price immediately.
If you fail to make due payments we are entitled to either terminate the contract or to take legal action to enforce payment. The company reserves the right to add interest at the rate of 2% compound interest per calendar month, after
the date by which payment should have been made.

13. Cancellation by Hirer - a. If the hirer wishes to cancel any agreement, they are liable to further payments up to the following percentage of the hire price.
• 14 days 20%
• 6-13 days 25%
• 3-5 days 35%
• 2 days 50%
• 1 day 75%
• Arrival of coach at departure 100%
b. The cost of accommodation, meals and parking, which have already been purchased by the company at the request of the hirer, plus any administration charges, incurred by the company. c. Cancellation due to inclement weather conditions will be charged as above. d. Theatre tickets or other such ancillary service once purchased are not returnable and must be paid for in full.

14. Cancellation by the Company - In the event of any emergency, riot, civil commotion, strike, lock out, stoppage or restraint of labour or on the happening of any event over which the company has no control (including adverse weather and road conditions) or in the event of the hirer taking any action to vary agreed conditions unilaterally, the company may, by returning all money paid and without further or other liability, cancel the contract.

15. Passengers’ Property - All vehicles hired by the company are subject to restrictions on carrying luggage for statutory safety reasons. Any coach that is overloaded, whether with passengers or their possessions, is likely to be stopped by the police and not allowed to proceed until it is within the legal limits. To avoid the inconvenience and increased hire costs occasioned by this, the hirer must observe seating capacity limits and any restrictions on the type, size and weights of passengers’ luggage, purchases etc advised by us and/or our driver. Large, bulky items may not be able to be carried, and the hirer should take all steps to notify the company in advance of such requirements. Whilst we will take all reasonable care with passengers’ luggage and other items which passengers may bring on our coach, we do not accept responsibility for any loss or damage caused to these items whilst on the vehicle. Hirers must advise their passengers not to leave any valuables onboard the vehicle when it is left unattended. Personal insurance of luggage and valuables is strongly recommended. All articles of lost property recovered from the vehicle will be held at the company’s premises where the vehicle is based, and will be subject to the current Public Service Vehicle (Lost Property) Regulations. The company will provide details of this legislation on request.

16. Conduct of Passengers -  No person or organisation should agree to hire a coach unless they are prepared to accept the obligations involved. As our contract is with you, not with your passengers, we have to insist that you accept responsibility for any damage they might cause to our coach. The driver is responsible for the safety of the vehicle at all times, and as such may remove any passenger whose behaviour prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These regulations set out certain rights and responsibilities on all parties. The hirer is responsible for any damage caused to the vehicle by any passenger for the duration of the hire. Where the hire is to a sporting event, the hirer should be aware of the legal requirements relating to alcohol, contained in the Sporting Events (Control of Alcohol) Act 1995, and the conditions of entry to race courses as laid down by the Race Course Association Ltd.

17. Complaints - In the event of complaint about the company’s services, the hirer should endeavour to seek a solution at the time by seeking assistance from the driver or from the company directly. If this has not provided a remedy, complaints should be submitted in writing and within 14 days of the termination date of the hire. Acknowledgement of the complaint will be made within 14 days of receipt. All complaints that are received are thoroughly investigated and customers are kept informed at each stage of the investigation.

18. Personal Information - All personal details provided to us will remain strictly confidential and are kept on file for a maximum period of 6 years for business reasons. We will never pass your data to another company. We do not store debit/credit card details on file. You have the right to opt out of any communications via email or phone at any time.

19. Surcharges - Once a confirmation has been issued to the hirer, providing there are 14 days prior to the departure date, the company reserves the right to pass on increases in the cost of fuel, in particular due to any rises due to the threat of or war. Also any taxes imposed by the Governments of the UK and of other countries to be visited during the journey, together with increases in road tolls and currency fluctuations. No surcharges will be levied within 30 days of departure. On notification of such surcharges, the hirer may cancel the booking subject to the scale of cancellation charges shown in paragraph 10. The liability of the company will be limited to the cost of the hire and any ancillary services supplied.