Glenrental terms & conditions for renting a vehicle
Please read your contract carefully. If there is anything you do not understand, ask a member of staff to explain it. When you sign our rental agreement, you accept the conditions set out in this rental agreement
Rental period – You will have use of the vehicle for the period shown in the agreement. We may agree to extend this rental period. If you do not bring the vehicle back at the time and date specified in your rental agreement you will be in breach of a condition of this agreement. We can charge you for every day or part of the day you have the vehicle after you should have returned it to us. We will charge you a daily or hourly rate until we get our vehicle back. If you do not keep to the conditions of our agreement we can ask you to bring the vehicle back before the date & time we have agreed with you. To do this we will give you written notice in person or send it to an address you have given on our rental agreement, including an email address, or via text message to your mobile phone. Once we have given you notice, you no longer have permission to have our vehicle. We may then take our vehicle back. If we have given us false information which was material to the decision to rent the vehicle to you, we may take back the vehicle without giving you any notice.
Your responsibilities –
A) You must inspect the vehicle before you take it, if you are not satisfied with the vehicle or if you do not think the vehicle meets our pre-rental inspection report, you must notify us immediately. In the absence of such notice, it shall be deemed that you received the vehicle in perfect working order.
B) You must take care of the vehicle and its keys. You agree to return the vehicle in the same condition in which you received it. You must always lock the vehicle when you are not using it. You must always use your best endeavours to protect the vehicle against adverse weather conditions which could cause damage to the vehicle. You must make sure that you use the correct fuel and fluids in the vehicle.
C) You are responsible for any damage to this vehicle, you must pay our reasonable costs for bringing the vehicle back to the condition stated in the pre-rental inspection report. This could include the cost of any damage inside & outside the vehicle, cleaning costs if the vehicle is very dirty.
D) You must not sell, rent or dispose of the vehicle, or any of its parts or accessories. You must not give or try to give anyone the legal rights to the vehicle or transfer legal ownership.
E) You must not let anyone work on the vehicle without our written permission.
F) You must let us know as soon as you become aware of any defect with the vehicle, or if the vehicle is stolen or involved in an accident or broken down. Failure to notify may result in you breaking this agreement and liable to paying costs we incur.
G) If we have agreed to drop off the vehicle at an address you have given us, you will be responsible for the vehicle from the time we drop it off at this address.
H) Unless we have agreed to collect the vehicle from you, you must return the vehicle to us during the published opening hours or at a time & place we tell you. When you return the vehicle, our staff must check its condition. If we agree to allow you to return the vehicle outside of our opening hours, you will stay responsible for the vehicle and its condition until our staff have checked it at the earliest opportunity the following day. We may need to clean the vehicle before our staff can check its condition.
I) You must not carry any object or substance which, because of its condition or smell may harm the vehicle or delay us renting or selling it.
Our responsibilities -
A) We will identify & tell you about any existing damage to the vehicle before you sign this agreement.
B) We have maintained the vehicle to at least the manufacturer’s recommended standard. The vehicle is roadworthy and suitable for you to use at the start of the rental period.
C) We are responsible if someone is injured or dies as a result of our action or failure to act. We are also responsible for any loss you suffer as a result of us breaking this agreement, if we could have predicted your loss at the time of this agreement started and is a result of us breaking this agreement. We are not responsible for any indirect losses which occur as a side effect of the main loss and which we or you could not have predicted, such loss as profits or loss of opportunity (for example not being able to go to a business meeting or catching a flight)
We are only responsible for loss or damage to property in this vehicle if the loss ora damage is a result of our neglect or if we have broken this agreement. You are responsible for removing your personal belongings, including your data, from the vehicle at the end of the rental period, as we are not responsible for any items/data you leave in the vehicle. If you do leave items in the vehicle, we may agree to keep them for you to collect within a reasonable time. We may charge you reasonable costs for storing the items.
Conditions for using the vehicle –
A) Only you and any driver named on the rental agreement can drive the vehicle. Anyone driving the vehicle must have a full driving licence which is valid in the European Economic Area for the type of vehicle they are renting.
B) You must not rent the vehicle to anyone else. You must also not use the vehicle or let someone else use it : 1) for any illegal purposes or in a way which would cause a nuisance, 2)to carry passengers for a fee, 3) for driving lessons, 3) to tow or push any vehicle, trailer or other object, without our written permission, 4) for racing, pace making, or to test the vehicles reliability, performance or speed, 5) off road or on roads unsuitable for the vehicle, 6) if you or the driver has been drinking alcohol or taking drugs that would result in the vehicle being operated illegally, 7) outside the United Kingdom, unless we have given you written permission and a vehicle on hire certificate (VE103B), 8) if it is loaded beyond the manufacturer’s maximum weight recommendations, 9) to carry unsecured loads, 10) to carry more passengers than the vehicle was manufactured to legally carry.
You will be responsible for paying the following charges:-
A) The rental and any other charges we work out according to this agreement
B) Any charges for loss or damage resulting from non-compliance, including where applicable, an administration fee to reflect reasonable administration costs which arise in dealing with these matters.
C) A refuelling service charge if you did not return the vehicle back to us with the agreed amount of fuel. The charge will be based upon the rates charged at nearby fuel stations.
D) All charges, including any administrative costs for any road-traffic offence or parking, congestion or toll charges, or any other offence or charges involving the rental vehicle, including costs from the vehicle being clamped, seized or towed away. You are responsible for paying the appropriate authority or company for any charges and costs if and when they ask you or us for these payments. You will also be responsible for paying our reasonable administration charges for dealing with these matters. However, where it is not reasonably practicable to transfer liability for any such fine or charge, we may use our discretion to settle the fine or charge with the appropriate authority and re-charge you such amount together with an administration charge to reflect our reasonable administration costs. Should you wish to appeal, contest or dispute any such fine or charge we shall pass all relevant information to you and you must liaise directly with the appropriate authority or company to obtain any refund, where this is possible.
E) The reasonable cost of repairing any damage to the vehicle which was not noted at the start of the agreement, whether you were at fault or not. You will also be responsible for paying the reasonable cost of replacing the vehicle if it is stolen or written off, depending on any insurance cover you have , if and when we demand this payment. You will also be responsible for paying our reasonable administration charges for dealing with this matter. Should we consider damage to the rental vehicle to be caused by your gross negligence serious carelessness, or deliberate misuse, then we reserve the right to recharge the full cost of repairs regardless of the cover that has been taken out, e.g. driving the vehicle illegally through a flood. Any call out
for a customer induced fault (e.g. losing the key to the vehicle) could lead to additional charges being applied to the rental agreement.
F) A Loss of income charge, when we demand it , if we cannot rent out the vehicle because it needs to be repaired, if it is a write-off (it cannot be repaired), or has been stolen and we are waiting to receive full payment of the vehicles value.
G) We will only charge you for loss of income if we cannot get back our losses back. We will charge you at the published daily rate, and we will never charge you for more than 30days rental charges. In addition, we will also make suitable deductions for any costs which we have avoided during the period that the vehicle cannot be rented, up to a maximum of 30 days. We will always do everything we can to make sure we repair the vehicle or get back our costs as soon as possible.
H) Any recovery charges arising from the driver and Vehicle Services Agency (DVSA) HM Revenue & Customs (HMRC) the police or any other organisation or their agents, who have seized our vehicle whilst on hire to you. You will also have to pay us a loss-of-income charge while we cannot rent out the vehicle.
I) Any published rates for delivering and collecting the vehicle, a charge for an extra driver or returning the vehicle late.
J) Interest, which we will add every day to any amount you do not pay us on time, at the rate of 4% a year above the base lending rate as published by Barclays Bank.
You are responsible for all charges, even if you have asked someone else to be responsible for them
Our motor insurance and damage protection programme
You can get full details of our damage protection programme from our Carlisle office.
By putting your initials in the appropriate box on the rental agreement, you are confirming that you have read the conditions of our motor insurance and damage protection programme and accept the conditions.
We have a legal responsibility to have third-party motor insurance. This provides cover for claims if you injure or kill anybody, or damage their property. Cover for damage to property is limited to £1,000,000.
We will provide cover for loss or damage to the vehicle if you have ticked the box marked ‘Collision and loss damage waiver’ on the rental agreement. Even if you accept this, you still have to pay an amount up to the ‘responsibility amount’ every time you damage the vehicle. The following are not covered by the collision and loss damage waiver and you will be responsible for the full cost of the repair, the ‘responsibility amount’ you have to pay in each case is shown on the rental agreement.
Your own motor insurance
If we have agreed to fill in the appropriate box on the rental agreement prior to the conclusion of the rental agreement, you may arrange your own motor insurance to cover your legal responsibility for any loss or if the vehicle is stolen or damaged for the full period you are renting the vehicle for and third party liability. You must prove that this motor insurance is valid and sign the confirmation on the rental agreement. We must be satisfied with the motor insurance and policy conditions, and you must not change them. We may ask your insurers to record our name as owners of the vehicle. If the vehicle is damaged or stolen, we will negotiate any settlement for loss or damage with your insurers, and we will receive any money they pay out. This includes us allowing us to take legal action in your name and defending any proceedings taken against you. You are responsible for paying the full claim and paying all costs if the policy you have arranged fails and the vehicle is damaged, lost or stolen, or someone else makes a claim. It is your responsibility to ensure details of all vehicles supplied by us for a period of more than 14 days are entered onto the Motor Insurance Database within 3 days of the vehicle being supplied to you. If we receive any notices or penalties relating to the vehicle being uninsured then we will ask you to pay our reasonable costs for dealing with them.
What to do if you have an accident or the vehicle is stolen
If you are involved in an accident, you must not admit that you are responsible. You should describe the situation as fully as possible when you are asked to do so by the police and ourselves. You should get the names and addresses of everyone involved, including witnesses. You should also make sure the vehicle is secure, tell the police straight away if anyone is injured or if there is a disagreement over who is responsible, and contact us straight away.
You must then fill in our accident report form and send it to our address shown on the rental agreement. If the vehicle has been stolen, you must tell us as soon as possible and confirm this in writing as soon as reasonably possible. You or any authorised drivers will also need to 1) get the names and addresses of any witness and give them to us, 2) send us any notices or other documents relating to any legal proceedings arising out of the loss or theft, 3) help us and our insurers in any legal proceedings, including allowing us to take legal action in your name and defending any legal action in your name and defending any legal action taken against you, 4) give us back all keys and report the theft or loss to the police as soon as is reasonably possible.
By entering into this rental agreement you agree that we can process and store your personal information in connection with this agreement . We may use your information to analyse statistics, for market research, credit control and to protect our assets. You agree that if you break the terms of this agreement we can pass your personal information to credit-reference agencies, debt collectors, the police or any other relevant organisation. We can also give this information to the BVRLA, which can share your personal information with its members to prevent crime and protect their assets, as allowed under the Data Protection Act 1998.
Ending the agreement
A) We will end this agreement if we find out that your belongings have been taken away from you to pay off your debts, or a receiving order has been made against you. We may end this agreement if you do not meet its main conditions.
B) If you are a company, we will end this agreement if 1) you go into liquidation, 2) you call a meeting of creditors, 3) we find out that your goods have been taken away from you until you pay off your debts or, 4) you do not meet the conditions of this agreement.
C) If we end this agreement it will not affect our right to receive any amount you owe us under the conditions of this agreement. We can also claim reasonable costs from you if you do not meet the main conditions of this agreement. We can repossess the vehicle and charge you a reasonable amount for doing so.
We aim to deal with all disagreements fairly and calmly. If we cannot deal with this disagreement, we may take the matter to the BVRLA’s conciliation service. This agreement is governed by the laws of the UK. Any disagreement may be settled in the UK courts. This agreement contains all the conditions which we have agreed and replaces any written or verbal agreements we have with you.
‘At Glenrental we take your privacy seriously and will only use your personal information to administer your account and to provide the products and services you have requested from us.