Room With a VW – Rental Agreement and Terms of Hire

These Terms and Conditions of Booking and Hire form the rental agreement between Room With a VW (‘the Owner’, ‘we’, ‘us’) and the Hirer (‘you’). By booking and/or taking possession of the campervan you agree to abide by all of the following terms.

1. Booking and Payment

  • A booking is confirmed only upon receipt of a 20% deposit of the total hire charge.
  • The balance of hire charges must be paid no later than 14 days before commencement of hire.
  • For bookings made less than 14 days prior to commencement, the full hire charge is payable at the time of booking.
  • All monies paid are non-refundable except as set out in the Cancellation Policy (see Clause 7).

2. Security Deposit

  • A refundable £500 security deposit must be paid no later than 48 hours before collection of the vehicle.
  • The deposit is held against loss, damage, additional charges, fuel shortages, late return, or breach of contract.
  • The deposit will normally be refunded within 2–3 working days of return, subject to inspection and deduction of any charges due.

3. Drivers and Insurance

  • Drivers must be aged 25–70 and have held a full UK driving licence for a minimum of 2 years.
  • Only drivers named on the rental agreement and approved by our insurers may drive the vehicle.
  • Up to 2 drivers are included. Additional drivers may incur a fee.
  • You must provide: a valid driving licence, two utility bills or bank/card statements dated within 90 days and a DVLA licence check code.
  • Failure to provide the above documentation will result in cancellation of hire without refund.
  • Insurance does not cover: damage to tyres, windscreen, interior, contents, or any negligent/reckless use.

4. Collection and Return

  • Collection is from Lymm, Cheshire at the agreed time.
  • The campervan must be returned by the agreed time; late returns are charged at £50 per hour.
  • The fuel tank must be returned at the same level as supplied. Refuelling charges plus an admin fee may apply.
  • The interior must be returned clean. Excessive cleaning will be charged up to £100.

5. Use of the Vehicle

  • The vehicle must not be: driven outside the UK without prior written consent, driven off-road or on unsuitable terrain, or used for hire, reward, or any illegal purpose.
  • No smoking or vaping is permitted inside the vehicle.
  • Pets may only be carried with prior agreement.
  • Seatbelts must be worn at all times. Child seats must be provided and fitted by the hirer.100.

6. Breakdowns, Accidents and Damage

  • The vehicle is covered by full roadside assistance. In case of breakdown you must contact us
  • immediately.
  • in the event of an accident you must: inform us at once, complete an accident report form, and obtain details of all parties involved.
  • You are liable for the insurance excess in the event of a claim.
  • Damage caused by negligence, interior damage, lost keys, mis-fuelling, or failure to comply with the agreement may be charged in full.

7. Cancellations

  • Cancellation by the Hirer: More than 30 days before hire → full refund of hire charges (deposit retained).
  • 14–30 days before hire → 50% refund of hire charges.
  • Less than 14 days before hire → no refund.
  • Cancellation by the Owner: If we must cancel due to unforeseen circumstances, a full refund of all hire charges and deposit will be given. Our liability is limited to monies paid.

8. Hirer’s Responsibilities

  • You are responsible for: returning the vehicle in the same condition as supplied, any fines or penalties incurred, using the vehicle in accordance with road traffic laws, and ensuring only authorised drivers operate the vehicle.

9. Owner’s Responsibilities

  • We will provide a roadworthy, clean, and fully insured vehicle at the commencement of hire.
  • We are not liable for costs arising from events beyond our control (including but not limited to breakdowns, accidents, adverse weather, or cancellations of third-party services).

10. Governing Law

  • This agreement shall be governed by and construed in accordance with the laws of England and Wales.
  • Any disputes arising shall be subject to the jurisdiction of the English courts.

Important: By completing the booking and making payment, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions of Hire.