Terms & conditions

Conditions of Hire

Any breach of the ‘Conditions of Hire’ will be at the discretion of Imperial Care Transport Ltd, and any such breach may amount to additional charges added for the breach of contract.

1. Application
These conditions apply whether a contract is made verbally or in writing. The Hirer contracts the Company on behalf of the Hirer and as an agent for all passengers travelling on the vehicle. The Hirer warrants that he/she has the full authority of all passengers to enter into this contract on their behalf and accept these Hire conditions. The Hirer shall indemnify the Company against any loss claim, damage, award, or settlement which may be made against the Company more than the exclusions and limitations of liability contained in the Conditions of Hire because of any lack of authority upon the part of the Hirer to enter this contract.

2. Quotations

I. Quotations are given based on the most direct route and the information given by the Hirer. The route used will be at the discretion of the Company unless the Hirer has requested a particular route, which will be specified in the confirmation letter or invoice.
II. All quotations are subject to the Company having a vehicle available that suits the Hirer’s requirements at the time of acceptance of this quotation.

III. Quotations are valid for 28 days from the date of issue unless some other period is specified.

IV. Unless otherwise stated, coach parking charges are not included in the quoted price, and the hirer agrees to pay such charges.

3. Use of Vehicle

Unless confirmed in writing by the Company, the vehicle should not be assumed to remain at any point between the outward and return journey nor to remain available to the Hirer’s incidental use when parked at such points.

4. Route and Time Variation

I. Should the Hirer detain the vehicle or take on a longer journey than that contract, the Company reserves the right to make an additional charge.

II. The vehicle will depart at times agreed with the Hirer, and the Company will not be liable for any loss or injury sustained by passengers who fail to join a vehicle at the appointed time.

5. Drivers’ Hours and Rest Period Regulations

The hours agreed with the Operator for any hire must be strictly observed (other than in the case of serious emergency or diversion) so that regulations governing driver’s hours and rest periods can be complied with. The Operator reserves the right to curtail or otherwise alter any hire which does not comply with the relevant regulations.
Neither the Hirer nor any passenger shall delay the departure of a vehicle or otherwise interrupt the journey, putting the driver at risk of breaching the regulations relating to drivers’ hours or work and duty. The Hirer will indemnify the company against any extra expenses or charges which the company may incur, including, but not limited to, the cost of providing a replacement driver.

6. Seating Capacity

The Hirer must not load any vehicle beyond the number of passengers it is legally allowed to carry.

7. Conveyance of Animals

On a private hire, no animal (other than guide dogs and notified to the Company in advance) may be carried on any vehicle without prior written agreement from the Company.

8. Confirmation

Written confirmation by the Company is the only basis for accepting a hiring or for a subsequent alteration to its terms.
9. Payment

Any deposit requested must be paid by the time stated, and payment in full must be made before the start of the hire unless the company has agreed in writing to a variation in this condition.

10. Cancellation by Hirer

Should the hirer wish to cancel any arrangement, this request must be submitted to Imperial Care Transport Ltd by email within working hours. It will not be considered cancelled until the hirer has received a reply from Imperial Care Transport Ltd confirming their cancellation. The following scale of charges shall apply to the total hire charge. Cancellations due to inclement weather conditions will also be charged as follows.
DAYS BEFORE CANCELLATION, CHARGE of MINIBUS HIRE

7 working days or more – 25% of hire

3-6 working days 50% of hire

1-2 working days 100% of hire

Day of Hire / Arrival of coach 100% of hire.

11. Cancellation by the Imperial Care Transport Ltd.

In the event of any emergency, riot, fire, civil commotion, strike, lock out, stoppage or restraint of labour or on the happening of any event in 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.

12. Vehicles to be provided

I. The Company reserves the right to provide additional or more oversized vehicles than specified at no additional charge.
II. The Company reserved the right to substitute other vehicles (including those of other operators) or ancillary facilities for all or part of the hiring subject to such substitutes being of equivalent quality.

13. Breakdown and Delays

The Company gives its advice on journey times in good faith; however, in the event of a breakdown or traffic congestion 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.
The Company does not guarantee the completion of any journey at any specific time. It will not be liable to The Hirer or anybody else for loss, inconvenience, consequential loss, or damage allegedly caused by the actual journey time.

14. Passengers’ Property

I. All company-hired vehicles are subject to restrictions on carrying luggage for statutory safety reasons. The hirer accepts that the driver shall be the sole judge as to whether and to what extent passengers’ property is carried. 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. There is a weight limit of 20kg (44 lbs) per item to meet Health and Safety requirements concerning drivers’ manual luggage handling.

II. The company accepts any personal property of the hirer and their passengers, understanding that it will take all reasonable steps to avoid loss or damage. The hirer should notify the company or the driver if items of exceptional value are to be carried on the vehicle. The hirer minimises the risk of loss when the property is left unattended.

III. The Company’s liability for loss and damage to property; however, the hirer is responsible for ensuring that items over this value are insured separately for loss and damage.

IV. The limits in this section do not apply to personal injury claims.

V. All articles of lost property recovered from the vehicle will be held at the company’s premises where the vehicle is based and subject to the current Public Service Vehicle (Lost Property) Regulations. The company will provide details of this legislation on request.

15. Conduct of Passengers
I. The Driver is responsible for the safety of the vehicle. Any passenger whose conduct breaches statutory regulations may be removed from the vehicle or prevented from boarding on the driver’s authority. The Hirer will be responsible for the conduct of passengers and any damage caused to the vehicle by passengers during the Hire. The Public Service Vehicle (Conduct of Drivers Inspectors Conductors and Passengers) Regulations 1990 apply. The Company is not responsible or liable for lost property, luggage or personal effects. These are carried on our vehicles at the owner’s risk.
II. Where appropriate, Hirers should acquaint themselves with the Sporting Events (Control of Alcohol) Act 1995 and Criminal Justice (Scotland) Act in addition to the current condition of entry to racecourses as laid down by the Racecourse Association Ltd.
16. Complaints

In the event of a complaint about the company’s services, the hirer should endeavour to seek a solution at the time by seeking assistance from the driver or the company. If this has not provided a remedy, complaints should be submitted in writing and within 14 days of the termination date of the hire. The company will acknowledge all complaints within 14 days and reply fully within 28 days.

17. Notices
No bill, poster or notice will be displayed on any vehicle without the Company’s written consent.

18. Refreshments, Alcoholic Drinks and Smoking
Food and drink (including alcoholic beverages) may not be consumed in the vehicle. No smoking is permitted in our vehicles.

19. Surcharges
Once confirmation has been issued to the hirer, providing there are 30 days before the departure date, the company reserves the right to pass on increases in the cost of fuel taxes imposed by the UK government. 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 company’s liability will be limited to the cost of the hire and any ancillary services supplied.

Please don’t hesitate to contact us personally to clarify any point mentioned or implied in our terms of business.