Minibus Hire Romford Terms and Conditions

1. About us and our role

1.1 Minibus Hire Romford is the trading name of Zero Two Management.

1.2 Unless we state otherwise in writing, we act only as a booking agent. This means that we arrange and administer bookings with independent drivers and operators, while the transport service itself is provided by the driver or operator assigned to the booking. We may collect payment from you and pass it on to the relevant driver or operator after deducting any agreed fees, commission, or other sums.

1.3 By making a booking with us, you confirm your acceptance of these Terms and Conditions.

1.4 Nothing in these Terms and Conditions excludes or limits any statutory rights available to consumers.

2. Booking requests, quotations, and confirmation

2.1 Any quotation we provide is subject to availability and does not itself constitute a booking.

2.2 A booking becomes binding only when we have confirmed it to you in writing and any required deposit has been paid.

2.3 If, before confirmation, no suitable driver or operator can be secured for your requested booking, no contract will be formed and any money paid by you will be refunded in full.

2.4 You must check all booking confirmation details carefully and must report any errors or omissions to us promptly.

3. Our booking service

3.1 We will use reasonable care and skill in arranging and administering your booking.

3.2 We are responsible for our own acts and omissions in relation to arranging the booking.

3.3 The driver or operator is responsible for the transport service itself, including the vehicle used, the driving of that vehicle, the route taken, and any safety-related or legally required operational decisions.

4. Prices and payment

4.1 The price of your booking is based on the journey details supplied by you, including the date and time, pickup and drop-off locations, passenger numbers, luggage, waiting time, trailer requirements, ferry costs, parking, tolls, and any other special requirements.

4.2 Unless we state otherwise, the confirmed price covers only the specific booked details set out in the booking confirmation.

4.3 Extra charges may apply if there are changes to the itinerary, time, route, or passenger numbers, if extra waiting time is required, if additional tolls, parking charges, ferry charges, or similar costs arise, if luggage or other requirements are materially different from what was stated at booking, or if extra stops or additional services are requested.

4.4 Unless otherwise agreed by us in writing, full payment must be made before departure.

4.5 We may accept payment by card, bank transfer, cash, or any other payment methods that we state are available.

5. Deposits

5.1 We may require a deposit in order to secure a booking.

5.2 Unless we agree otherwise in writing, the standard deposit is 40% of the total booking price.

5.3 Any deposit paid forms part payment of the total booking price.

5.4 If we cancel a booking before travel because we are unable to arrange the service, all sums paid for that booking will be refunded.

6. Customer cancellations

6.1 If you cancel a confirmed booking, the following cancellation charges will apply: for cancellation more than 14 days before travel, 40% of the booking price; for cancellation between 7 and 14 days before travel, 50% of the booking price; for cancellation between 48 hours and 7 days before travel, 75% of the booking price; and for cancellation less than 48 hours before travel, 100% of the booking price.

6.2 If the amount you have already paid is less than the applicable cancellation charge, the remaining balance will still be due.

6.3 If the amount you have already paid is greater than the applicable cancellation charge, the difference will be refunded to you.

6.4 In addition to the cancellation charges above, we may pass on to you any reasonable and evidenced third-party cancellation costs arising from your cancellation, including costs for accommodation, meals, ferry tickets, event tickets, or similar items.

7. Changes requested by you

7.1 We will try to accommodate any requested changes to a booking, but we do not guarantee that changes can be made.

7.2 Amendment or rearrangement charges may apply as follows: for changes requested more than 14 days before travel, 15% of the booking price; for changes requested between 7 and 14 days before travel, 30% of the booking price; for changes requested between 48 hours and 7 days before travel, 40% of the booking price; and for changes requested less than 48 hours before travel, the booking may be treated as cancelled and rebooked.

7.3 You must also pay any reasonable additional sums charged by the driver, operator, or any third party as a result of the change you request.

8. Cancellation or changes by us

8.1 We may cancel or amend a booking before travel where this is reasonably necessary due to breakdown, driver or operator unavailability, safety issues, severe weather, road closures, legal or regulatory requirements, incorrect or incomplete booking information supplied by you, or events outside our reasonable control.

8.2 If this happens, we will try to offer an alternative driver or operator, a reasonably equivalent vehicle, amended arrangements, or a refund if no suitable alternative is available.

8.3 We are not liable for any indirect or consequential loss arising from such cancellation or amendment unless the loss is caused by our negligence, fraud, or any liability that cannot legally be excluded.

9. Vehicle substitutions and subcontracting

9.1 We may place bookings with third-party drivers and operators.

9.2 We may substitute the booked vehicle where reasonably necessary, provided that the substitute vehicle is suitable for the confirmed number of passengers and the confirmed amount of luggage.

9.3 A substitute vehicle may be a different make or model, may carry different branding, may be a larger vehicle, or may be another reasonably equivalent and suitable type of vehicle, including a taxi or multiple vehicles where this is reasonably necessary to fulfil the booking.

9.4 Any vehicle preference is not guaranteed unless we have expressly guaranteed it in writing.

9.5 No trailer is guaranteed unless it has been separately booked and confirmed in writing.

10. Driver and operator authority

10.1 The driver has control of the safe operation of the vehicle throughout the journey.

10.2 The driver or operator may refuse carriage, stop the journey, or remove a passenger where this is reasonably necessary for safety, compliance with the law, or the comfort of others, including in cases of abusive, threatening, or unsafe behaviour, intoxication, prohibited smoking or vaping, possession or use of illegal substances, dangerous, unsuitable, or prohibited items, likely damage to the vehicle, or refusal to follow reasonable safety instructions.

10.3 If the journey is interrupted or brought to an end because of the conduct of you or any member of your party, no refund will be due for the unused part of the journey and reasonable extra costs may be charged.

11. Waiting time, delays, and no-show

11.1 Passengers must be ready at the agreed pickup place and at the agreed pickup time.

11.2 Waiting time of more than 15 minutes may result in an extra charge.

11.3 If your delay affects other bookings or the driver’s legal driving hours, the driver may leave and the booking may be treated as a no-show or as a late cancellation.

11.4 For airport or seaport pickups, unless otherwise agreed in writing, the driver will wait for up to 1 hour from the recorded landing or arrival time, and if the passenger has not met the driver and made contact within that period, the booking may be treated as a no-show.

11.5 A booking may also be treated as a no-show if the wrong date, time, or location is provided, if the customer fails to attend the pickup, or if the customer cannot be contacted within a reasonable time after pickup.

11.6 In the event of a no-show, cash bookings secured by card may be charged in full, and pre-paid bookings will be non-refundable.

11.7 If a flight is missed or an arrival time changes, you must inform us promptly. We will try to rearrange the booking, but extra charges may apply.

12. Route, itinerary, and extra mileage

12.1 The route for the journey will normally be determined by the driver or operator based on the booking details and the road conditions at the time of travel.

12.2 If you request route deviations, extra stops, or additional waiting time, these will be chargeable where they reasonably increase the cost of the booking.

13. Passenger conduct and vehicle rules

13.1 Smoking and vaping are not permitted in the vehicle.

13.2 Alcohol may not be carried or consumed in the vehicle unless this has been agreed in advance.

13.3 Messy or strong-smelling food is prohibited unless the driver agrees otherwise.

13.4 Passengers must remain seated while the vehicle is moving and must wear seat belts where they are fitted.

13.5 Passengers must follow the driver’s reasonable instructions relating to safety and lawful use of the vehicle.

14. Luggage and personal belongings

14.1 All passenger details and luggage details provided at the time of booking must be accurate.

14.2 The driver may refuse to carry luggage or goods that are reasonably considered unsafe, unsuitable for the vehicle, likely to cause damage, or likely to obstruct gangways, exits, or the safe operation of the vehicle.

14.3 Heavy items should be placed in the proper luggage area where such an area is available.

14.4 We are not liable for loss of or damage to luggage or personal belongings unless this is caused by our negligence in providing the booking service.

14.5 If the driver assists with loading or unloading, that assistance does not transfer responsibility for the items, and passengers remain responsible for their own belongings.

15. Damage, cleaning, and extra costs caused by passengers

15.1 You are responsible for any damage to the vehicle caused by you or any member of your party through deliberate act, negligence, or failure to follow reasonable instructions.

15.2 You may also be liable for reasonable costs relating to repairs, specialist cleaning, loss of vehicle use, diversions, call-out or recovery, and any other direct and reasonably foreseeable resulting costs.

15.3 We or the operator may require payment of these costs, and reasonable evidence of the costs will be provided if requested.

16. Lost property

16.1 If any property is left in a vehicle, we will try to help you contact the relevant driver or operator.

16.2 Recovery of lost property cannot be guaranteed.

16.3 You may be required to pay any recovery, storage, packaging, or return costs charged by the operator or any courier.

17. Special items, child seats, and accessibility

17.1 Assistance dogs are allowed, but any other animals may only travel with prior agreement.

17.2 Any requirement for child seats must be stated at the time of booking.

17.3 If child seats are provided, the accompanying adult must check their apparent suitability before travel begins.

17.4 Nothing in these Terms excludes liability for defective equipment where the law does not allow such liability to be excluded.

17.5 Any accessibility requirements must be disclosed before booking so that we can try to arrange a suitable vehicle or operator.

18. Flights, ports, and timing risk

18.1 You are responsible for allowing sufficient time for flights, ferries, trains, events, and any other arrangements that are time-critical.

18.2 If you choose a pickup time later than the time recommended or quoted by us, the resulting timing risk is yours unless it arises from our negligence in arranging the booking.

18.3 Travel times may be affected by traffic, weather, incidents, police activity, closures, or other events outside our reasonable control.

19. Health, hygiene, and public guidance

19.1 Passengers must not travel where doing so would breach the law or official public health guidance.

19.2 Drivers and passengers must comply with all legally required health and safety measures in force at the time of travel.

19.3 Any operational guidance issued by us does not reduce any legal rights you may have.

20. Complaints

20.1 Complaints should be sent to [email protected] promptly.

20.2 Any complaint should include the booking reference, the travel date and time, details of the issue complained of, and any supporting photographs, messages, or other evidence.

20.3 We will investigate complaints relating to our booking service and, where appropriate, we will liaise with the relevant driver or operator regarding complaints about the transport service itself.

21. Refunds

21.1 Any refund due under these Terms and Conditions will be made by the original payment method where reasonably possible.

21.2 Any duplicate payment made in error will be refunded, subject only to any actual lawful non-recoverable third-party transaction costs, where applicable.

22. General

22.1 No bill, poster, notice, decoration, or display may be placed on or in a vehicle without prior consent.

22.2 If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remainder of the Terms and Conditions will continue in full force and effect.

22.3 These Terms and Conditions are governed by the law of England and Wales, unless the law requires that another UK jurisdiction must apply to a consumer contract.

22.4 In these Terms and Conditions, “writing” includes email.

Important summary

By making a booking, you confirm that the details you have provided are accurate.

By making a booking, you confirm that you have authority to make the booking on behalf of all passengers in your party.

By making a booking, you confirm your acceptance of these Terms and Conditions.

By making a booking, you confirm that you understand that Minibus Hire Romford acts as a booking agent unless we expressly state otherwise.