Terms & Conditions Of Hire

Ocean Trail Ltd – Terms & Conditions of Hire

Campervan & Motorhome Hire Agreement
Between you and Ocean Trail Ltd

Please read this agreement carefully. If there is anything you do not understand, ask a member of staff to explain it.

By confirming a booking, making payment, or collecting the vehicle, you accept these Terms & Conditions.

1. Definitions

Ocean Trail / we / us / our – Ocean Trail Ltd
Hirer / you / your – the lead booking customer and any authorised drivers
Vehicle – the campervan/motorhome and all equipment supplied
Hire Period – the agreed collection to return period

2. Booking & Payments

2.1 Bookings may be made online or by phone.
2.2 A 30% non-refundable deposit secures the booking.
2.3 The balance is due 30 days before hire.
If booking within 30 days, full payment is required immediately.
2.4 Where a payment link is issued, deposits must be paid within 48 hours.
2.5 Ocean Trail may cancel bookings where payment deadlines are not met.
2.6 Vehicles will not be released without full payment and required documentation.
2.7 Interest on Late Payments - Any unpaid amounts may accrue interest at 4% above the Bank of England base rate from the due date until paid.

3. Security Deposit

3.1 A £1000 security deposit is payable on collection (or pre-authorised).
3.2 The named hirer must provide the deposit using a payment method in their own name.
3.3 The deposit may be used to cover:

• Damage or loss
• Insurance excess
• Cleaning or waste
• Refuelling
• Late return
• Missing items
• Fines/penalties
• Recovery or administration costs
• Any breach of this agreement

3.4 If charges exceed the deposit, the hirer remains liable for the balance.

4. Collection & Return

4.1 Collection: 2:00pm–5:00pm
4.2 Return: 9:00am–11:00am
4.3 Allow at least 30 minutes for handover demonstration.
4.4 Vehicles must be returned:

• Clean and tidy
• Waste and toilet emptied
• With the same fuel level
• With all supplied equipment
• In the same condition (fair wear & tear excepted)

Charges apply where these conditions are not met.

4.5 Maximum hire duration is 30 days unless agreed in writing and confirmed with insurers.

5. 72-Hour Post-Return Inspection

An initial check may be completed at return; however, some issues are not immediately visible.

Ocean Trail retains up to 72 hours after return to complete a full inspection.

Any damage, cleaning requirements, missing items, refuelling, or other costs identified within this period may be deducted from the deposit or charged to the payment method on file. Photographic or written evidence may be used.

6. Late Returns

If the vehicle is returned late:

• £40 per hour, or
• £250 per day (or part day)

Loss-of-income charges may apply where subsequent bookings are affected. Such charges will not exceed 30 days’ rental charges, and we will take reasonable steps to mitigate our losses.

7. Driver Eligibility & Identification

All drivers must:

• Be aged 25–75
• Have held a licence for minimum 2 years
• Have no serious convictions
• Have no more than 6 points
• Have no more than one fault accident in 3 years
• Meet insurer approval

Drivers must provide:

• Photocard licence
• Two proofs of address (within 90 days)
• DVLA licence check code (submitted at least 14 days prior)

Ocean Trail cannot be responsible for loss of holiday due to missing documentation.

8. Mileage

Unlimited UK mainland mileage unless agreed otherwise in writing.
European travel only where authorised in writing.

9. Fuel Policy

Return with the same fuel level.
If not: Fuel cost + £25 admin fee.

10. Use Restrictions

Vehicles must NOT be:

• Driven dangerously or illegally
• Driven off-road or on unsafe terrain
• Driven by unauthorised drivers
• Used for racing, towing (unless agreed), or hire/reward
• Overloaded
• Used for illegal purposes
• Left unattended with keys inside
• Lent or sub-hired

Driving under the influence of alcohol or drugs is strictly prohibited.

11. Smoking & Pets

Smoking or vaping is strictly prohibited.
Evidence will result in specialist cleaning charges.

Pets are permitted only with prior written approval. Damage or additional cleaning will be charged.

12. Maintenance & Care

The hirer must:

• Check oil, coolant and tyre condition during hire
• Respond appropriately to dashboard warning lights
• Not continue driving if a warning light indicates mechanical risk
• Not allow unauthorised repairs

Ocean Trail will reimburse up to £75 for emergency mechanical repairs where:

• Prior consent was given; and
• The issue was not caused by misuse or negligence; and
• Valid receipts are provided.

13. Your Responsibilities

You must:

• Inspect the vehicle at handover
• Take reasonable care
• Lock when unattended
• Use correct fuel/fluids
• Report defects, accidents, theft or breakdown immediately

You must not sell, pledge, sub-hire or transfer rights in the vehicle.
Title to the vehicle remains with Ocean Trail at all times. You act as bailee only.

14. Tracking Device

Vehicles are fitted with tracking devices. By hiring, you consent to data use for safety, compliance, and recovery.

15. Accidents, Theft & Breakdown

Incidents must be reported within 24 hours.
Do not admit liability.
Police must be notified where appropriate.

Loss of use, accommodation, missed travel or consequential losses are not covered.

If damage arises from gross negligence, illegal use, serious carelessness, or failure to secure the vehicle, the hirer may be liable for the full repair cost regardless of insurance cover.

16. Charges & Damage Pricing Guide

Typical charges (not exhaustive):

Roof damage, interior burns, glass, tyres and paintwork damage are not automatically covered by insurance waivers.

17. Fines & Penalties

The hirer is liable as keeper for all fixed penalties, parking charges, congestion charges and tolls under applicable road traffic legislation.

Ocean Trail may transfer liability or recharge the amount plus reasonable administration costs.

18. Insurance

We provide third-party cover as required by law.

You remain liable for:

• Insurance excess
• Excluded damage types
• Misuse or negligence
• Damage due to failure to secure the vehicle
• Personal belongings (not covered)

19. Cancellation

Deposit non-refundable.

Cancellation fees:

• 8+ weeks: 10%
• 4–8 weeks: 30%
• 2–4 weeks: 75%
• <2 weeks: 100%

If we cannot supply a vehicle due to theft or damage and no alternative is available, a full refund will be provided.

20. Termination & Repossession

We may terminate hire and repossess the vehicle without notice if:

• Terms are breached
• False information was provided
• Unsafe use occurs
• Vehicle is not returned as agreed

No refund will be due in such circumstances.
Reasonable recovery costs may be charged.

21. Indemnity

Subject to our legal obligations, you agree to indemnify Ocean Trail Ltd against claims, losses, legal costs or third-party liabilities arising from your use or possession of the vehicle.

22. Privacy

Personal data is processed in line with our Privacy Policy and may be shared with insurers, recovery providers, authorities, DVLA, BVRLA or credit agencies where required.

23. Dispute Resolution

Ocean Trail is a member of the BVRLA and follows its Code of Conduct.
Disputes may be referred to the BVRLA conciliation service before court proceedings.

24. Governing Law

This agreement is governed by English law and constitutes the entire agreement between the parties.