Terms & Conditions Please read this agreement 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
Statement of Liability ‘I agree that while the rental agreement is in force I will be liable as owner/hirer of the vehicle, or any replacement vehicle, for any fixed penalty offence, penalty charge notice, notice to owner, parking charge notice for that vehicle under s66 Road Traffic Offenders Act 1988, Schedule 6 Road Traffic Act 1991, Traffic Management Act 2004, Protection of Freedoms Act 2012 and any other relevant legislation.’
It is important that you read and understand the terms and conditions that apply to this contract before you confirm your booking. Only continue with this agreement if you agree to the following terms and conditions.
You can book and pay directly from the website, we can take bookings over the phone, after which an email will be sent with a link to payment
Collection & Return including Fuel
You must collect the vehicle between 1pm and 5pm on the day that hire is due to commence at the allocated time
. Please allow at least 30 minutes to demonstrate the workings of the vehicle and its accessories.
You must return the vehicle between 9:30am and 11am on the final day that hire is arranged for in the allocated time. The vehicle must be clean and in the same condition as when it was collected, and must have a full tank of the correct fuel type. Should this prove not to be the case, a charge will be levied, which will in the first instance come out of your security deposit.
All waste should be emptied before returning the vehicle. A charge of £100 will be administered if the waste water or toilet is not emptied.
If you lose the use of the vehicle for any reason during the period of hire, we have no obligation to refund you any money paid to us, and are not required to provide you with a replacement vehicle
You need to return the van refuelled fully at the end of the hire. If the van is returned not full of fuel the cost of the missing fuel will be deducted, along with a £30 service change, from your security deposit. There is a petrol station nearly opposite our pick-up and drop-off point.
You will have use of the vehicle for the period shown in the agreement. We may agree to extend this rental period, but the total rental duration will not be for more than 30 days. The total length of hire needs will be confirmed against the insurance policy
If you do not bring back the vehicle 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 (£250) or hourly rate (£40 per hour) until we get the vehicle back.
Drivers Eligibility and Identification
All drivers must be between the age of 25 and 75, have at least 2 years of driving experience have no current traffic convictions or endorsements except minor ones, have no more than 6 penalty points on the driving licence and have not been involved in more than one accident in 3 years; must be present at the time of hire and provide the necessary identification.
Details of any additional drivers will be required at least 7 days in advance of the commencement of hire.
Each Driver must provide the following documents:
Photo Card Drivers’ Licence
Two forms of proof of address issued within the last 90 days:
2x Utility bills/statements (Gas, Electric, Water) OR
Ocean Trail Ltd cannot be held responsible for any lost holiday time as a result of you forgetting to bring the correct documentation.
Please note that the campervan is not insured outside the contract of hire.
Rental Restrictions (Smoking pets). The vehicle is not to be:
driven in an unsafe, reckless or dangerous manner
driven off the road or on unsafe road surface
used in a manner which could cause damage to the vehicle, its passengers or third parties or their property
driven by a person in any way under the influence of alcohol or drugs, or with a blood alcohol level above the legal limit
driven by any person not authorised by us to do so (see Glossary Of Terms, Driver/Drivers)
driven by any person under the age of 25 or above 75
driven by any person not legally entitled to drive a motor vehicle
driven by any person not legally entitled to drive a motor vehicle of this type
driven by any person not in possession of a full valid driving licence
left unoccupied with any of the keys in or on the vehicle
submerged in water, or put into contact with salt water
used for any illegal purpose, or for any race, rally or contest
used to tow any other vehicle and/or trailer
used to carry passengers/property for hire and reward
used to carry more passengers/property than is permitted by the specific hire agreement entered into
used to carry volatile material (including but not limited to liquids, explosives, corrosives or gas not transported in approved cylinders or cartridges)
used in any way that would breach your obligations under the hire agreement
lent or hired the campervan to a third party
moved without the written consent of Ocean Trail Ltd out of the permitted counties on the UK mainland (whole of UK fine, EU also an option for new vans)
driven on non standard roads or in extreme weather conditions as defined by the hire company
No Smoking or Vaping in The Vehicle
Smoking of any kind is banned in or near our vehicles/awnings. There will be a deduction from your security deposit should there be evidence of smoking having taken place within the vehicle upon its return to us.
Should you wish to bring a pet or pets along, please ensure you have booked a campervan that is permitted to carry pets. We reserve the right to refuse to allow your pet or pets at our own discretion and without explanation.
Should your pet cause damage to the vehicle's interior and/or accessories, the cost of rectification will be deducted from your security deposit in the first instance.
You must inspect the vehicle and any accessories, such as a satellite navigation system, we provide before you take the vehicle. If you are not satisfied with the vehicle or any accessories or if you do not think the condition of the vehicle meets our pre-rental inspection report, you must notify the office where you rented the vehicle from. In the absence of such notice, it shall be deemed that you received the vehicle and any accessories in perfect working order.
You must take care of the vehicle, any accessories and the keys or other locking device (including any apps which can be used with the vehicles) for the vehicle. 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, and use any security device which is fitted or supplied with the vehicle. 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. If the vehicle is electric or plug-in hybrid you must charge the vehicle in accordance with the instructions provided.
Depending on this agreement (‘Our motor insurance and damage protection programme’), you are responsible for any damage to the 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 and outside the vehicle, cleaning costs if the vehicle is very dirty, and replacement or repair of any items or accessories provided to you.
You must not sell, rent or dispose of the vehicle, 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.
You must not let anyone work on the vehicle without our written permission.
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.
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.
Unless we have agreed to collect the vehicle from you, you must return the vehicle to the location or rental branch we agreed. You must return it during the published opening hours or at a time and place we tell you. When you return the vehicle, our staff must check its condition. If we have agreed 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.
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.
We will identify and tell you about any existing damage to the vehicle before you sign this agreement.
The vehicle you have hired may be fitted with a tracking device, and by signing this agreement you agree that we have your consent to record and use any data we collect. The tracking device will be used to ensure safe and compliant operation of the vehicle in line with the terms of this agreement. If the vehicle is not returned on the agreed date, time and place we will use the data recorded on the device to recover our vehicle.
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.
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 this agreement started and it 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 as loss of profits or loss of opportunity (for example not being able to go to a business meeting or catching a flight).
Maintenance of the vehicle
You will ensure that the vehicle is properly maintained while in your care, within a reasonable limit. This is to include checking oil and water levels on a daily basis, and ensuring that the vehicle's tyres are safe before moving off.
Regular checks of the battery are also essential. Do not continue to run the battery for an extended period in order to run electrical equipment or accessories.
Provided the fault is not due to your actions, or due to any breach of these terms and conditions or of this agreement, we will reimburse you up to £50.00 for proportionate and reasonably incurred costs in effecting any mechanical repair with the vehicle, providing that you can provide receipted documentation proving the work undertaken and the amount incurred and have received our prior consent to undertake the work.
The Hirer shall take all reasonable steps to safeguard the integrity of the vehicle and will stop and react appropriately to any dashboard warning lights. In the event of any problems please contact us immediately. Ocean Trail Ltd will reimburse the Hirer for expenditure up to £75 reasonably incurred in rectifying any mechanical failure to the engine of the vehicle, provided that the Hirer produces relevant receipts at the end of the hire period and have received the prior consent of Ocean Trail Ltd, and that the damage is not due to any fault or breach of this Agreement by the Hirer.
Charges & Payments
Should booking occur within 30 days of the date that hire is due to commence, the full hire charges will be payable immediately upon booking, and upon receipt, the confirmation email will be sent.
Payment of the hire charges is debit card or credit card.
To book we require a deposit of 30% and the balance 30 days before the start date
We accept payment by Credit, Debit Cards or Bank transfer.
Availability is on a request and confirmation basis at the time of your reservation. A reservation is only binding once the booking is confirmed by Ocean Trail Ltd by email, and a non-refundable deposit of 30% has been received. Settlement of the remaining balance will be due 30 days prior to departure. Payment is taken by bank transfer or card-based transaction. Vehicles will not be released without full payment being completed and the hirer fulfilling their contractual obligations by providing valid supporting identification for insurance purposes.
SECURITY DEPOSIT £1000 paid on collection
We work out our charges using our current price list, which includes VAT
You will be responsible for paying the following charges:-
The rental and any other charges we work out according to this agreement.
Any charge for loss or damage resulting from non-compliance, as set out in section 3 and 6 (above), including, where applicable, an administration fee to reflect reasonable administration costs which arise in dealing with these matters.
A refuelling service charge if you did not return the vehicle back to us with the agreed amount of fuel or electricity. The charge will be based upon the rates contained within this agreement or those at the location or rental branch you rented the vehicle from (or both). However, if at the time of signing the agreement, you have agreed to pay for a full tank of fuel and return the vehicle without refuelling, then no refuelling service charge shall be payable. You will not receive any credit for any unused fuel or electricity left in the tank or battery at the end of the rental period.
All charges, including legal and administrative costs for any road-traffic offence or parking (local authority or private), 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.
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 or 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 or driving 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.
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 if it has been stolen and we are waiting to receive a full payment of the vehicle’s value.
We will only charge you for loss of income if we cannot get back our losses under the damage protection programme. We will charge you at the published daily or hourly rate, and we will never charge you for more than 30 days 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.
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 while on hire to you. You will also have to pay us a loss-of-income charge while we cannot rent out the vehicle.
Any published rates for delivering and collecting the vehicle, a charge for an extra driver or returning the vehicle late, and charges for accessories such as child car seats, satellite navigation systems and other similar items.
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. We will publish this rate from time to time.
You are responsible for any loss or damage to additional equipment hired at time of rental including but not limited to satellite navigation equipment, baby seats etc.
We will work out all charges in line with this agreement, and they will include VAT (if this applies).
You are responsible for all charges, even if you have asked someone else to be responsible for them.
We are only responsible for loss or damage to property in the vehicle if the loss or 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
If we arrange separate motor insurance, we will give you information on the motor insurance cover and any restrictions which may apply. Otherwise, the conditions of our motor insurance and damage protection programme will apply. 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 repair:
Roof damage Etc.
Windscreen, glass & tyre damage
Minor damage to exterior vehicle paintwork, and with total repair costs less than £500 (£750 for non UK residents)
Loss/damage/theft to the radio, stereo equipment, and aerials
Personal effects within or from the vehicle
Interior damage including burns, to seats, flooring and living or cooking equipment
Any equipment on hire
Any consequential expenses or additional costs incurred in hiring alternative vehicles
Missed transport, accommodation, travel expenses or any third party claims in connection with a breakdown or accident
The Hirer shall be liable to pay the full cost of repair of any damage which the campervan may suffer as the result of accidental damage, or wilful or negligent action of the Hirer
As part of the hire agreement, you are expected:
To sweep out any debris in the campervan and wipe down all internal surfaces before returning the vehicle.
To return the camper van back in a condition that is not unreasonably dirty on the outside.
To ensure cooking appliances and utensils are also clean and in the same condition as when rented out.
To empty the ‘Grey Waste’
To empty and clean the toilet cassette
We will take pictures of the interior during handover, to avoid any disputes. A full cleaning kit is provided in the vehicle.
If the vehicle is unreasonably dirty when you return it, you will have to pay a fee for cleaning the interior and for washing the exterior. These fees are as follows:
If the vehicle requires cleaning by a professional (marks on the seats, very dirty inside, etc.), you will have to pay the cleaning costs.
These costs will be deducted from your security deposit
Accidents & Breakdowns - In The Event Of An Accident
Should an accident occur while the vehicle is in your care, or should any accident, loss or damage occur to the vehicle, you must inform us within 24 hours..
Any theft, road traffic accident or damage to third party property arising out of your use of the vehicle must be reported by you to the local police. Names, addresses and contact telephone numbers for any and all third parties and witnesses must be obtained by you, even if the matter appears to be straightforward and/or the damage minimal.
By signing this agreement, you undertake to assist us and our representatives in handling any claim arising from any accident, incident or event occurring while the vehicle is in your care, including but not limited to the completion of report forms and witness statements, interview by our representatives or their agents and attending Court to provide evidence.
Breakdown & Recovery
Our vehicles are covered by VW Assist breakdown and recovery service in the unlikely event you need it.
In the event of the van breaking down and being undrivable, we will provide you with details for contacting VW Assist, who will attempt to fix the vehicle or take you back to the campsite or recover the camper van and yourselves back to us. Please contact us immediately on 01293 901109 as well. If you arrange for the campervan to be recovered by any other recovery company other than VW Assist costs must be met by the hirer only.
In the case of you being without the campervan, you will be refunded on a pro-rata basis. We cannot accept responsibility for missed functions, unused campsite days, etc, due to breakdown and we cannot be held responsible for adverse weather conditions affecting any hire.
In the event of any accident, loss or damage arising out of the use of the vehicle, the Hirer will notify Ocean Trail Ltd, obtain the names and addresses of third parties and any witnesses and report the event to the nearest police station. The Hirer undertakes to assist Ocean Trail Ltd in handling any claim arising from any event, including providing all relevant information and attending Court to give evidence if required.
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 the rental company. 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:
get the names and addresses of any witnesses and give them to us;
send us any notices or other documents relating to any legal proceedings arising out of the theft or loss;
help us and our insurers in any legal proceedings, including allowing us to take legal action in your name and defending any legal action taken against you; and
give us back all keys and report the theft or loss to the police as soon as reasonably possible.
Rights of the Parties
Road & Weather Restrictions We reserve the right at our discretion to restrict hire in certain locations, at certain times or in certain circumstances due to adverse or unsafe road or weather conditions. Substitution Of Vehicle We reserve the right to substitute the vehicle booked with an alternative vehicle at our discretion and without consultation with you.
Ending The Hire Agreement
We may end this agreement and take back the vehicle from you at any time, for any reason and without notice.
Such reasons may include, but are not limited to, the following:
if any part of this agreement is found to have been breached by you
if you are found to have misrepresented yourself or your circumstances in providing information to us relating to the hire, deliberately or in ignorance of the facts
if the vehicle is discovered abandoned
if the vehicle is not returned to us on the agreed date or we have reasonable cause to believe that it will not be returned on the agreed date
if we consider that there is reasonable cause to believe that the vehicle is being used in an unsafe or dangerous manner
Should this agreement be ended prematurely in such a fashion and/or for such a reason, you will be entitled to no refund of any part of the hire charges or security deposit from us.
The cancellation fees are based on a percentage of the total rental amount, including any extras.
The cancellation percentage will be applied as below:
more than 8 weeks prior to departure 10% retained,
less than 8 weeks and more than 4 weeks prior to departure 30% retained,
less than 4 weeks and more than 2 weeks prior to departure 75% retained,
less than 2 weeks prior to departure 100% retained.
We advise all hirers to take out their own holiday insurance to cover any eventualities.
Cancellations out of our control
In the unfortunate event that the campervan is damaged and undrivable or stolen before your hire commencement, and we cannot provide a replacement vehicle, a full refund of all monies paid will be given.
We cannot accept responsibility for missed commitments/arrangements such as campsite bookings due to breakdown or theft and we cannot be held responsible for adverse weather conditions affecting any hire.
Personal travel Insurance
It is the hirer's responsibility to provide their own insurance to cover personal items and belongings and personal injury in the event of an accident. This is strongly recommended.
We will not store any of your financial details e.g. bank details.
Please note: This agreement shall be governed by English Law. This agreement constitutes the entire agreement of the parties and there are no other oral undertakings, warranties or agreements between the parties relating to the subject matter of this agreement
By entering into this rental agreement you agree that we can process and store your personal information in connection with this agreement including data collected from the vehicle. We may use your information to analyse statistics, for market research, credit control and to protect our assets.
We may need to share your information with selected 3rd parties for performance of this contract including:
Our breakdown provider if the vehicle suffers a breakdown
Our insurer if they request it or if you are involved in an accident
The DVLA if you take the vehicle abroad and they request the details of the VE103B which was issued to you for audit purposes
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 British Vehicle Rental and Leasing Association (BVRLA), which can share your personal information with its members to prevent crime and protect their assets, as allowed under any applicable data protection legislation.
Title To The Vehicle
You acknowledge that we continue to hold title to the vehicle and that you act as bailee only. You acknowledge that no part of this agreement provides you with a right of any kind to pledge our credit or cooperation in connection with the vehicle, and you agree not to do so.
Release & Indemnity
Subject to our obligation to deliver the vehicle or an appropriate substitute vehicle to you, you release us, our employees, servants and/or agents, from any liability to you (regardless of who is at fault) for any loss or damage incurred by you or a third party by reason of your use and/or possession of the vehicle, including but not limited to:
any loss or damage caused by breakdown, mechanical defect, accident, or the vehicle being discovered unsuitable for your purposes.
any loss or damage to any property left in or on the vehicle, in any service vehicle, or on any part of our premises, or recovered or handled by us.
Subject to any insurance arrangements agreed with us, you hereby agree to indemnify us and continue to indemnify us, our employees and agents against any claims, demands and expenses (including legal costs) incurred or sustained by you or by a third party by reason of your use and/or possession of the vehicle.
Any alterations and/or amendments to this agreement must be made in writing and must be signed by the parties.
This agreement will in all instances be governed by English law, and this agreement, including the terms and conditions, constitutes the entire agreement between the parties. No additional oral undertakings, warranties or agreements between the parties relating to the subject matter of this agreement can supersede the terms of this agreement without the prior consent of the parties.
We reserve the right to add or amend any charges referred to in this agreement without prior notice to you.
You are welcome to leave one car with us whilst you are out enjoying yourself. It will be parked at our facility. This is at your own risk, we cannot accept any responsibility for the vehicle while it is with us.
Terminating the Agreement
The Hirer acknowledges that Ocean Trail Ltd may terminate this Agreement and repossess the Vehicle at any time, without notification to the Hirer, and that the Hirer will pay the reasonable costs of repossessing the Vehicle, including towing charges if the Hirer is in breach of any term of this Agreement, has obtained the Vehicle through fraud or misrepresentation, the Vehicle appears to be abandoned, the Vehicle is not returned on the agreed return date or Ocean Trail Ltd reasonably believes that the Vehicle will not be returned on the agreed return date, Ocean Trail Ltd considers on reasonable grounds, that the safety of passengers or the condition of the vehicle is endangered. In the event of such termination or repossession, the Hirer has no right to a refund of any part of the rental charges or the Security Deposit.
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.
If you are a company, we will end this agreement if:
you go into liquidation;
you call a meeting of creditors;
we find out that your goods have been taken away from you until you pay off your debts; or
you do not meet any of the conditions of this agreement.
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 a disagreement, we may take the matter to the BVRLA’s conciliation service. This agreement is governed by the laws of the country in which you signed it. Any disagreement may be settled in the courts of that country. This agreement contains all the conditions which we have agreed and replaces any written or verbal agreements we have with you.