Terms & Conditions
Chauffeur Hire
Anytime Fleet Solutions Ltd T/A Anytime Chauffeurs
Terms and Conditions of Hire
This booking forms a contract with Anytime Chauffeurs, once it has been accepted by ‘Anytime Chauffeurs, either verbally, in writing, or email. The hirer accepts that they agree with terms and conditions, and are making this booking subject to those terms and conditions
Definitions
“Agreement” means these terms, the terms stated overleaf, together with specific hire details stated overleaf.
“Cancellation” means and cancellation by you, of our services, after we have accepted your booking.
“Hire Period” means the period of time set out in a booking and stated overleaf, or as amended by agreement.
“Passenger” means and person who uses the services, or who enters the vehicle with the consent of another passenger, or of the person, or company booking our services
“Price” means the price for the services set out in the booking.
“Services” means the services of a Chauffeur driven vehicle.
“Unacceptable Behaviour” means any behaviour considered to be unacceptable by the chauffeur including refusing to wear a seatbelt, leaning out of the window of the vehicle, standing out of the sunroof, attempting to exceed the maximum permitted number of passengers, smoking in the vehicle, being under the influence of excessive alcohol or under the influence of or in possession of any illegal substance, being violent aggressive or abusive, being a danger to himself or any other person, being excessively rowdy, provoking persons in the party to commit violent acts, or being in any way unfit to travel.
“Vehicle” means the vehicle stated at the time of booking, or a replacement vehicle, if for any reason the vehicle booked cannot be provided.
“We/Us/Our” means Anytime Chauffeurs, “You/Your” means the individual or company making the booking.
In this agreement: Words denoting any gender include all genders and words denoting the singular include the plural and vice versa.
If there is any conflict between the booking and these terms, the provisions of the booking shall prevail.
Bookings and cancellations
We will make every effort to accommodate changes to booking details, however the rate stated includes only the pickups, drop offs and waiting periods as agreed.
Any additional mileage performed or waiting delays incurred will be at the discretion of the chauffeur and will be subject to additional charge as specified by Anytime Chauffeurs. Agreement to increasing the duration of hire may not be possible if punctual arrival to subsequent bookings is likely to be compromised.
Cancellation charges may apply if cancellation is at late notice. If notice of cancellation is received, after the chauffeur has begun their journey to the pickup address, the full cost of the journey will be payable.
Online bookings should be made with at least 12 hours notice. For bookings within 12 hours please call (+44)203 004 3179
Performance of Services
We aim to perform our services to a high standard. Please contact us if you have any complaints or suggestions.
Our Chauffeurs will use their judgment to drive at reasonable speeds in relation to the prevailing road type and conditions and you should not ask them to exceed speed limits. Unless we have agreed with you that a particular route should be used, our chauffeur may use any route to a destination that in their opinion is the best and most convenient route, whether or not it is actually the shortest route.
No person other than employees or representatives of Anytime Chauffeurs may drive the vehicle.
The chauffeur will endeavour to adhere to the pre-arranged itinerary/pick up/drop off times, and to the reasonable requests of the passengers, (the reasonableness of which shall be judged by the chauffeur) However, we cannot be held responsible for loss or inconvenience from delays and prolonged journey durations, due to circumstances beyond their control. i.e. traffic, adverse weather conditions etc.
Vehicles
Wherever reasonably possible the vehicle type agreed at the time of booking shall be used. However, we reserve the right to supply an alternative vehicle. In the unlikely event of vehicle breakdown, we will make every possible attempt to supply a replacement vehicle as quickly as possible. If a replacement cannot be supplied, a full refund of any hire fees will be paid.
Luggage
All property and luggage remains at all times the responsibility of the passengers. We accept no responsibility or liability for any loss or damage, no matter how caused, either whilst in transit or when left in the vehicle.
It is your responsibility when reserving a vehicle, to check that it has sufficient space and weight allowance to accommodate the luggage to be carried.
Please ensure you advise the number and size of your luggage at the time of booking.
We reserve the right to refuse the carriage of luggage if in the chauffeur’s judgment the volume of weight is excessive.
Passenger Behaviour
The client is held responsible for the behaviour of all passengers, and for informing them of the provisions of this agreement. They are responsible for ensuring that the party’s conduct does not threaten their own, the drivers or any other person’s safety. Seatbelts should be worn, and passengers should not lean out of the windows or stand out of the sunroof. You will indemnify us for any losses, costs or expenses caused by any passenger on demand, whether or not we have first made a claim against that passenger.
All vehicles are strictly ‘no smoking’
In the event that any passenger (in the opinion of the chauffeur) is carrying out any unacceptable behaviour, then we or our chauffeur may refuse entry to that passenger to the vehicle or may terminate the agreement for that booking or may cease the performance of that service, even if they are not completed. In these circumstances and without prejudice to our rights, you must still pay to us the full price for the booking, and we will have no responsibility or liability for any losses or costs.
You accept responsibility and will indemnify us for any internal or external damage to, or loss of the vehicle or any of our property caused or incited to be caused by you or any passenger no matter how the damage is caused.
You will pay for all cleaning and valet costs if any passenger causes any spillage, is sick in the vehicle, or in any other way causes the cleanliness of the vehicle to be of a lower standard than at the pickup time. The standard valet charge is £175.00
The maximum seating capacity of the vehicle is determined by us, and should not be exceeded. It is your responsibility to ensure that any children or passengers under the height of 4’6” are secured within a booster seat or protective child seat as appropriate. The company will provide child seats as long as they are requested at the time of the booking.
Price of the Service
The price for the services is as set out in the booking, subject to amendment in accordance with this agreement.
If a fixed price for services has been agreed, this may be increased by an amount in accordance with out standard hourly rate at the relevant time for any delay or increase in the agreed hire period in the following circumstances:
Any delay caused by you or any passenger for any reason.
Any delay caused by severe traffic, congestion, accidents, weather conditions or any other cause outside our reasonable control.
Airport collection delays, where flight delay information has only been reported after the chauffeur has set out on his journey to the airport.
Any amount due from delays, will be added to, and form part of the price.
Unless otherwise agreed the price stated is exclusive of the following which will be payable in addition where applicable:
V.A.T (which shall be payable by you subject to receipt of a V.A.T invoice)
Road Tolls, London Congestion Charge, or additional expenses such as parking
Any wasted journeys carried out because of error on your part i.e. incorrect incoming flight date given, shall be paid for, in full, by you.
Waiting time: We allow 30 mins grace from the time of pickup and 60 mins for flight arrivals. After this time a charge of £60 per hour will be made, £0.58p per minute.
Any price given online, particularly if it is for a major sporting event or concert, is subject to confirmation. We reserve the right to reject a booking if a price is not agreed or if a suitable vehicle is not available.
Cancellations
If a booking is cancelled by the Customer within 48 hours from the start of the period of hire, there will be no cancellation charge
If a booking is cancelled by the Customer within 24 hours from the start of the period of hire, 50% of the cost of the booking will be charged
If a booking is cancelled by the Customer within 12 hours from the start of the period of hire, 75% of the cost of the booking will be charged
If a booking is cancelled by the Customer within 8 hours of the start of the contract or if the driver is already en-route, 100% of the cost of the booking will be charged
If the customer does not appear at the time and place designated as the pickup point, 100% of the cost of the booking will be charged
If a wedding booking is cancelled within 1 month from the start of the period of hire, any deposit paid will be non-refundable. Further charges are as per the above conditions
Prestige Chauffeur Vehicles such as Range Rovers, Rolls Royce Ghost, Maybach, Bentley Mulsanne, and Rolls Royce Phantom are subject to a strictly 12-hour free cancellation or amendment policy. If the customer cancels the service within 7 Day from the start of the hire period, 100% of all monies paid will be non-refundable.
Discrimination
We operate a strict policy of non-discrimination for race, religion, sexual orientations, health and disability and all other areas of discrimination.
Children in vehicles
Should any child need to be included in the transportation the lead name on the booking form should confirm the age of children in the party and if required provide suitable child restraint to be fitted to the vehicle prior to the start of the journey.
Animals in vehicles
We will accept guide dogs with registered disabled people however this should be advised to the company at the time of booking the service, all other animals will be accepted at the discretion of the company and should be made aware when booking the service. The company reserves the right to refuse the transportation of animals except Guide dogs or other animals used by registered disable people.
Complaints
Complaints regarding our Chauffeurs, staff or vehicles, should be made in writing to Anytime Chauffeurs.
Self Drive Hire
This Contract is only formed when we allow you to take possession of the keys to the Vehicle. We will not do so unless and until you come to collect a Vehicle from us (or where we deliver the Vehicle to you) and you provide the Required Documents. You will be required to agree to the Vehicle Condition Report and we are satisfied that you meet our rental criteria. Please read this agreement carefully. If there is anything you do not understand or do not agree with, please ask by emailing us on book@anytimechauffeurs.co.uk
Data protection
By entering this rental agreement, the Hirer/Authorised Driver agrees that Anytime Chauffeurs can process and store their personal information in connection with this agreement, including data collected from the vehicle. Anytime Chauffeurs can use this information to analyze statistics, for market research, credit control, and to protect their assets.
Anytime Chauffeurs may need to share information with selected third parties for the performance of this contract, including:
Breakdown provider if the vehicle suffers a breakdown
Insurer if requested or if the driver is involved in an accident
The DVLA
If the Hirer/Authorised Driver breaks the terms of this agreement, Anytime Chauffeurs can pass information to credit-reference agencies, debt collectors, the police, or any other relevant organization. Anytime Chauffeurs can also give this information to the British Vehicle Rental and Leasing Association (BVRLA), which can share the driver's personal information with its members to prevent crime and protect their assets, as allowed under any applicable data protection legislation.
The Hirer/Authorised Driver acknowledges that the Hire Vehicle is fitted with a telematics tracking device which records data relating to the Hire Vehicle, including its location, speed, driving style, and vehicle faults (‘Telematics Data’). By signing this agreement, the Hirer/Authorised Driver consents to Anytime Chauffeurs using Telematics Data for the purposes of ensuring the safety and security of the Hire Vehicle, detecting and/or logistical purposes of the Lessor (including responding to road traffic incidents in which the Hire Vehicle may be involved) (a ‘Permitted Purpose’). Telematics Data will only be shared with other third parties in connection with a Permitted Purpose.
Identification and Documentation Required to Hire
The Hirer/Authorised Driver acknowledges that they will need to provide Anytime Chauffeurs with the following documentation:
A valid full UK driving license (with no more than 6 points and no DD, DR, BA convictions on the driving record)
National Insurance number
Valid passport – to be kept along with the security deposit
Proof of address – utility bill
Proof of employment and occupation – employment letter, payslip, job offer letter
Owner Liability & Acceptance (Penalties, fines and charges)
The Hirer/Authorised Driver hereby acknowledges that during the duration of this agreement, under section 66 of the Road Traffic Offenders Act 1988 and Schedule 6 of the Road Traffic Act 1991, and, Schedule 2 of the Road Traffic (Owner Liability) Regulations 1975, Schedule 2 of the Road Traffic (Owner Liability) Regulations 2000, they are liable as the owner of the Hire Vehicle for any offences, charges, or fines incurred during the hire period, including fixed penalty notices, parking charges, and locally levied congestion charges. The Hirer/Authorised Driver acknowledges that their liability shall extend to any other vehicle hired under the same agreement and to any period by which the original period of hire may be extended, on the terms and conditions set out herein. They understand they are liable to pay all penalties/fines related to late or non-payment of traffic offences. The Hirer understand that on demand there is an Administration Fee of 40.00 GBP which will apply for every transaction handled by Anytime Chauffeurs Ltd. The Hirer acknowledges that the 40.00 GBP Administration Fee is NOT part or full payment of the fine itself.
Own insurance
The Hirer/Authorised Driver hereby acknowledges that if they have indicated they want to provide their own insurance for the vehicle, then the following terms apply:
a) The Hirer is responsible for insuring the vehicle from the moment it is taken until the time it is returned to Anytime Chauffeurs. The vehicle must be insured to its full value against loss or damage (including windscreen damage) by accident, fire, or theft, under a comprehensive insurance policy with a reputable insurance company. The Hirer must supply Anytime Chauffeurs with full details and instruct the insurance company to note Anytime Chauffeurs' interest on the policy.
b) The Hirer authorises their insurer to communicate directly with Anytime Chauffeurs and provide any information Anytime Chauffeurs require. The Hirer also authorises Anytime Chauffeurs to take over any claim relating to the hired vehicle and to negotiate and settle it directly with the insurer.
c) The Hirer must not use or permit the vehicle to be used in breach of the insurance policy. If any money is paid under the policy that relates to the vehicle, the Hirer must ensure that the money is paid directly to Anytime Chauffeurs.
d) If the Hirer does not insure the vehicle comprehensively, and Anytime Chauffeurs suffer a loss as a result, the Hirer must compensate Anytime Chauffeurs for that loss.
e) If for any reason the amount received from the insurance company is less than the loss suffered by Anytime Chauffeurs, the Hirer must pay the difference.
f) Any claim arising from the hire period from any uninsured driver driving the vehicle will be met entirely by the Hirer without exception
e) The Hirer agrees to the following statement “I the Hirer have not had a proposal declined, a policy cancelled, or renewal refused or been required to pay an increased premium or had any special conditions imposed by any motor
insurer.
Security and Safety of our vehicle
The Hirer/Authorised Driver hereby acknowledges that they are responsible for the full value of the vehicle. They must lock the vehicle and correctly use any security devices supplied with the vehicle.
Deposits
The Hirer/Authorised Driver hereby acknowledges that in the event of damage, the security deposit will be held until the third-party insurers confirm in writing that they accept liability and that the excess is not required for the claim.
The Hirer/Authorised Driver understands that the hire vehicle can only be driven by the named hirers in this agreement. Any unauthorized person found driving the car will result in an automatic loss of the security deposit, the hire being cancelled with no refund, and a fine amounting to £10,000. The Hirer/Authorised Driver will be liable for any costs as above that may arise.
The Hirer/Authorised Driver understands that if they allow someone else to drive the vehicle and the vehicle is seized, they will be liable for an additional £1,000 if the vehicle is seized by the local authority/police. This also includes if the Hirer/Authorised Driver has driven the vehicle in a reckless and dangerous manner leading to its seizure under section 59.
Refunds
The Hirer/Authorised Driver hereby confirms that they would not be refunded for any unused days if the vehicle is returned early.
Overseas Travel
The Hirer/Authorised Driver hereby acknowledges that they do not have permission to take the vehicle out of the United Kingdom. Ireland is not part of the United Kingdom, and the hire vehicle is not to be taken to Northern Ireland, the Channel Islands, or the Isle of Wight.
Fuel
The Hirer/Authorised Driver understands that they must return the hire vehicle with the same level of fuel that was in the vehicle at the start of the rental. Any missing fuel will be charged at £2.00 per litre regardless of the pump price. The Hirer/Authorised Driver must ensure the correct fuel is used. In the event the wrong grade/type of fuel is put into the vehicle, the Hirer/Authorised Driver will be liable for any costs incurred by Anytime Chauffeurs, including recovery of the vehicle, draining the tank, and rectifying any subsequent damage. The Hirer/Authorised Driver understands they will be liable for a loss of rent to Anytime Chauffeurs of £65.00 per day while the vehicle is undergoing repairs.
Repairs to Vehicle
The Hirer/Authorised Driver hereby acknowledges that they must notify Anytime Chauffeurs if the vehicle develops any faults. They must not attempt to repair the vehicle without written permission from Anytime Chauffeurs.
Smoking
The Hirer/Authorised Driver acknowledges that they are strictly prohibited from smoking in the hire vehicle. They understand that if any evidence of smoking is found in the vehicle, they will be subject to a Smoke Cleaning Fee of £250.00.
Late Returns
The Hirer/Authorised Driver understands that there is a 29-minute grace period for returning the vehicle. If the car is returned outside of this period, a full day's rental charge will be payable. If the vehicle is returned more than 1 hour late, they will be charged at twice the full day rate for each additional day.
Accidents
In the event of an accident, the Hirer/Authorised Driver must:
Not admit liability to the third party
Notify Anytime Chauffeurs immediately by calling 020 3004 3179
Report the incident to the police
Obtain the names and addresses of everyone involved, including witnesses
Describe the situation as fully as possible when asked to do so by the police and Anytime Chauffeurs
Ensure the hire vehicle is secure
Assist Anytime Chauffeurs and the insurance company in any legal proceedings
The Hirer/Authorised Driver understands that their liability for the loss of the vehicle will not be reduced in cases of gross negligence. Examples of gross negligence include, but are not limited to:
Striking overheads or overhanging objects
Driving into a barrier that is too low for the vehicle to pass beneath
Driving into a barrier in a car park before it fully opens
Driving on a road in poor condition without due care, resulting in damage to the undercarriage
Driving on a beach causing damage from salt water or sand
Driving through flooded roads causing damage to the vehicle
Misfuelling or ignoring a warning light
Fitting unauthorized objects to the vehicle
Damage caused from leaving the windows open
Damage to Vehicle
Any minor damage to the Vehicle is listed below in the Light Damage Schedule is classified as “Light Damage”. Examples of Light Damage include small scratches, chips or dents to any part of the Vehicle. If not stated below this would be classified as Serious Damage. Anytime Chauffeurs would provide an estimate from their approved authorised provider which I the Hirer am responsible for in the event of damage to the Hire Vehicle.
Component Group
Type / Condition
Component
Price
Accessories
Damaged/ Missing/ Broken
Handbook Pack
SD CARD
Compressor
Tyre Foam
Floor Mats
First Aid Kid
Key Tag
Manufacturer Cost
Keys
Damaged/ Missing/ Broken
Vehicle Ignition Key
Manufacturer Cost plus £250.00 if damaged
If Lost £1500.00
Panels
Repair and Refinished – To repair scratch and small dents (5cm diameter max)
Front Bumper, Door Mirror Cover, Rear Bumper, Quarter Panel, Door, Wing Repair
£400 Per Panel
Plus £TBC Per Day Off Road Charge.
Panels
Replace
Front Bumper, Door Mirror Cover, Rear Bumper, Quarter Panel, Door, Wing Repair
Manufacturer Cost
Plus £TBC Per Day Off Road Charge.
Alloys
Cosmetic Repair
Alloy
£140 Per Alloy
Alloys
Replacement
Alloy
Manufacturer Cost
Tyre
Damage / Replacement
Tyre
Manufacturer Cost
Windscreen
Replace / Repair
Front or Rear Windscreen
Manufacturer Cost
The Hirer/Authorised Driver hereby acknowledges that they will be liable for the charges listed above if the vehicle is damaged during the hire period. They understand that Anytime Chauffeurs will carry out these repairs at their approved repair shops.
Responsibility of the Hirer
The Hirer/ Authorised Driver hereby acknowledges that they have a responsibility to
1. check daily, engine oil level, water level in radiator, coolant, washers and wipers, lights, wheel nuts, brake fluid level and condition of tyres;
2. keep the Vehicle and its accessories in its possession and free from legal process or lien and when not in use adequately protected and secured; and
3. at our reasonable request, make the Vehicle available for inspection, service or repair work.
Use of Vehicle
The Hirer/ Authorised Driver hereby acknowledges that they will:
1. Ensure that any driver(s) using the Vehicle(s) during the Rental Period are approved by us and hold a valid full current licence for the type and use of Vehicle and are duly permitted and insured under the insurance policy; treat the Vehicle with all due care and respect;
2. Ensure that the Vehicle will not be used for re-hire;
3. Ensure that the Vehicle will not be used for the carriage of passengers for hire or reward;
4. Ensure that the Vehicle will not be used for any illegal purpose or in contravention of any legislation affecting you, the Driver, the Vehicle or its use;
5. Ensure that the Vehicle will not be used by any person under the influence of alcohol, hallucinatory drugs, narcotics, barbiturates, other illegal drugs or any other substance (whether legal or illegal) that is either unlawful to use or drive under the influence, or which otherwise is liable to impair that person’s driving ability;
6. Ensure that the Vehicle will not be used to carry more passengers than is recommended by the Vehicle’s manufacturer;
7. Ensure that the Vehicle will not be used to give driving lessons;
8. Ensure that the Vehicle will not be used for off road use, on gravel roads or roads that are unfit for motor vehicles or where the surface or condition of it involves risks for the tyres or for the underside of the Vehicle or for the Vehicle itself, such as beaches, forest paths, mountains, etc.;
9. Ensure that the Vehicle will not be used to push or tow another vehicle or trailer (except where the Vehicle is already fitted with a tow-bar when the maximum load stated and must not be exceeded);
10. Ensure that the Vehicle will not be used to carry flammable and/or dangerous or hazardous substances, toxic, harmful and/or radioactive products or those that infringe applicable local laws and regulations, or to transport goods with a weight, quantity and/or volume in excess of what is recommended by the Vehicle’s manufacturer and all other applicable laws and regulations (all liquids must be carried in secure containers);
11. Ensure that the Vehicle will not be used for racing, off-roading, reliability trials, speed testing or to take part in rallies, contests, or trials, wherever they are located, official or not;
12. Ensure that the Vehicle will not be used to transport live animals outside of a pet carrier (with the exception of Assistance Dogs, subject to our prior written consent);
13. Ensure that only the named drivers in this agreement are driving the vehicle, you must not let someone else use the vehicle.
Excess wear and tear
The Hirer/Authorised Driver hereby acknowledges that any damages to the vehicle, including excessive wear on the tyres and clutch found upon return inspection, will be charged. They understand that if they deliberately cause damage to or loss of the vehicle, they will be responsible for paying the cost of repairs and off-road charges. In more serious incidents, they may be liable to pay for the full cost of the vehicle, even if it was insured at the time.
Zero-Tolerance Policy
The Hirer/Authorised Driver hereby acknowledges that during the duration of this agreement, there is a zero-tolerance policy towards speeding and reckless driving. In the interest of vehicle safety and public welfare, any instance of speeding or reckless driving will result in the immediate termination of the hire agreement. Additionally, there is a strict zero-tolerance policy concerning drug and drink driving. Any evidence of impairment due to drugs or alcohol while operating the vehicle will also result in immediate termination of the hire agreement. The vehicle will be remotely switched off and recovered without further notice. The security deposit will be forfeited, and the Hirer/Authorised Driver’s details will be reported to the BVRLA database, which may affect their ability to hire vehicles in the future.
Vehicle Condition
The Hirer/Authorised Driver hereby confirms that the vehicle condition outlined in ‘2.0 Vehicle Condition Report’ accurately represents the current state of the vehicle. The Hirer/Authorised Driver has thoroughly inspected the vehicle and confirms that there are no undisclosed damages or missing items beyond those noted in the vehicle condition section. The Hirer/Authorised Driver fully understands that they are solely responsible for any damage sustained by the vehicle during the rental period. Furthermore, they acknowledge that while the vehicle is undergoing repairs in the garage, they are liable for off-road charges. These charges are intended to cover the loss of revenue incurred by Anytime Chauffeurs during the vehicle's downtime.
Liability of Vehicle
The Hirer acknowledges and agrees that they are fully liable for any loss, damage or theft of the vehicle during the rental period, regardless of cause, and are responsible for covering the full value of the vehicle, including but not limited to, repairs, replacement, and any associated costs. This liability applies even if the Hirer has taken out a fully comprehensive insurance.
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