‘I’, ‘me’, ‘my’, ‘you’, ‘yours’, ‘yourself’ and ‘hirer’ refers jointly and severally to the person or persons who are the customers.
‘Customer’ means the person or persons nominated as the hirer under the heading ‘Hirers Name / Contact’ on the Rental Agreement, any person whose credit or debit card is presented in payment of the customer’s charges, or any person who deems themselves to be the legal entity and ultimately responsible for the motorhome. Should the legal entity be different from the driver, then full name, address and contact phone numbers must be supplied.
‘This Agreement’ means the Transfer Form and these Terms and Conditions. In the event of any discrepancy between these Terms and Conditions and any other ROAM literature, the provisions of these Terms and Conditions apply.
‘Booking’ the confirmed reservation of a motorhome hire includes the payment of the booking deposit and the full balance for the rental required six weeks before departure. If within six weeks the full amount is payable at the point of booking.
‘Booking Deposit’ means the monetary amount required to confirm the motorhome booking.
‘Depot’ ROAM, Sunnydene Farm, Lords Lane, Preston, PR1 9UA.
‘Rental Period’ Means the hire period as stated on the Rental Agreement or any agreed variation thereof and any additional period during which the vehicle is in the customer’s possession or control.
‘Vehicle’ Means the vehicle as stated on the Rental Agreement and includes tyres, accessories, the living equipment and any other special equipment, documents related to the Vehicle and any replacement or substitute Vehicle which may be provided at the discretion of ROAM.
Includes but is not limited to, TV and aerial, Oven, Fridge, heater, vehicle accessories.
‘Security Deposit’Means the amount held as security by ROAM in relation to this hire.
‘Mileage Allowance’1000 miles are allowable per hire free of charge. Additional mileage will be charged at 0.45p per mile thereafter unless otherwise agreed.
1. DepotROAM – Sunnydene Farm, Lords Lane, Preston, PR1 9UA.
2. Handover TimesCollection be agreed at the point of booking but must be in good daylight for inspection and handover. Please allow 1hr for a detailed handover when collecting a motorhome. All vehicles must be returned as agreed at the time departure. Note, any late returns not agreed will be charged at £100 per hour.
3. UK & European Vehicle InsuranceInsurance loading: In some cases, ROAM will incur additional charges if the driver to be insured has a traffic conviction, more than one insurance claim or has an occupation which is deemed high risk. In these circumstances these charges will be passed onto the customer.
(a) UK & European BreakdownROAM will supply full breakdown cover to cover any mechanical faults to the base chassis of the motorhome. Any call out charges necessitated by the client through operator error, e.g., a flat vehicle battery, wrong or insufficient fuel, keys locked in motorhome etc will be the responsibility of the client. All prices quoted in the Agreement are gross prices.
4. Minimum HireThis ranges from a minimum of 3 -5 nights depending on the season. Long term hire may be granted at the discretion of ROAM and may be subject to additional charges for the duration of hire. ROAM reserves the right to increase the minimum hire period for certain events such as festivals and group bookings.
5. PaymentA booking is only binding after it has been confirmed by ROAM and a non-refundable booking deposit has been received. Our terms and conditions including the cancellation policy apply from this point onwards.
Once the booking is confirmed, a confirmation email / text will be sent out to the client. The remaining balance will be payable by equal monthly instalments and the balance shall be cleared six weeks prior to departure.
ROAM reserves the right to cancel the booking if payments are not received monthly and within six weeks or departure. Payment is accepted by bank transfers, card payment or cash.
For late bookings (less than six weeks before departure) the full rental price is payable on booking. Vehicles will not be released without full payment being completed. ROAM reserves the right to increase the booking deposit for certain events or promotions.
6. Cancellation chargesMore than 4 weeks before: 25% of total hire cost will be 4 weeks – 3 weeks: 50% of total hire charge 3 weeks – No Show: 100% of total hire charge
A No Show is deemed as the hirer not presenting themselves on the first day of the rental period to collect their motorhome and not communicating with ROAM prior to the date that the hirer will be collecting the vehicle on an alternative date/time within the booked rental period.
Should the hirer be deemed a No Show, the booking will be automatically cancelled at close of business that day and the vehicle will be released for re-hire. No refunds whatsoever will be due.
ROAM cannot postpone or transfer money from one hire to another. ROAM reserves the right to amend its cancellation policy for certain events.
7. UtensilsAll motorhomes will be equipped with a standard set of utensils to include, cutlery, crockery, pans, kettle, toaster, iron. You are welcome to use your own. Bedding and towels are not included in hire.
8. European TravelThis must be pre agreed with ROAM at the point of booking for insurance purposes. Please note the mileage limit and costs above 1000 miles per hire period.
9. Ireland TravelThis must be pre agreed with ROAM at the point of booking for insurance purposes. Please note the mileage limit and costs above 1000 miles per hire period
10. Car Parking facilitiesROAM allows customers to leave their vehicles at their own risk onsite for the duration of their hire as long as they do so at their own risk. One car is allowable per booking. If additional parking is required, please discuss this in advance of collection and we will try to accommodate your needs. ROAM cannot and will not be held liable for any damage caused to their vehicle whilst on site. The customer must lock and secure their vehicle and remove any personal items on show and leave their keys for fire safety reasons.
11. Motorhome CollectionPlease allow 1 hour for the hand-over at the depot, to complete the documentation and demonstrate your vehicle to you. All drivers need to be present on collection of the motorhome and bring their full valid licence, passport and two forms of proof of address dated in last three months, i.e., utility bill, council tax bill or bank statement. Please see section 27, Drivers for further details.
Return: The vehicle must be returned on the correct date, and before the time stated on the rental agreement – please allow 1 hour for the hand-over at the depot.
Vehicles must be returned undamaged, with an equivalent tank of fuel as on collection, emptied wastewater and toilet cassette, clean interior and in the same condition as it left the depot, otherwise a charge will be made for additional valeting and or upholstery cleaning.
In addition, a separate toilet cleaning fee will apply if the toilet waste tank is not empty on return. Please see section 17 - Rental and other charges for further details. Please note there are no toilet emptying facilities at the ROAM depot so this must be emptied prior to return.
Late return: If you will be late returning, ROAM must be advised immediately. Failure to advise may result in prosecution for driving whilst uninsured. An additional charge of £100.00 per hour will be payable for all late returns.
12. Motorhome SystemsROAM will carry out a full Pre-Checkout Inspection (PCI) on every motorhome before the commencement of hire. The PCI involves testing every system on board the motorhome to ensure they are operating correctly.
In conjunction with this the hirer will be taken on a tour of the motorhome and shown how each system works or given video instructions on usage. Should an onboard system / manual operation fail during your hire, ROAM will make every effort to remedy the fault whilst you are away but, in some circumstances, this may not be possible, and ROAM cannot be held responsible for failure and will not refund any monies should a loss of service be encountered nor have any obligation to provide a replacement vehicle.
We strictly advise not to use awnings in changing climate conditions or leave awnings unattended. Wind straps are not provided for this reason as we strictly forbid use in unsettled weather. Damage to awnings and framework is very costly usually resulting in a full replacement of awning; the cost of which will be chargeable to the hirer which will include VAT and fitting. Costs often supersede security deposits therefore further costs will be sought in these instances to cover ROAM’s losses.
13. Vehicle acceptanceYou acknowledge having received the Vehicle in a clean condition and in sound working order, with sufficient fuel and a suitably filled LPG gas bottle for the duration of hire.
It is the hirer’s responsibility to inspect the vehicle for any damages thoroughly before hire and any damages must be noted on collection. If damages are not noted upon collection ROAM cannot be held responsible for any damages found upon return of the vehicle.
You acknowledge that ROAM will not refund any monies if the vehicle is returned or you cease to have use of the vehicle or an item of equipment on the vehicle prior to the return date for any reason e.g., Accident, weather, theft, or damage.
ROAM does not supply AD BLUE for hire, this is the hirer’s responsibility.
14. Change of VehicleROAM reserves the right, at its absolute discretion and subject to availability of vehicles, to substitute a comparable or superior vehicle for the vehicle ordered. In that event, you shall not be liable for any increased rental pertaining to the substitute vehicle. Such substitution shall not entitle you to any refund and does not constitute a breach of this Agreement.
Should the customer elect to change the motorhome that they have booked, subject to availability ROAM will try to accommodate the request where possible. Should there be an increase in the daily rental cost, the client will be liable for the increased premium in line with section 6, payment terms. Should the daily rental cost be lower, the original booked price will stand, and no refund will be given.
Should ROAM not be able to accommodate the request and the customers decides to cancel the booking, ROAM’s cancellation terms shall apply, see section 6, cancellation charges for more details.
15. Rental and Other Charges
In the case of gross negligence ROAM reserves the right to recover full costs in order to return the motorhome to the state in which it was handed over.
16. Errors in Rental ChargesTotal charges as set out therein are not final. You agree to pay any shortfall in charges to ROAM and you will receive a refund for any overcharge acknowledged by ROAM.
17. Security DepositA refundable security deposit of £1000 (or as agreed pending events / location of travel) will be due and payable by bank transfer or cash before hire. The payment should be in the lead driver’s name. Pre-paid currency cards and credit cards cannot be accepted.
ROAM reserves the right to increase the security deposit in certain circumstances or for specific events e.g., World Cup events, Festivals, for any other hire where the Motorhome is carrying 4 or more adults unless otherwise agreed.
Cheque payments are not accepted against the security deposit. You, the hirer irrevocably authorises ROAM to deduct from the Security Deposit any amounts due by you to ROAM arising out of this Agreement.
The security deposit will be refunded within 7 working days of the vehicle being returned to the depot as per the criteria set out in section 13, Motorhome collection and return and providing there are no outstanding insurance claims. The deposit will not be refunded on the return of the motorhome.
Should any damages or costs exceed the security deposit the customer will be required to settle all additional costs over and above the security deposit value within 7 days of your hire end date.
18. Use of the VehicleYou agree that during the rental period, you will not and will not allow the vehicle to be:
All Vehicles may only be driven on sealed / bitumen roads. You acknowledge that ROAM reserves the right at any time, at its sole discretion, to restrict vehicle movements in certain areas due to adverse road or weather conditions or any other reasonable cause.
20. Alterations to the VehicleYou shall not make any alterations or additions to the Vehicle without the prior written consent of ROAM.
21. Title to VehicleYou acknowledge that ROAM retains title to the vehicle and its contents and that you possess the goods as a mere bailee only. You do not have any right to pledge ROAM’s credit in connection with the Vehicle and agree not to do so. You shall not agree, attempt, offer or purport to sell, assign, sublet, lend, pledge, mortgage, let on hire, or otherwise part with or attempt to part with the personal possession of or otherwise deal with the vehicle.
22. SmokingAll ROAM motorhomes are non-smoking vehicles. ROAM reserves the right to impose additional valeting and or upholstery cleaning fees and charge demurrage should smoke be detected in the motorhome.
23. PassengersROAM authorises the use of these vehicles up to the stated number of passengers. Each person is to use the safety restraints provided whilst the vehicle is in motion. Children up to 12 years of age or 135cm in height, whichever they reach first, must use the correct child restraints appropriate for their weight/height under UK law.
24. DogsThere is no charge for dogs, and a maximum of 2 dogs are agreed per hire. Please seek prior authorisation if you wish to travel with more than 2 dogs. Extra charges may apply. All pets must be secured when travelling. ROAM reserves the right to impose an extra charge for cleaning should the vehicle be soiled by pets. The hirer should make every attempt to cover upholstery if taking pets on their journey.
25. DriversAge limits: Standard insurance: 25 to 79 years ROAM must be notified at the time of booking should any driver be over the age of 70. Additional information may need to be provided. Cover is not guaranteed. Maximum of 2 drivers per rental or unless otherwise agreed by ROAM. All drivers must have held a valid licence for more than 3 years than entitles them to drive a UK category B vehicle up to 3500kg GMW.
The driver must be able to demonstrate that they have driven on a regular basis (More than 3 times per week) for at least 3 years and feel confident to drive a vehicle of the dimensions of our largest motorhome 7.3m long 2.6m wide and 3m high. Drivers holding only an automatic licence can only hire our auto models and this must be declared at the time of booking. All drivers must be present at checkout of the motorhome. No exceptions can be made.
Production of a full, valid standard driver’s licence, and two Utility bills are required.
Copies will be taken of all identification presented and will be retained for 7 years for the purpose of, but not limited to the defence of any legal claim(s). If you have a photocard GB licence we require the photocard and your NI (National Insurance) number to check your licence details on the DVLA’s online system. We are unable to insure you if we have not DVLA checked your licence details. We need to physically see your driving licence prior to the hire commencing.
If you have a modern Northern Ireland licence, we require both the photocard and paper counterpart. Your licence address must be your current home address. We require two forms of proof of address for each named driver from within the last three months. Examples include utility bill, bank statement, council tax bill.
All drivers whose licences are issued outside of the EU or Commonwealth are required to supply a valid international driving permit alongside your standard licence at the start of hire. This must be issued in the country your standard licence was issued and confirm you are able to drive a UK category B vehicle up to 3500kg GMW. Should any driver fail to present all correct documentation and identification on collection of the motorhome or do not meet the driver requirements stated in the terms and conditions, then ROAM will be unable to release the motorhome and no refunds will be given.
Endorsements on licences: you must declare at the time of booking if there are any endorsements on your licence. ROAM can accept up to 6 speeding points that occurred within the last 3 years (charges may apply). For more than 6 points, for any conviction other than for speeding, including, but not limited to the following codes: AC, BA, CD, DD, DR, IN, LC, MS, UT, MR and TT or for any driver disqualification within the last 5 years ROAM may not be able to get cover for. No refund will be given if the hire is cancelled because we are unable to insure you to drive.
Insurance claims: You must declare at the time of booking if you have made or had vehicle insurance claim made against you within the last 5 years. ROAM may not be able to get cover should you have had 1 or more claims within the last 3 years.
Driver occupations: you must declare your occupation upon collection of the vehicle. ROAM may not be able to offer cover for some occupations due to the risk this presents. Should the driver not disclose an at-risk profession even in a part time capacity, this will render the agreement as void and the hirer will be liable.
Drivers are personally liable for all legal penalties (e.g., parking tickets, congestion charges, speeding fines) which are incurred during the period of hire. ROAM is unable to insure any driver with no fixed abode.
26.Vehicle Damage & Insurance Cover (Provided all the personal information supplied is correct)The vehicle is insured for theft and damage to the vehicle and the property of a third party; but does not include any personal insurance for the customer (including death or bodily injury to the driver) or cover any personal possessions.
The hire rate quoted includes a standard excess of £1000.00 per accident, reported incident or vehicle theft. In the event of any damage to either the vehicle or third-party property, the hirer will be liable for the first £1000.00 per claim.
Please note that NO insurance cover is offered for overhead damage or any damage deemed as gross negligence (i.e., fuel in the water tank or misfiling, or any internal damages, including fire caused by a cooking/heating incident, therefore the hirer accepts fully liability for these which is in addition to the standard vehicle excess should that apply. Windscreens and /or tyre damage is not covered by the standard vehicle insurance and therefore excess.
The hirer will be responsible for the cost to repair all damages. You will have to pay an excess for any Insurance claim regardless of which party is at fault for the accident. The insurance excess is £1000.00 per claim, not per rental. You will not have any insurance cover and you will be responsible for the total cost of any damage if you breach any of the terms of this Agreement.
You will be responsible for any damage caused through gross negligence and will not be covered by the insurance. ROAM will not be responsible for any loss which is a side effect of the main loss e.g., loss of profits or opportunity. This is separate from the vehicle insurance provided. You must disclose all relevant information to ROAM for full coverage.
Holiday InsuranceAll customers are advised to take out their own holiday insurance upon booking. ROAM is unable to refund any booking deposits/payments received, if any events are cancelled or you are unable to go ahead with your motorhome hire for any reason.
27. Responsibility When an Accident OccursIn the event of any accident, loss or damage arising out of the use of the vehicle, you MUST:
You shall take all reasonable steps to properly maintain the vehicle, including checking oil, coolant, Ad blue, tyre pressures and batteries whilst under hire. The vehicle will be supplied with sufficient fuel and LPG gas and that it is the hirer’s responsibility to replenish these throughout the hire.ROAM will not be held responsible should you run out of any of these during your hire. Additional requests for extra gas will be chargeable at £55 per 6kg.
You acknowledge that ROAM will reimburse you for any upfront agreed expenditure incurred in rectifying any mechanical failure to the drive train and engine of the Vehicle (not including the water system, refrigerator, heating, audio and DVD equipment, provided that:
ROAM will reimburse you for expenditure reasonably incurred if:
You will not dispute your liability to ROAM for any amount due under this agreement and you shall indemnify and keep ROAM indemnified against any loss incurred (including legal costs).
The Security Deposit will be returned within 7 days after the completion of the Rental Period, as per section 19. The customer agrees that ROAM is entitled to recover payment from the customer, in respect of any amounts due which were not known at the time of returning the Security Deposit.
You acknowledge that all transactions under this agreement are conducted in Pounds Sterling. Due to exchange rate fluctuations, there could be some variance between the amount initially paid as a security deposit and the amount refunded within 7 days after the expiration of the rental period. You release ROAM from any liability for such variation.
30. Payment of Charges, Joint and Several LiabilityAll charges and expenses payable by you under this Agreement are due on demand by ROAM. If you do not pay all charges on time, you agree to pay interest at 4% per month above the base rate as published by ROAM on the outstanding balance and any additional costs incurred by ROAM, including reasonable legal fees to recover the outstanding money owed. When the customer comprises of more than one person, each person is liable jointly and severally for all obligations of the customer pursuant to this Agreement.
31. Terminating the AgreementYou acknowledge that ROAM may terminate this Agreement and repossess the vehicle at any time, without notification to the hirer, and that you will pay the reasonable costs of repossessing the vehicle, including towing charges if:
Subject to its obligation to deliver the Vehicle or an appropriate substitute vehicle, you release ROAM, its employees and agents, from any liability to you (regardless of who is at fault) for any loss or damage incurred by you by reason of this Agreement, including but not limited to:
Any changes to this agreement must be in writing and must be signed on behalf of ROAM and the hirer.
34. Force MajeureROAM will make every effort to ensure that the reserved motorhome is available for hire at the correct time. If, due to circumstances beyond our control, this is not possible and if an alternative or acceptable motorhome is not available ROAM’S liability is limited to the refunds of all monies paid by you.
35. Personal WarrantiesYou warrant that all information supplied by you to ROAM in connection with this agreement is true.
36. Proper LawThis agreement shall be governed by the law of Great Britain in which this agreement was signed.
37. Data ProtectionYour personal data and information that you have provided to ROAM will be processed for the following purposes and in accordance with our Privacy Policy which can be found on our website. By entering into this agreement, you agree that we can process and store your personal information in connection with this agreement including data collected from the vehicle which may include your location(s) from our vehicle tracking system and also diagnostics (telematics). We may use your information to analyse statistics, for market research, credit control and to protect our assets.
You agree that if you break the terms of this agreement, we can pass your personal information to any 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 the Data Protection Act 1998.
We agree to keep all personal information in a secure environment and will comply with the Data Protection Act 1998 and our own privacy policy and any other applicable data protection legislation currently CE.
38. Entire AgreementThis 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. ROAM reserves the right to add or amend the vehicle specifications and rental charges without prior notice. This agreement does not affect your statuary rights under civil law.