Terms and Conditions

White van with orange

1. Definitions and Interpretation

In these Terms and Conditions, unless the context otherwise requires, the following expressions have the following meanings:

  • Accident – An incident that happens unexpectedly and unintentionally, typically resulting in damage or injury.
  • AC Offence – Accident offence, failure to stop or report offence.
  • BA Offence – Driving while disqualified offence.
  • CD Offence – Careless driving motoring offence.
  • DD Offence – Reckless or dangerous driving motoring offence.
  • DR Offence – Drink or drug driving motoring offence.
  • IN Offence – Driving without insurance offence.
  • GIS Offence – Miscellaneous offence including, but not limited to, motor racing on the highway or failure to give information.
  • MR Offence – Mutual recognition offence, including disqualified driving in Northern Ireland or the Isle of Man.
  • UT Offence – Theft or unauthorised taking of a vehicle offence.
  • Rental – The rental of the vehicle by the customer.
  • Rental Agreement – The agreement entered into between the customer and the company incorporating these Terms and Conditions, governing the rental of the vehicle.
  • Rental Fees – The sum payable by the customer for the rental.
  • Vehicle – The vehicle rented by the customer for the duration of the Rental Agreement.
  • We / Us / Our – Pontypridd Van Hire Limited.
  • You / Hirer / Customer – The person or company named on the Rental Agreement and any authorised users known to us.


2. Terms and Conditions Summary

  • All rental prices include VAT
  • Minimum rental period: 1 day
  • Prices are subject to change without prior notice
  • Drivers must be aged 25–75 (drivers under 25 subject to insurer approval)
  • Full UK driving licence held for a minimum of 2 years required
  • £250 pre-authorisation deposit required
  • Rental cost and deposit payable before hire
  • Rental extensions must be agreed and paid for in advance
  • Vehicles may not leave England, Scotland, or Wales without written consent
  • Business hours:
  • Monday–Friday: 08:00–17:30
  • Saturday: 08:00–12:00
  • Vehicles must be returned with the same fuel level
  • Vehicle faults must be reported immediately
  • Electric vehicles must be returned with at least 20% battery charge


3. Insurance

  • Vehicles are insured subject to policy terms
  • We are not responsible for items left in the vehicle
  • Tyres are not covered unless tyre cover is purchased
  • Windscreen damage carries a £100 excess
  • Fully comprehensive insurance applies to approved drivers aged 25–75
  • Additional drivers charged from £15 per day
  • Drivers must have no more than 6 penalty points (excluding IN, DD, DR or BA)
  • Certain endorsements within the last 5 years will invalidate hire eligibility
  • Bookings are confirmed only once the deposit is paid
  • We reserve the right to refuse hire at our discretion


Business Self-Insurance:
Businesses wishing to insure the vehicle must provide a fully comprehensive insurance certificate in advance and ensure the vehicle is registered on the Motor Insurance Database for the hire period.


4. Cancellation Policy

  • More than 48 hours before hire: No charge
  • 24–48 hours before hire: £30 administration fee
  • Less than 24 hours before hire: £50 administration fee
  • Bookings made within 24 hours are still subject to cancellation charges
  • We reserve the right to amend this policy for specific events


5. Accidents & Theft

In the event of an accident, you must not admit fault.

You must:

  • Record details of all parties involved
  • Obtain witness details where applicable
  • Contact the rental office immediately
  • Notify the police if injuries occur or responsibility is disputed
  • Secure the vehicle safely

If the vehicle is stolen, you must report the incident to the police and notify us immediately with a crime reference number.

Insurance may be invalidated if the accident results from misuse or negligence.
No repairs may be carried out without authorisation.


6. Excess & Damage Liability

  • Standard excess: £750 per incident
  • Drivers under 25: additional £250 excess
  • Customer negligence may invalidate insurance
  • Deposit is forfeited if excess is charged
  • Excess amounts may vary for electric vehicles

Collision Damage Waiver (CDW) may be available at booking (terms apply).


7. Liability

By entering into this agreement, you agree:

  • To be liable as owner of the vehicle during the hire period
  • That your payment card authorises us to charge all rental, extension, administration, and additional costs


8. Use of Vehicle

  • Vehicles may be used for business and social/domestic purposes
  • Vehicles must not be used for hire, towing, racing, instruction, or illegal purposes
  • Allowing an uninsured driver to drive the vehicle will be treated as theft


9. Electric Vehicles (All Other Terms Apply)


Vehicle Use & Charging

  • Must follow manufacturer guidelines
  • Minimum return charge: 20%
  • Charging costs are the customer’s responsibility
  • Non-approved chargers or adapters are prohibited


Range & Performance

  • Range varies depending on conditions
  • Customers must monitor battery levels


Prohibited Use

  • No towing, off-road use, or tampering with EV systems


10. Fuel & AdBlue

  • Vehicles must be returned with the same fuel level
  • Fuel shortages charged at branch rate plus £20 admin fee

AdBlue

  • Driver responsible for monitoring AdBlue levels
  • Empty tanks may result in recovery charges


11. Overseas Travel

  • Travel outside the UK mainland without consent results in full excess being charged
  • Vehicles are not authorised to travel outside Europe


12. Return Charges

  • Up to 30 minutes late: half-day charge
  • Over 30 minutes late: full day charge
  • EVs returned with depleted batteries or left at charging stations may incur fees


13. Identification Requirements

All drivers must provide:

  • Driving licence (front and back)
  • National Insurance number
  • Two proofs of address dated within 3 months

Failure to provide documents may result in cancellation and charges.


14. Damage, Wear & Tear

  • Hirer is responsible for all damage during hire
  • EV-specific damage must be reported immediately
  • Out-of-hours returns are at the customer’s risk
  • Damage found after cleaning may still be charged


15. Vehicle Faults & Warning Indicators

  • Faults or warning lights must be reported immediately
  • Do not continue driving with serious warning indicators
  • Repairs require written authorisation
  • Failure to report faults may result in liability


16. Loss of Vehicle Keys

Lost or stolen keys will incur:

  • Courier charges
  • Replacement and reprogramming costs
  • Possible full lock replacement


17. Smoking Policy

Smoking is strictly prohibited and will result in loss of the full deposit.


18. Mileage Allowance

  • 200 miles per day included
  • Excess mileage charged at 4p + VAT per mile


19. Fines & Penalties

  • Hirer is responsible for all fines and penalties
  • £30 administration fee applies per offence
  • Legal responsibility applies under Road Traffic legislation
  • Vehicle detention for illegal use may incur recovery and loss-of-income charges


20. Breakdown Cover

Breakdown cover is not included.
In the event of a breakdown, please contact our office immediately.