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Jan 2025

Epic Vans is almost ready to bring you affordable van hire in the Aberystwyth Area!

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Terms of Hire

The terms outlined on this page are an overview of our rental terms and conditions. Anyone who wants to hire a van from us must sign and agree to these terms. We reserve the right to change this agreement at any time without notice. A full version of these terms will be provided during the rental process.

In a nutshell

For our full Terms & Conditions of Rental Agreement see below:

Your Rental Agreement with us, Epic Militaria Ltd: Hirers are requested to read and accept these Terms and Conditions carefully before signing the agreement and before the hire can be completed. If there is anything you do not understand or do not agree with, please speak to any member of our rental staff for guidance.

Vehicle Availability:

Whilst every effort will be made to provide the exact make and model reserved, it may be likely that a similar or better vehicle will be offered.

Identification:

Your driving licence must be produced each and every time you hire a vehicle from us. In addition, you must produce one further means of identification, which must include a utilities bill to you at your present address, or an official letter to you at your present address. You will also be required to leave a telephone number where you can be contacted either during the day or evening. Note: Our rental staff reserves the right to refuse your rental if you do not produce your driving licence or for any other reason.

Driving Licence:

All drivers must be in possession of a current, full valid UK driving licence. UK Licence holders, with the new style driving licence MUST produce both the photo card and Convictions Verification Page from the DVLA Database. Our published rental rates are subject to successful driving licence checks, daily rental rates may change depending on licence penalty points, driver history or other circumstances.

Driver Age:

Our standard rental agreement covers drives from age 25-78. Drivers from 21 years of age can rent our vehicles, but additional charges will apply on top of the daily rental rate agreed, see table below:

Age21222324
Extra£12£10£8£6

Additional drivers:

In addition to the main hirer, it is possible for two other hirers to be insured to drive the vehicle, provided they meet our insurance requirements. Adding additional drivers will increase the price of the rental, please ask for more details.

Fuel:

Our rental staff will note on the pre-rental check form and rental agreement, the reading of the fuel gauge. You are requested to return the vehicle with the same amount of fuel as you commenced the rental. Vehicles will be supplied with a full tank of fuel, please bring back all vehicles with a full tank. A refuelling charge of £15 plus £2 per litre inclusive of VAT will be charged for vehicles returned without a full tank. No refund will be given for any fuel in excess of the original reading.

Check that you put the correct fuel in the vehicle. Putting the incorrect fuel type in the vehicle could damage the engine and will result in loss of your deposit if repairs are needed (correct fuel type on filler cap).

Hiring period:

This is calculated on a 24-hour basis. Rental times may be adjusted to suit individual hirers' requirements subject to vehicle availability. The maximum rental period is 21 days, but it can be extended with our approval.

Mileage Allowance

The following mileage allowances apply, you are allowed to drive up to 150 miles per day for the first 3 days of a rental period, 100 miles per day after day three. For example, a one week rental will have a mileage allowance of 850 miles. Additional miles will be charged 18 pence a mile inclusive of VAT, for example 50 extra miles driven above the allowance will cost £9.

Deposit and Excess Details:

We take a £500 deposit on all vehicle bookings. Our standard excess is £1000 per rental.

Collision Damage Waiver to cover the £1000 excess is available normally from £3-5 per day depending on rental days and licence/address check, charged at cost, we don’t make a profit on it.

Payment:

The full cost of rental plus a damage deposit must be paid before any vehicle is released for rental. Major credit/debit cards must make payment only.

Cancellation:

If you cancel within 14 days of your booking we will refund in full, later than that and we reserve the right to keep up to £20 per rental day to cover our lost business.

Your responsibilities:

What to do if you have an incident:

If you have an incident you must not admit responsibility. You should get the names and addresses of everyone involved, including witnesses. You should also:

You must then fill in our incident report form when you return the vehicle. If this is not possible, verbal details can be taken from you but a copy of the information you have supplied will need to be verified and signed by you. In either case you must report the incident to us within 24 hours.

Conditions for using the vehicle:

Only you or a named driver on the insurance application may drive the vehicle providing a full valid driving licence is held and a cover note has been issued to you. You or your authorised named driver must not:

Towing:

You or your authorised named driver must not use the vehicle for towing unless we have given you written permission.

Returning rental vehicles:

Before you bring back the vehicle you must check that you have not left any personal belongings in the vehicle. Vehicles must always be returned back to us during opening hours. We will not accept responsibility for vehicles damaged or stolen from outside our premises if dropped-off after hours. If we have agreed that you may return the vehicle outside business hours, you will remain responsible for the vehicle and its condition until it is re-inspected by a member of our staff. If you do not bring the vehicle back on time you are breaking the conditions of this agreement. We can charge you for every day you have the vehicle after you should have returned it to us. Until we get the vehicle back, we will charge you the daily rate you have rented the vehicle at.

You will have to pay for reasonable costs of repair if: We have to pay extra costs to return the vehicle to its condition when the pre-rental inspection was carried out (for example, if extra valeting time or special material or equipment is needed to restore the vehicle to its pre-rental condition). Or the vehicle has been damaged whilst in your care.

Overseas travel:

With prior approval, it may be possible that our vehicles may be taken abroad, although there are restrictions regarding taking them into some countries. A surcharge will apply when taking a vehicle outside the U.K. and extra charges will be applied to provide a Green Card. Vehicles must not be taken or driven outside the United Kingdom.

Our responsibilities

We have maintained the vehicle to at least the manufacturer's recommended standard. We assure you that the vehicle is roadworthy and suitable for renting at the start of the rental period. In addition, if you are not renting the vehicle for business purposes, we are responsible for loss caused by:

We are responsible if someone is injured or dies because of our negligent act, or failure to act. We are also responsible for losses you suffer because of us breaking this agreement. Losses are foreseeable where you and we could contemplate them at the time the vehicle is rented. We are not responsible for indirect losses which happen as a side effect of the main loss or damage and which are not foreseeable by you and us (such as loss of profits or loss of opportunity).

Property:

We are only responsible for loss or damage to property left in the vehicle if the loss or damage results from our negligence or a breach of contract.

Charges:

We work out charges using our current price list. You will pay the following charges:

You are responsible for all charges, even if you have asked someone else to be responsible for them.

Ending the agreement:

If you are an individual, we will end this agreement straight away if we find out 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 the main requirements of this agreement. If you are a company, we will end this agreement straight away 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 money we are owed under the conditions of this agreement. We can also claim reasonable costs from you if you do not meet the main requirements of this agreement. We can repossess the vehicle (and charge you a reasonable amount) without using unreasonable force or causing damage.

    Data Protection:

    You agree that we may use any information you have given us to carry out our own market research. If you break the agreement we can give this information to credit reference agencies, the Driver and Vehicle Licensing Authority (DVLA), debt collectors and any other relevant organisation.

    Governing law:

    The law of the country in which it is signed governs this agreement. Any dispute may be settled in the courts of that country.

    Severance

    If any provision of this Agreement is held invalid, illegal or unenforceable for any reason by any Court of competent jurisdiction such provision shall be severed and the remainder of the provisions hereof shall continue in full force and effect as if this Agreement had been agreed with the invalid, illegal or unenforceable provision eliminated.

    Please note that cover is subject to the expiry date on the cover note. If the date and time is overlapped with the return of the vehicle, contact must be made with the hire company to extend cover to ensure continuation of insurance cover. The Insurance cover is invalid if hire has been paid for in cash.