Van Hire Terms and Conditions
These terms apply to vehicle hires from Kev’s Van Rentals. Your booking confirmation and signed hire agreement set out the vehicle, hire dates, collection and return times, price, selected excess option and any other agreed arrangements. Please read those documents and these terms before signing. If anything is unclear, contact us before the hire starts.
Drivers and licence checks
Every driver must be named on the hire agreement, be at least 21 years old and hold a full driving licence for the vehicle category. Drivers must have held a full licence for at least 12 months and have recent, regular driving experience. There is no upper age limit.
Up to 9 penalty points may be accepted only where the endorsements are for minor offences. These codes fall outside our standard criteria and require referral for approval before hire: UT, DR/DG, DD, BA, IN, AC, CD, LC30–LC50, MS50–MS90, MR and TT. Drivers with more than 9 points may also be referred. Referral does not guarantee acceptance; the driver must not collect or drive unless we have confirmed approval. An additional £500 will be added to the applicable damage excess for drivers with 7–9 points.
A driver disqualified within the last 36 months cannot hire. We cannot hire a driver with more than one fault motor claim in the previous 3 years or whose motor insurance has been declined, renewal refused, cancelled or avoided, or made subject to special terms.
We cannot hire a vehicle to, or allow it to be driven by, people engaged as professional entertainers or theatricals, professional sportspeople, jockeys or those involved in racing, undergraduates or students, service personnel born outside the UK, couriers (including fast-food delivery), motor factors, wholesale or daily news delivery workers, or general dealers, street or market traders.
All UK licence holders must complete our DVLA licence check using the link in the booking confirmation email within 21 days of making a reservation and before collecting the vehicle. Drivers with a foreign licence must show their driving licence and passport and provide the UK address where they are staying. Every driver must be accepted by us and named on the hire agreement before driving. No one else may drive the vehicle.
Booking, payment and deposit
All hire charges must be paid by credit or debit card. A £100 CASH deposit is required when you collect the vehicle. We may also agree to take the deposit by card using delayed capture, which ring-fences the funds. After we release a card deposit, your bank or card provider may take up to 7 days to make the money available again.
The deposit is credited towards any excess you owe; it is not an additional charge on top of the excess. Any remaining amount due must be paid under the hire agreement. If no amount is due, we will return the cash deposit or release the card deposit.
Insurance, damage protection and excess
The insurance and damage protection arrangements for your hire, including any applicable exclusions, are those explained to you and recorded in your hire agreement. The agreement will show the excess option you select. The standard excess is £1,500. You may choose a reduced excess for an additional daily charge:
- £10 per day reduces the excess to £1,000.
- £20 per day reduces the excess to £500.
- £30 per day reduces the excess to £250.
The selected excess applies to each relevant incident as set out in your hire agreement. The reduction option does not remove all responsibility. Roof and tyre damage are excluded from the damage protection described in the hire agreement, and you may be responsible for the full reasonable repair cost for excluded damage. Damage caused by illegal use, deliberate misuse or serious carelessness may also fall outside the protection. Ask us before signing if you need an explanation of what is and is not covered.
Hire period, collection and return
Your hire period is the period shown in your booking confirmation and hire agreement. There is no fixed 30-day maximum. Any extension must be agreed with us in advance and confirmed in writing; do not assume an extension has been accepted until we confirm it.
Vehicle collections start from 8:30am. We open from 8:00am for vehicle returns. Your specific collection and return date and time are the ones stated in your hire agreement. Return the vehicle to the agreed location, with the agreed fuel level, and allow our staff to inspect it.
If you want to return a vehicle outside our opening hours, you must arrange this with us in advance. You remain responsible for the vehicle and its condition until our staff can inspect it at the earliest opportunity. If the vehicle is returned late without an agreed extension, additional hire charges may apply for each day or part-day, at the rate shown in your agreement or provided by the branch.
Looking after and using the vehicle
Before leaving, check the vehicle and accessories against the condition report or video and tell us about any issue you notice. We record existing damage and can provide a copy of the inspection video on request. Return the vehicle in the condition in which it was supplied, allowing for fair wear and tear.
You must take reasonable care of the vehicle, keep it locked when unattended, use any security devices provided, use the correct fuel and fluids, and follow any charging instructions for an electric or plug-in hybrid vehicle. Tell us promptly about any defect, accident, theft or breakdown. Do not arrange repairs without our written permission unless needed to protect someone from immediate harm.
You must not use, or allow anyone to use, the vehicle:
- for an illegal purpose, racing, speed testing, driving lessons or paid passenger transport (unless specifically authorised and properly licensed);
- to tow or push another vehicle or object without our written permission;
- off-road or on roads unsuitable for the vehicle;
- while impaired by alcohol or drugs, or in any other unlawful way;
- over the manufacturer's weight limit, with unsecured loads, or with more passengers than the vehicle is designed to carry;
- for a use requiring an operator's licence unless the required licence is held; or
- outside the permitted territory described below.
You must not sell, sub-hire, lend or dispose of the vehicle or its accessories, or let anyone work on it without our written permission.
Mileage, fuel and other charges
Unless your booking says otherwise, the mileage allowance is 150 miles per day for hires of 1–2 days, 100 miles per day for hires of 3–6 days, and 500 miles per week for hires of 7 days or more. Additional miles are charged at 20p per mile.
Return the vehicle with the agreed amount of fuel or charge. If we refuel it, the current listed refuelling charge is £3.00 per litre, including the service charge. The booking price, any delivery or collection charge, additional driver charge, late-return charge and accessory charges will be shown or confirmed as part of your hire.
You are responsible for road traffic, parking, congestion, toll and other vehicle-related penalties incurred during your hire, together with our £30 administration charge per offence or charge. You are also responsible for reasonable costs arising from damage, loss, recovery, missing keys or accessories, or other breach of these terms. Any loss-of-use charge will be calculated at the applicable published hire rate, with reasonable deductions for costs we avoid, and will not exceed 30 days of rental charges.
Accidents, theft and breakdowns
If there is an accident, make the vehicle and people safe, contact the police if anyone is injured or there is a dispute, gather the details of those involved and any witnesses, take photographs if safe, and contact us as soon as possible. Do not admit liability. Complete and return our accident report form and send us any related notices or documents.
If the vehicle is stolen, contact us and the police as soon as possible, provide the crime reference and relevant details, and return all keys in your possession. For a breakdown, contact us or the breakdown provider using the instructions supplied with the vehicle.
Travel outside the UK
You may take the vehicle outside the UK only if you book this with us in advance and receive our written authorisation. Additional charges apply. You must not travel until we have confirmed that the required insurance arrangements and documents, including a Vehicle on Hire Certificate (VE103B) where required, are in place. Authorisation applies only to the destination and dates we confirm.
Cancellation and discount codes
You may cancel without charge if you give us more than 48 hours’ notice before the specified collection time. If you cancel less than 48 hours before the agreed collection time, including on the day of collection, the cancellation charge is 50% of the booking value. If you do not cancel and do not collect the vehicle, no refund is due. To cancel, email info@vanhirenottingham.co.uk or call 0115 981 4333.
Discount codes apply to the booking value, excluding additional costs, and must be entered and applied at checkout. Unless an offer says otherwise, discounts cannot be combined, reduced-price items and garage services are excluded, and offers may be changed or withdrawn.
Personal belongings and vehicle data
Remove your belongings and personal data before returning the vehicle. We are not responsible for items left behind unless loss or damage results from our negligence or breach of contract. If we agree to store a found item, reasonable storage costs may apply.
Some vehicles may have a tracking device. We use vehicle data where needed to manage the hire, protect people and property, and recover a vehicle not returned as agreed. We may share relevant information with service providers, insurers, the DVLA or authorities where needed to provide the hire, handle an incident or meet a legal obligation. See our Privacy Policy for more information.
Complaints and governing law
If you have a concern, contact us so we can try to resolve it fairly. You may also use the complaints process linked on our website. These terms do not affect any rights you have under consumer law. The agreement is governed by the law applicable where you entered into it, and any dispute may be brought before a court with jurisdiction there.
By signing the hire agreement, you confirm that you have read the agreement and these terms. The booking confirmation and hire agreement form part of your contract with us.