Terms & Conditions of Vehicle Hire
These are the Terms agreed between the Client and Bradgate Wedding Cars
DEFINITIONS
You, Your, The Client, Clients, The Hirer, The Hirers
Refer to the person/s making the booking who enters into a contract with Bradgate Wedding Cars of the chosen vehicle/s.
Bradgate Wedding Cars (BWC), We, Us, Our
Refer to Bradgate Wedding Cars, its directors and/or employees.
1. Quotes & Payments
1.1 Quotes
Quotes are valid for up to 6 weeks but will remain adjustable if the number of trips or hours required differ from those of the original inquiry to those required at the booking stage. In the unlikely event a quote has been incorrectly calculated due to human error and a booking has been made this may be corrected as long as Bradgate Wedding Cars has sent notification of the error to the client within 14 days of making their booking, the client may then either accept the corrected quote or cancel the reservation and receive a full refund of all monies paid.
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1.2 Deposit Payment
The initial deposit payment ensures the booked vehicle/s have been reserved for the client, removed from availability to others and the administration and/or other outlay in relation to that particular booking starts. The booking is not confirmed until Bradgate Wedding Cars are in receipt of the initial deposit. View T&C 4.1 for deposit refund in case of cancellation.
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1.3 Balance Payment
This final balance payment is due 30 days prior to the booked wedding date unless the client has agreed beforehand an extended final due date in writing from Bradgate Wedding Cars. If payment is not received on or before that date the vehicle/s will automatically be deemed as cancelled and all monies paid will be forfeited and the vehicle supplier reserves the right to pursue the outstanding balance via a dedicated collection agency. Vehicles will not be provided unless the full balance has been received. It is the client’s responsibility to ensure the balance is paid on time. View T&C 4.1 for balance refund in case of cancellation.
1.4 Full Payment
Any bookings made within 30 days of the booked wedding date will require a Full Payment. The vehicle will not be confirmed as booked until Bradgate Wedding Cars is in receipt of the full payment.
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2. Itinerary Confirmation & Changes
2.1 Itinerary Confirmation
It is the client’s responsibility to check their itinerary to ensure it details their full and correct requirements, as anything not listed may not be delivered.
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2.2 Changes to Itinerary
Changes to the itinerary such as changes to timings, addresses, additional trips or a photo stop-off, meaning an extension to the hire may be required, must be made in writing. For the client’s own protection, changes cannot be accepted over the phone and/or other Messaging Services such as Facebook Messenger, WhatsApp, Skype, etc… An updated itinerary will be sent to confirm acceptance of the changes. Clients must not automatically assume their changes have been received as emails and letters can go astray. The client must always assume their changes have not been received until they receive an updated itinerary showing the requested changes. Any additional hire cost following changes to the itinerary will be communicated to the client prior to updating the itinerary. Changes by the Client not acceptable to Bradgate Wedding Cars will be deemed as a Cancellation. View T&C 4.1 Cancellation and Refunds due to unacceptable changes.
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2.3 Change of Booked Vehicles
If you wish to change your originally booked vehicle meaning the original vehicle is no longer required it will be deemed as a cancellation. View T&C 4.1 on Cancellation and Refunds.
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2.4 Route Access & Passes
Clients must advise, at the time of booking, of any concerns about access to any particular venue and if any part of their journey is not over a normal standard road surface, for example an unmade up road, narrow driveways, sharp turns, track or narrow lane with growth protruding into the pathway of vehicles, or through fords, streams, overhanging trees & cables, higher than normal raised speed humps etc.. Prior assessment of suitability for the vehicle/s may be required, in all cases your driver reserves the right on the day not to take vehicles along unsuitable road surfaces if damage to the vehicles bodywork or its underside could be caused.
Clients accept the drivers will do their best to reach all points in the itinerary as closely as possible but some unexpected road diversions or obstructions, such as vehicles parked either side of the road, may force the driver to abandon the remainder of the planned route. In which case it is agreed that the driver will take the vehicle to the nearest readily accessible point for passengers to be collected or disembarked. Bradgate Wedding Cars & drivers cannot be held responsible for delays resulting from unexpected diversions and obstructions.
It is the client’s responsibility to ensure that any permissions, permits or passes required have been obtained and provided to Bradgate Wedding Cars in order to enter private areas, sensitive military areas, private parking or private roads and to remain thereon. Any driver’s ID checks must be communicated in advance.
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2.5 Extending Hire Time on the Day
Extending the hire beyond that shown on your itinerary is unable to be guaranteed if requested on the actual day. Any agreed extension to timings made on the day with the driver must be paid in cash. Without a cash payment being made on the day prior to extending the hire time the contract will be deemed as fully completed and ended at the original time shown on the client's itinerary and the client agrees to this.
2.6 Delay to Arrival at Collection Address
In the event a vehicle is en-route to a collection address and encounters a problem which could result in a delay to the scheduled arrival at the collection address the driver will immediately contact the client to inform them of the approximate arrival time (mobile signal permitting and mobile driving laws obeyed).
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2.7 Vehicle Departure at End of Hire
The end of hire occurs when the vehicle and its occupants have arrived safely at the final destination address with no further trips planned and the vehicle has reached the hire end time shown on the itinerary. The vehicle/s duty will then be considered completed and therefore it will be free to depart back to base. However, if the end of hire time has not yet been reached and no further requirement is sought, the vehicle could depart earlier. That said, the driver will not leave the final address prior to its end of hire time shown on the itinerary unless permission is given by either the Hirer, Bride/Groom/Best Man or Bride’s parent/s.
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2.8 Itinerary Re-Confirmation
As a sensible precaution and as itineraries are frequently amended, the client, as part of these terms and conditions, makes direct verbal contact with Bradgate Wedding Cars to run over the whole itinerary two or three weeks prior to the wedding day. Should any problems come to light they can be rectified before they occur. This is really very important! In fact, more so than any other advice so Please be Aware! – Not doing this could create unnecessary and avoidable problems on your special day.
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2.9 Change of Wedding Date
Changing a wedding date after a booking has been confirmed is deemed as a cancellation unless Bradgate Wedding Cars agrees to postponing the date and the originally booked vehicle is available on the new date.
3. Passengers Safety, Vehicles’ Specifications & Damages
3.1 Seat Belts
Seat Belts must be worn where fitted. Some vehicles are not fitted with seatbelts due to their classic and vintage age exemption. Clients must take into consideration this safety aspect prior to booking such vehicles. UK law requires all persons to wear seat belts in vehicles where fitted unless you have been given a “Certificate of Exemption from Compulsory Seat Belt Wearing”. Copy of Certificate must be forwarded to Bradgate Wedding Cars prior to your booked date. More information on Seat Belts Exemption can be found on Government Websites.
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3.2 Child Seat Belts, Car Seats & Safety
The client must advise on the booking form if a child using any vehicle will be under 14 years of age on the proposed travel date stating their age at the date of travel. At least one adult member 18yrs + of the wedding party must accompany children when travelling.
Children under 3 years old : Clients/Parents/Guardians must provide the correct child car seat for their children. There is no exemption for children aged under 3 years old.
Children aged 3 years and above, until they are either 12 years old or 135 cm tall : Children MUST use the correct restraint, where seat belts are fitted. Children aged 3 years and above can travel unrestrained in the rear of a vehicle that does not have seat belts (only applies to vehicles that were originally manufactured without seat belts).
Wedding Vehicles are NOT considered as Licenced Taxis so Clients/Parents/Guardians must be familiar with the Seat Belt Law. Visit the Child Car Seat Government Website for more information and latest changes. Child seating and safety requirements required by law can be amended and/or changed at any time. The driver has the ultimate responsibility and final say as to whether a child travels in their vehicle if there are any doubts as to the restraint the client has provided.
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3.3 Vehicle Seating Capacity & Space
Vehicles are not allowed by law to carry more persons than the vehicle manufacturer’s seating capacity. It is the client’s responsibility to ensure seating arrangements are correct for their needs and also those of the passengers. Comfort and style of clothing must be taken into consideration, especially classic and vintage vehicles as they come from an era when vehicles were smaller and passengers tended to be of a more slight build than the current day.
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3.4 Smoking, Food & Drinks in Vehicles
Smoking is not allowed in any vehicle, this includes electronic type smoking devices. Food items & Drinks must not be consumed inside the vehicle/s unless prior authorisation has been given in writing.
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3.5 Weather Related Safety
In the event of very severe weather causing hazardous driving conditions, for example snow, thick fog, ice or flood, Bradgate Wedding Cars will consider whether driver and passenger safety could be put at risk. Bradgate Wedding Cars reserves the right to either cancel the booking or if available replace the vehicle booked to one better equipped to cope with such extreme driving conditions. It is solely Bradgate Wedding Cars who will make this decision and will base their decision from handling experience of the particular vehicle/s booked and weather/road condition reports from the media and/or motoring organisations and will advise the client directly at the earliest opportunity of the situation.
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3.6 Phone Contact with Drivers
UK law states hand held mobile phones are illegal to use when driving, even hands free could be distracting, therefore should a client wish to make urgent contact with their driver on the day the client must understand their driver may not be able to answer the phone if driving, but will attempt to respond to messages after they have stopped and it is safe and legal to do so.
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3.7 Night-time Driving
Wedding Ribbons can cause visibility problems obstructing the view of the road when driving after dark. Therefore, regardless if a client has requested ribbons, the driver alone will make the decision whether to drive their vehicle with ribbons across the windscreen during darkness hours taking into consideration the passengers safety and the route to be used.
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3.8 Contents
It is the client’s responsibility to ensure they collect their luggage & personal items when leaving the vehicle/s. Bradgate Wedding Cars do not accept liability for items left in vehicles or the responsibility for forwarding on such items.
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3.9 Clothing Damage
It is the responsibility of the wearer to ensure their clothing avoids close proximity or contact with car areas that naturally could produce dirt or grease such as the tyres, exhaust pipes, door shuts/hinges etc. Bradgate Wedding Cars will not be held liable for soiled or damaged clothing. If champagne or another type of drink is served or provided Bradgate Wedding Cars and/or driver will not be held liable for damage to clothing or injury to persons caused by spillage, airborne corks or glass breakage, however caused.
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3.10 Conduct
The Driver reserves the right to refuse to convey any passenger who in their opinion appears to be under the influence of alcohol or other substance and whose condition may put the driver, the vehicle or other passengers at risk. Abusive or offensive behaviour towards the driver is not acceptable. In such situations the driver reserves the right to terminate the hire and Bradgate Wedding Cars reserve the right not to make refunds.
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3.11 Vehicle’s Damage
The client is responsible for any damage to the vehicle exterior or interior during the hire caused by their own, the bridal party or their guest’s actions or inaction. Damage also includes, but is not limited to, that caused by clothing studs, zips or sequins, handbags, cameras, diamond rings, military swords etc. In event of passenger illness in the vehicle the cost of a valet and any time out of service may be charged.
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4. Cancellation and Refunds
4.1 Cancellation by Client
The hirer reserves the right to cancel their booking at any time. Booking cancellations must be made in writing by email to Bradgate Wedding Cars. The initial standard deposit is non-refundable and non-transferable. Any amount paid over and above the standard reservation deposit for the vehicle hire is fully refundable if written cancellation is received 60 days or more before the booked date, however if cancellation is advised 30 days or less prior to the booked date then full payment will be due.
Clients must not automatically assume their cancellation has been received as emails and letters can go astray. Therefore, the client must always assume their cancellation has not been received until they themselves receive written confirmation of the cancellation as this is their only proof of cancellation.
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4.2 Part Cancellation
If clients cancel a vehicle it will be deemed a cancellation of the whole existing contract except where this contained more than one vehicle. If this is the case an amended contract would be raised for the remaining vehicle/s. If a discount was originally given for booking more than one vehicle it will no longer apply and the amended contract will show the remaining vehicle/s re-quoted at the current standard price. Although the deposit for the cancelled vehicle would be lost there would be no loss of deposit for the remaining vehicle/s.
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4.3 Cancellation due to unacceptable changes to Itinerary
Bradgate Wedding Cars will not be required to return the initial deposit and this will be forfeited by the client. Any amount paid over and above the standard reservation deposit for the vehicle hire is fully refundable if the change of itinerary is made 60 days or more before the booked date. However, if the change is advised 30 days or less prior to the booked date then full payment will be due. Unacceptable changes could include vastly increased mileage or operating outside of the advertised area etc..
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4.4 Cancelling or Postponing due to “Force Majeure”
If the government, local authorities and/or official governing bodies issues a ban on weddings for the date the wedding is booked due to “Force Majeure” for such reason as, but not limited to, war, terrorism, earthquakes, hurricanes, acts of government, plagues, pandemics or epidemics this is neither the fault of the client or Bradgate Wedding Cars. In this case, BWC will allow for any payments made to be transferred to a different date. Any changes to the total cost of hire due to seasonal pricing and/or change of vehicle will be communicated at the time of change or a full refund will be provided less any reasonable cost previously expended by Bradgate Wedding Cars for that specific booking prior to the event cancellation being notified and not able to be recovered on future bookings. For example, administration costs expended specific to that booking prior to cancellation, specific styled ribbons purchased that are unable to be used on other weddings, route check completed to ascertain access for the vehicle being hired, these examples are not exhaustive but would be considered reasonable by the Markets & Competitions Authority [MCA]. No cancellation charges are allowed as this would be unreasonable.
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4.5 Weather Related Cancellations & Refunds
If due to extreme weather Bradgate Wedding Cars needs to cancel a booking prior to carrying it out, a refund will be made direct to the client. Extreme weather is considered an unpredictable act of god outside the control of Bradgate Wedding Cars, so any expenses already expended on the client’s behalf will still need to be met. Clients wishing to protect their refund in full must consider wedding insurance that would cover Bradgate Wedding Cars failure to meet their contractual obligations in such circumstances. Passenger safety will always be paramount in any decision taken by Bradgate Wedding Cars.
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4.6 Cancellation by Bradgate Wedding Cars
If for any reason Bradgate Wedding Cars is unable to provide the booked vehicle, then we will contact the Client directly and offer an alternative vehicle or a full refund of all monies paid.
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4.7 Cancellation due to Modification to the Vehicle
If Bradgate Wedding Cars makes major modifications to their vehicle and the vehicle then looks totally different, for example a change of colour or highly visible modifications, then we will advise the client directly and without delay. If the client is not happy with the modification, then we will provide a full refund.
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5. Breakdown or Unavailability of Booked Vehicle
The Section below covers breakdown and unavailability of booked vehicle/s.
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5.1 Vehicle unavailability due to breakdown, repairs and/or unplanned maintenance
Even the most lovingly cared for and regularly maintained vehicles may at some time in their life break down or require unscheduled maintenance. Bradgate Wedding Cars cannot be held responsible that in the unlikely event that the vehicle reserved or in use suffers such breakdown, accident or other circumstance, unforeseen at the time of reservation, prevents the booked vehicle/s from carrying out the clients’ itinerary. In such circumstances and time permitting, Bradgate Wedding Cars will immediately and directly inform the client of the situation and then take steps to safeguard the interest of the client either by offering alternative transport from those they have available or by sourcing a replacement elsewhere or offering a refund.
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5.2 Breakdown on the Day and Refunds
For vehicles that experience a breakdown, or a failure that prevents the itinerary being carried out, a reimbursement will be made by Bradgate Wedding Cars and may be proportionate, taking into account any trip/s containing passengers listed in the clients itinerary that were already completed or partly carried out prior to the problem manifesting itself. If a replacement vehicle was unavailable and the whole itinerary was unable to be fulfilled, reimbursement or compensation claims will not exceed a full refund of the total amount that the client paid for the problem vehicle and the client confirms this and agrees to make no further claims in the above described circumstances. Depending on the circumstances of the breakdown Bradgate Wedding Cars may offer the client a “gesture of goodwill.”
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5.3 Last Minute Vehicle Change
If a substitute needs to be made urgently on the wedding day itself or very close to the wedding day Bradgate Wedding Cars will aim to provide as near a match to the original vehicle as possible. The client however should understand that some of the cars are unique especially those that are Vintage and Classic so to provide an exact match may not always be achievable especially at very short notice, the client therefore accepts this and understands the main aim of “at short notice” is being able to provide a vehicle so as not to let the client down. Where time permits the vehicle supplier must contact the client to advise of a change of vehicle if it is obviously different to the one booked, for example a different exterior colour, seating capacity, make or model. If, however, Bradgate Wedding Cars has tried but been unsuccessful in making contact, the client will then retain the option not to accept the replacement on its arrival at the collection address. The vehicle will then return to base and a full refund will be made by Bradgate Wedding Cars for the original vehicle. If the client accepts the replacement vehicle either beforehand or on arrival, or it is used by passengers, it will be confirmed as acceptance of the change and no refund will be made unless the replacement vehicle is advertised at a lower price than the one originally booked. In this case a refund of the difference will be made. If the replacement vehicle is advertised at a higher price the client will not be responsible for the difference.
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5.4 Unavailability due to vehicle’s upgrade
If booking a modern vehicle the client accepts that vehicle suppliers retain the right to upgrade their vehicle/s from time to time to a newer model. If this happens Bradgate Wedding Cars will advise the client and guarantee bookings transferred to the new vehicle/s will remain at the originally quoted price, not increased. In event the exterior shade/colour of the vehicle is different from that originally booked the client may either accept this or will have the right to cancel the replacement vehicle and receive a full refund as per T&C 4.6.
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5.5 Unavailability for Other Reasons
If for any reason the booked vehicle becomes unavailable, Bradgate Wedding Cars will contact their Client as soon as the issue is known to resolve the situation and/or refund the Client as per T&C 4.6
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6. Contractual Responsibilities
6.1 The Terms
These are the terms and conditions of vehicle hire on which Bradgate Wedding Cars has agreed to supply its services to the Client.
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6.2 Validity of Terms
These terms and conditions will supersede and override all contractual terms and conditions of any other contracting party however and whenever communicated. If any term or condition is found to be invalid due to any regulation or law the remainder of the terms and conditions in the agreement will not be invalid as they shall be separated from the invalid term or condition and shall therefore not impair the validity of those remaining terms and conditions. These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales and under the exclusive jurisdiction of the English courts.
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6.3 Complaints
Any complaint must be directed to Bradgate Wedding Cars, who are solely responsible for rectifying and resolving any issues caused during their contract with the client.
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6.4 Changes to the Terms
Bradgate Wedding Cars reserves the right to change these terms and conditions at any time without prior notice. If any changes are made, Clients who have already booked vehicles will receive notification of the revised terms and conditions.
7. Consumer Rights
The consumer rights act does not provide a cooling off period for vehicle rental services booked online. However, as a professional company Bradgate Wedding Cars believes time should be given for the client to exercise due diligence to satisfy themselves that the car booked is right for your wedding. Please note that a non refundable deposit will be required to secure the vehicle of choice for your special day. your requirements. For your protection, any notification of a change you wish to make to the initial booking within the courtesy period must be in writing/email, we will also confirm by return email any change requested.