Conditions of Hire

  1. Application of these terms
    These conditions apply whether confirmation has been given verbally over the telephone or in writing. We will always confirm a booking in writing to an email address provided by the hirer. It’s the hirer’s responsibility to check the details carefully and inform us of any discrepancies. Additional charges may be incurred if the hirer fails to inform us that the details are incorrect.
  2. Hirer Responsibilities
    The hirer acts on behalf of all the passengers travelling on the vehicles. For every hire an individual must be named as a responsible person. The hirer is responsible for the actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party.
    If the hirer is not going to travel with the party, a representative must be chosen, and Coastal and Country Coaches informed prior to the hire taking place. Coastal and Country Coaches will only accept instructions from the hirer or their nominated representative.
    Where a copy of these conditions has been given to the hirer at any time, or the hirer has been advised verbally of all significant terms, making a firm booking will be deemed to signify acceptance of them. Where a hirer makes a booking before receiving these conditions and without being advised verbally of all significant terms, the hirer may cancel the contract without liability to the operator within 48 hours of receiving these conditions.
  3. Quotations
    Quotations are given on the basis of the direct route and on information provided by the hirer. The route used will be at the discretion of Coastal and Country Coaches unless it has been particularly specified by the hirer in which case it will be clearly shown on the confirmation. All quotations are given subject to Coastal and Country Coaches having available a suitable vehicle at the time the hirer accepts the quotation. Quotations are usually valid for 28 days unless otherwise notified.
    Quotations are given for coach and driver only. Any additional charges, which may come to light at the detailed journey planning stage (for example but not limited to parking, congestion charges, airport fees and road/bridge tolls), will be the hirers responsibility unless otherwise stated.
  4. Confirmation
    Written confirmation by Coastal and Country Coaches is the only basis for acceptance of a booking or for a subsequent alteration to its terms.
  5. Payment
    Any deposit requested must be paid by the date stated.
    All outstanding balances must be settled in full within 30 days from the date of hire.
    Reviewed April 2019
  6. Cancellation by Hirer
    If the hirer wishes to cancel the booking, the following scale of charges may be applied, at the discretion of Coastal and Country Coaches, in relation to the total hire charge.
    Greater than 60 days’ notice – no charge
    Between 30 and 59 days’ notice – 25% of the original agreed price
    Between 14 and 29 days’ notice – 50% of the original agreed price
    Between 7 and 13 days’ notice – 75% of the original agreed price
    Less than 7 days’ notice – 100% of the original agreed price
    The full cost of any additional items which have already been purchased by Coastal and Country Coaches at the request of the hirer, will be charged to the hirer plus any administration charges incurred by Coastal and Country Coaches.
    Sporting fixtures – Cancellation due to inclement weather conditions may be charged as above.
  7. Cancellation by Coastal and Country Coaches
    In the event of any emergency or any event which Coastal and Country Coaches has no control (including adverse weather and road conditions) or in the event of the hirer taking any action to vary agreed conditions, Coastal and Country Coaches may, by returning all money paid and without further or other liability, cancel the contract.
  8. Use of the Vehicle
    The vehicle will not be available to the hirer, or their party, between the outward and return journey unless this has been agreed with Coastal and Country Coaches in advance. All belongings may need to be removed from the vehicle after the outward journey. The driver will advise the hirer if this is necessary.
  9. Route and Time Variation
    Coastal and Country Coaches reserves the right to levy additional charges for mileage or late return journey’s to that which has been agreed. These charges will be pro-rata based on the original booking price. The vehicle will depart at times to be agreed in advance by the hirer, and it is the responsibility of the hirer to account for all passengers at those times. Coastal and Country Coaches will not accept liability for any losses incurred by passengers who fail to follow instructions given by the hirer.
  10. Driver’s Hours
    The hours of operation for the driver are regulated by law, and the hirer accepts responsibility of ensuring the booking keeps to the hours and times agreed by Coastal and Country Coaches. Neither the hirer nor any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur, the hirer will be responsible for any additional costs incurred unless it is outside the control of the hirer.
  11. Seating Capacity
    Coastal and Country Coaches will, at the time of booking, agree and specify the legal seating capacity of the vehicle to be supplied. The hirer must not load the vehicle beyond this capacity.
    Reviewed April 2019
  12. Type of Vehicle provided
    Coastal and Country Coaches reserves the right to provide a larger vehicle than that specified at no additional charge, unless any extra seats are used in which case an additional pro rata charge will be made to the hire charge.
    Coastal and Country Coaches reserves the right to substitute another vehicle (including those of other operators) or ancillary facilities for all or part of the hiring, subject to such substitutes being of at least an equivalent quality.
  13. Breakdown and Delays
    Coastal and Country Coaches gives its advice on journey time in good faith. However, as a result of breakdown or traffic congestion, or other events beyond the reasonable control of Coastal and Country Coaches, journeys may take longer than predicted and in those circumstances Coastal and Country Coaches will not be liable for any loss or inconvenience suffered by the hirer as a result.
  14. Passenger’s Property
    All vehicles hired by Coastal and Country Coaches are subject to restrictions on carrying luggage for statutory safety reasons. The hirer accepts that the driver shall be the sole judge as to whether and to what extent passengers’ property is carried. Large bulky items may not be able to be carried, and the hirer should take all steps to notify Coastal and Country Coaches in advance of such requirements.
    Coastal and Country Coaches accepts any personal property of the hirer and their passengers on the understanding that it will take all reasonable steps to avoid loss or damage. The hirer should notify Coastal and Country Coaches or the driver if items of exceptional value are to be carried on the vehicle. It is the hirer’s responsibility to minimize risk of loss when property is carried or left unattended.
    Coastal and Country Coaches liability for loss and damage to property whilst in the vehicle, however caused, is limited to £100 per bag, case or package, with an overall limit of £250 (overall claim value) maximum per passenger. It is the responsibility of the hirer to ensure that items over this value are insured separately for loss and damage.
    All articles of lost property recovered from the vehicle will be held at Coastal and Country Coaches premises where the vehicle is based, and will be subject to the current Public Service Vehicle (lost property) regulations.
    The limits in this section do not apply to personal injury claims.
  15. Conduct of Passengers
    The driver is responsible for the safety of the vehicle at all times, and as such may remove any passenger whose behaviour prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990 (amended 2002). These regulations set out certain rights and responsibilities on all parties. The hirer is responsible for any damage caused to the vehicle by any passenger for the duration of the hire.
    Where the hire is to a sporting event, the hirer should be aware of the legal requirements relating to alcohol, contained in the Sporting Events (Control of Alcohol) Act 1985, and the conditions of entry to race courses as laid down by the Race Course Association Ltd.
    Reviewed April 2019
  16. Complaints
    In the event of complaint about Coastal and Country Coaches services, the hirer should endeavour to seek a solution at the time by seeking assistance from the driver or from Coastal and Country Coaches. If this has not resolved the situation, complaints should be submitted in writing and within 14 days from the date of the hire. Coastal and Country Coaches will endeavour to respond to all complaints within 10 working days or where an investigation is required, an acknowledgement will be made and a full reply will normally be made within 28 days.
  17. Notices and Banners
    No bill, poster or notice is to be displayed on any vehicle without the consent of Coastal and Country Coaches. The hirer will be liable for any damage, harm or upset caused by any bills, posters, banners or notices displayed. Coastal and Country Coaches cannot be held liable for any personal loss, harm or damage caused by the displaying of such materials.
  18. Conveyance of Animals
    On a private hire no animals (other than assistance dogs) may be carried on any vehicle without prior agreement from Coastal and Country Coaches.
  19. Refreshments and Alcoholic Drinks
    Other than on a vehicle fitted expressly for that purpose, food (except confectionery) and drink (including alcoholic beverages) may not be consumed on the vehicle without prior consent from Coastal and Country Coaches.
  20. Surcharges
    Once a confirmation has been issued to the hirer Coastal and Country Coaches reserves the right to pass on increases in the cost of fuel, road tolls, congestion charges and taxes imposed by the UK Government. No surcharges will be levied within 30 days of departure. On notification of such surcharges, the hirer may cancel the booking subject to the scale of cancellation charges shown in paragraph 6. The liability of Coastal and Country Coaches will be limited to the cost of the hire and any ancillary services supplied.