Terms & Conditions

• “I”, “me”, “my”, “you”, “yours”, “yourself” and “hirer” refers jointly and severally to the person or persons who are the customers.

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• “Customer” means the person or persons nominated as the hirer under the heading “Hirer’s Name / Contact” on the Rental Agreement, any person whose credit or debit card is presented in payment of the customer’s charges, or any person who deems themselves to be the legal entity and ultimately responsible for the motorhome. Should the legal entity be different from the driver, full name, address and contact phone numbers must be supplied.

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• “Ashby Motorhome Hire LTD” means Ashby Motorhome Hire LTD, Unit 3 Machins Business Centre, 29 Wood Street, Ashby De La Zouch, LE65 1EL.

• “This Agreement” means the Rental Agreement, the Insurance Motor Rental Agreement and these Terms and Conditions. In the event of any discrepancy between these Terms and Conditions and any other Ashby Motorhome Hire LTD literature, the provisions of these Terms and Conditions shall apply.

• “Booking” means the confirmed reservation of a motorhome hire and includes the payment of the booking deposit and/or full balance for the rental.

• “Booking Deposit” means the monetary amount required to confirm the motorhome booking.

• “Rental Period” means the hire period as stated on the Rental Agreement or any agreed variation thereof, and any additional period during which the vehicle is in the customer’s possession or control.

• “Vehicle” means the motorhome as stated on the Rental Agreement and includes tyres, tools, accessories, the living equipment and any other special equipment, documents related to the Vehicle, and any replacement or substitute Vehicle which may be provided at the discretion of Ashby Motorhome Hire LTD.

• “Living Equipment” includes but is not limited to: TV, DVD player, aerial, oven, radio/USB stereo, crockery, cutlery, and cooking utensils.

• “Security Deposit” means the amount held as security by Ashby Motorhome Hire LTD in relation to this hire.

• “Overhead Damage” is deemed as any damage sustained to any part of the vehicle, its equipment and/or any third-party property which occurs above 6 feet (1.83 metres) in height measured from the ground upwards.

• Ashby Motorhome Hire LTD, Unit 3 Machins Business Centre, 29 Wood Street, Ashby De La Zouch, LE65 1EL.

Summer Hours: 2nd March to 31st October

• Monday to Friday: 08:00 – 17:00*

• Saturday: 08:00 – 16:00*/**

• Sundays & Public Holidays: Closed (unless by prior arrangement)

*Last collection time for all vehicles is 1 hour prior to depot closing. It typically takes 1 hour to hand over the vehicle. If you arrive late, you will need to make alternative arrangements at your own cost until the office re opens the next working day.

** The depot may have scheduled closed holiday periods which will be displayed on our website.

Hire rates quoted include:

• Milage is limited to 200 miles per day, excess miles charged at 50p per mile.

• Standard UK vehicle insurance*

• Standard UK breakdown cover**

All prices quoted in the Agreement are gross prices.

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* Insurance loading: In some cases, Ashby Motorhome Hire LTD will incur additional charges if the driver to be insured has a traffic conviction, more than one insurance claim, or is in an occupation deemed high-risk. These charges will be passed onto the customer.

** Full breakdown cover is provided to cover any mechanical faults with the base chassis of the motorhome. Any callout charges necessitated by operator error (e.g. flat vehicle battery, wrong or insufficient fuel, keys locked inside, etc.) will be the responsibility of the customer.

• The minimum hire period ranges from 4 to 7 nights depending on the season. Ashby Motorhome Hire LTD reserves the right to increase the minimum hire period for certain events. No hire shall last longer than 90 days. Day 1 is the pick-up date, Day 90 is the return date.

 A booking is only binding once confirmed by Ashby Motorhome Hire LTD and the booking deposit of 20% of the total hire cost has been received. From this point onwards, these terms and conditions (including the cancellation policy) apply.

• Once confirmed, a booking confirmation email will be issued.

• The remaining balance is due six weeks prior to departure. Failure to make payment will result in cancellation of the booking.

• Payment is accepted by debit card, credit card (Visa or MasterCard),

• For late bookings (less than six weeks before departure), full rental cost is payable on booking.

• Vehicles will not be released without full payment.

• Ashby Motorhome Hire LTD reserves the right to increase booking deposits for certain events or promotions.

• More than 6 weeks before departure: 20% of total hire cost or the Booking Deposit (whichever is greater)

• 6 weeks or less: 100% of total hire charge Covid-19 / Government Restrictions:

• If government restrictions prevent you from travelling to our depot, you may move your booking to a later date (up to 5 years).

• If you are unable to attend due to illness (including Covid-19), normal cancellation charges apply.

• A No Show is when the customer fails to collect the vehicle on the first day of hire without prior notice. In this case, the booking will be cancelled at close of business on that day, the vehicle released for re hire, and no refund will be given. Ashby Motorhome Hire LTD reserves the right to amend the cancellation policy for specific events.

​• Bedding (Single set: quilt, pillow, towel, covers, sheet): £15 per set, per rental

• Bedding (Double set: quilt, 2x pillows, 2x towels, covers, sheet): £30 per set, per rental

• Outdoor dining set (table & chairs): £3 per night

• Bike rack (up to 4 bikes): £5 per night *

• Additional driver: £5 per person, per night (max 2 drivers, clean licences required)

• Licence points (UK licences only): £1 per point, per night (subject to approval)

• Collision Damage Waiver (CDW): £25 per day (minimum £300, see section 29)

• Car parking (onsite, subject to space): Free Minimum charge for extras is 4 nights; maximum 21 nights. All extras subject to availability.

*Some vehicles may have a fixed bike rack which isn’t chargeable.

• Additional charge: £15 per day (min £200, max £300).

• European roadside assistance is included.

• Only the following countries are covered: Andorra, Austria, Belgium, Denmark, Finland, France, Germany, Greece, Hungary, Italy, Luxembourg, Netherlands, Norway, Poland, Portugal, Spain, Slovenia, Sweden, Switzerland.

• Travel outside of these countries is a breach of this agreement and insurance will be invalid.

• Additional charge: £15 per day (min £200, max £300).

• Irish roadside assistance is included.

• Travel without this cover is a breach of this agreement and invalidates insurance.

• Customers must return their motorhome with fuel tanks (diesel) and fresh water tanks filled to the same level as supplied.

• Vehicles may be left onsite for the duration of the hire, at the customer’s own risk.

• Ashby Motorhome Hire LTD accepts no responsibility for damage or theft.

• Spaces are limited and not guaranteed.

Collection:

• Allow at least 1 hour for handover.

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• All drivers must be present and produce: o Valid driving licence o Valid passport o Debit/credit card for security deposit

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• Collection times must be within depot hours (see section 2).

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Return:

• Return on the agreed date and time stated on the rental agreement.

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• The vehicle must be returned clean, undamaged, with a full tank of diesel, a full freshwater tank (unless pre-purchased), and with empty wastewater and empty and cleaned toilet cassette.

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• Failure to comply will result in additional charges (see section 16).

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• Late return: £100 per hour (failure to notify may result in prosecution for driving uninsured).

All vehicles are inspected and tested prior to hire.

• Should a system fail during hire, Ashby Motorhome Hire LTD will attempt to remedy the fault but cannot guarantee this. No refunds will be given for such issues.

• In winter, customers are responsible for damage caused by freezing conditions.

By signing the rental agreement, you acknowledge that:

• The vehicle was received clean, in good working order, and with fuel tanks full.

• Refunds will not be issued if the vehicle or equipment becomes unavailable due to accident, theft, weather, or customer misuse.

Ashby Motorhome Hire LTD reserves the right to substitute a comparable or superior vehicle. This will not entitle you to a refund.

You agree to pay Ashby Motorhome Hire LTD for:

• Rental charges

• Security deposit

• £25 admin fee per amendment or per penalty notice received

• Valeting/upholstery cleaning if the vehicle is not returned clean

• £75 fee if toilet/waste tank not emptied

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• Refuelling charges

If not returned full:

o Diesel: £75–£140 (depending on level)

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• Late return: £100 per hour

• Cancellation fees (as per section 6)

• Insurance excess or damages not covered by insurance

• Parking fines, tolls, speeding tickets, and admin costs

• Demurrage (nightly hire rate while the vehicle is off-fleet due to damage/repairs)

• Any additional costs arising from customer negligence

Final charges may be adjusted. Shortfalls must be paid by the customer; overpayments will be refunded.

• A refundable security deposit of £1500 is required.

• Must be paid on a debit or credit card in the lead driver’s name.

• Prepaid currency cards are not accepted.

• The deposit may be increased to £2500 for certain events, for hires with pets, or where the vehicle carries 4+ adults.

• Cheques are not accepted for security deposits.

The hirer agrees that during the rental period they will not:

• Drive the vehicle otherwise than in a cautious, prudent, and normal manner.

• Use the vehicle for any illegal purpose, race, rally, speed test, or competition.

• Use the vehicle for hire or reward.

• Drive the vehicle off-road or on roads unsuitable for the vehicle.

• Drive the vehicle under the influence of alcohol, drugs, or any illegal substances.

• Carry more passengers than the vehicle is legally permitted to carry.

• Carry any dangerous, hazardous, or prohibited substances.

• Allow the vehicle to be driven by anyone other than those named on the Rental Agreement and who hold the required licence.

• All drivers must be aged between 25 and 70 years and have held a full valid driving licence for at least 2 years.

• Drivers with more than 6 penalty points or with certain endorsement codes (AC, BA, CD, DD, DR, MS, TT, UT, IN) may not be covered. Please check in advance.

• Two drivers may be insured per hire (additional drivers by prior agreement only).

• Drivers must provide:

o Full valid driving licence o Passport

o Proof of address (utility bill or bank statement within last 3 months)

o National Insurance number (for UK licence checks)

• Overseas licences must be in English or accompanied by an official translation/International Driving Permit.

• The hire includes fully comprehensive insurance for one named driver.

• Insurance covers the vehicle and third-party liability only.

• Personal possessions are not covered — customers must arrange their own travel insurance.

• Exclusions (insurance will be invalidated if):

o The vehicle is driven by someone not authorised under the Rental Agreement.

o The driver is under the influence of alcohol/drugs.

o The vehicle is used off-road, for racing, or for commercial purposes.

o Damage is caused by gross negligence (e.g. ignoring road signs, striking overhead obstacles).

In the event of an accident:

• Notify Ashby Motorhome Hire LTD immediately.

• Do not admit liability.

• Obtain names, addresses, and insurance details of third parties and witnesses.

• Take photographs of the scene and damage where possible.

• Complete an accident report form (provided in the vehicle). Failure to follow these requirements may invalidate insurance and you may be held liable for all costs.

• Ashby Motorhome Hire LTD provides full UK breakdown cover (and European/Ireland cover if purchased).

• In the event of a breakdown, follow the instructions provided in the breakdown pack.

• If repairs are required:

o Minor repairs up to £50 may be carried out with reimbursement on production of receipts.

o Repairs above £50 must be authorised by Ashby Motorhome Hire LTD before work is undertaken.

You are responsible for:

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• The insurance excess for each incident.

• Any damage not covered by insurance.

• Damage due to gross negligence or misuse.

• Interior damage (including burns, stains, tears, or breakages).

• Overhead damage.

• Damage caused by freezing (e.g. burst pipes).

• Tyres, windscreen, and glass damage (unless covered by optional CDW).

• Smoking is strictly prohibited inside the motorhome. A £250 cleaning fee will be charged if evidence of smoking is found.

• Pets may be permitted only by prior agreement and subject to an additional charge. Hirers are fully responsible for any damage caused by pets.

• The motorhome is supplied with a full tank of diesel and freshwater. It must be returned full.

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• Failure to return the vehicle with full tanks will result in refuelling charges (see section 16).

• The hirer is responsible for checking oil, water, and tyre pressures during hire.

• 200 miles per day is included in the hire, additional miles are charged at 50p per mile.

• European and Ireland hires are subject to additional charges (see sections 8 & 9).

• CDW is an optional cover that reduces the insurance excess payable in the event of damage.

• Cost: £25 per day (minimum £300 per hire).

• CDW does not cover:

o Overhead damage

o Tyres, wheels, glass, or windscreen

o Interior damage

o Damage caused by gross negligence

• CDW may not be available for all hires and must be arranged in advance.

Ashby Motorhome Hire LTD may terminate this agreement and repossess the vehicle immediately, without refund, if you:

• Fail to comply with the terms of this agreement.

• Obtain the vehicle through fraud or misrepresentation.

• Damage the vehicle through negligence, misuse, or illegal activity.

• Drive under the influence of alcohol/drugs.

Ashby Motorhome Hire LTD will collect and store personal information for the purposes of administering the hire. This information may be shared with insurers, authorities, or debt collection agencies if necessary.

This agreement is governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

• The hirer is liable for all fines and penalties (parking, congestion charge, speeding, tolls, etc.) incurred during the rental period.

• If Ashby Motorhome Hire LTD receives a penalty notice relating to your hire, an administration fee of £25 per notice will be charged in addition to the fine itself.

• The motorhome must be returned in the same clean condition in which it was supplied.

• If additional cleaning is required, the following charges will apply:

o Standard valeting: from £75

o Upholstery cleaning: from £150

o Toilet waste not emptied: £75

o Evidence of smoking: £250

o Evidence of unauthorised pets: £150 minimum (plus repair/replacement for any damage).

• The hirer is responsible for the safe keeping of vehicle keys.

• Lost or damaged keys will be charged at £300 plus any associated costs (e.g. vehicle recovery, key programming).

• Ashby Motorhome Hire LTD accepts no responsibility for loss or damage to personal property left in the vehicle during or after the rental.

• Customers are advised to take out separate travel insurance.

• Vehicles may be fitted with GPS tracking and telematics systems.

• By signing this agreement, you consent to Ashby Motorhome Hire LTD monitoring vehicle location and usage for insurance, security, and operational purposes.

• Ashby Motorhome Hire LTD reserves the right to refuse hires for festivals, large events, or high-risk use.

• Where permitted, security deposits may be increased (up to £2500) and additional insurance conditions may apply.

The hirer must:

• Ensure all passengers wear seatbelts at all times.

• Comply with all traffic laws and speed limits.

• Use the correct fuel.

• Empty the toilet cassette and waste tanks before return.

• Keep the vehicle secure when unattended.

• Prevent freezing damage by using heating during winter hires.

Ashby Motorhome Hire LTD reserves the right to:

• Refuse hire to any person deemed unsuitable.

• Decline a booking at any time without explanation.

• Substitute a comparable vehicle without notice.

• Repossess the vehicle at any time if misuse, damage, or breach of agreement is suspected.

• Ashby Motorhome Hire LTD’s liability is limited to the total hire charge paid.

• We are not liable for any indirect losses such as loss of profits, missed connections, accommodation costs, or other consequential losses.

Ashby Motorhome Hire LTD cannot be held responsible for failure to deliver a vehicle or fulfil a booking due to events beyond our reasonable control (e.g. natural disasters, government restrictions, strikes, supply shortages).

Any amendment to this agreement must be in writing and signed by both parties. Oral agreements are not binding.

This document constitutes the entire agreement between Ashby Motorhome Hire LTD and the customer. No other verbal or written statements shall alter these terms unless expressly agreed in writing by Ashby Motorhome Hire LTD.