Conditions of Hire

1. Definitions & Application

1.1 These Conditions of Hire (“Conditions”) govern all transport services provided by Peak Travels Ltd, a company registered in England and Wales, including services booked via this (westlondonminibushire.com) and any website, platform, email, telephone, or other method operated by the Company. 1.2 The “Company”, “we”, “us”, or “our” refers to Peak Travels Ltd. 1.3 The “Hirer” or “you” refers to the individual or entity making the booking and acting on behalf of all passengers travelling. 1.4 These Conditions apply to all journeys, including but not limited to: One-way journeys, Return journeys, Airport transfers, Full-day hire, and Multi-day hire. 1.5 The Hirer accepts full responsibility for ensuring that all passengers comply with these Conditions.

2. Booking & Contract Formation

2.1 A booking becomes contractually binding only once: We have issued written confirmation; and Payment (deposit or full payment) has been received. 2.2 Any quotation is based on the information supplied by the Hirer. Inaccurate or incomplete information may result in: Price adjustments; Delays; Refusal or cancellation of service. 2.3 The Company may rely solely on instructions provided by the Hirer. 2.4 Itinerary Changes: Any change to the itinerary requested after a booking has been confirmed, a deposit has been paid, or a quote has been confirmed and accepted, may incur additional charges. Such charges will be communicated to the Hirer before the change is implemented where reasonably possible.

3. Payments, Deposits & Payment Methods

3.1 Full payment or a deposit (where offered) must be made prior to the commencement of the hire. 3.2 Deposit payments, where applicable, are non-refundable, except as expressly stated in these Conditions. 3.3 Prices are fixed at the time of confirmation unless the scope of the journey changes. 3.4 Bookings Within 7 Days of Travel: Where a booking is made 7 days or less before the date of hire, full payment is required at the time of booking. Deposit-only payment is not available for bookings made within this window. 3.5 International Bank Transfer: Where payment is made by international bank transfer, the Hirer must allow a minimum of 7 working days for funds to clear prior to the date of hire. Bookings paid via international bank transfer close to the travel date may not be confirmed until funds have cleared. Any deposit or balance payable by this method must be arranged with sufficient lead time to meet this requirement.

4. Cancellation Policy

4.0 For the purposes of cancellations and refunds, all timeframes stated in this section apply to the date of hire (the calendar date), not the specific time of hire on that date.

  1. One-Way & Return Bookings (single-day)4.1 Cancellations made 72 hours or more before the scheduled pickup: 100% refund. 4.2 Cancellations made between 72 and 48 hours before pickup: 50% refund where full payment has been made. No refund where only a deposit has been paid.4.3 Cancellations made less than 24 hours before pickup: No refund. 4.4 No-shows: No refund under any circumstances.
  2. Full-Day & Multi-Day Hire / Tours4.5 Cancellations made 7 days or more before the start of hire: 100% refund. Note: bookings made within 7 days of travel require full payment per Section 3.4 and are not eligible for deposit-only terms. 4.6 Cancellations made 3.5 days (84 hours) before the start of hire: 50% refund where full payment has been made. No refund where only a deposit has been paid.4.7 Cancellations made within 48 hours of the start of hire: No refund.
  3. Exceptional Circumstances4.8 A full refund may be issued at any time where cancellation is caused by: Natural disasters; Governmental restrictions; Serious and genuine obstacles beyond the Hirer’s control. 4.9 Supporting evidence may be required and acceptance remains at the Company’s discretion. 4.10 A full refund will be issued in the unlikely event that we are unable to provide the service for any reason attributable to the Company. 4.11 Where the driver is delayed by more than 45 minutes beyond the agreed pickup time for reasons attributable to the Company, the Hirer may elect to cancel the booking and receive a full refund, provided the Hirer communicates the decision to cancel at that time.

5. Refund Method

5.1 All refunds are processed to the original payment method only, within 7 days. Refunds for international bank transfer payments may take longer to process due to international banking timescales and are not guaranteed to complete within 7 days.

6. Rescheduling

6.1 One reschedule request may be accepted free of charge, subject to availability. 6.2 If the Company is unavailable on the new date: We may, at our discretion, outsource the service; and Any additional cost incurred may be passed to the Hirer. 6.3 Further rescheduling requests are subject to approval and may incur charges.

7. Airport Pickups & Waiting Time

7.1 Accurate flight details must be provided for airport pickups. 7.2 Where flight details are provided: The driver will enter the terminal 45 minutes after flight landing, unless otherwise agreed. 7.3 Where a fixed pickup time is agreed at the airport: A 45-minute grace period applies; and Thereafter, waiting time is charged at £50 per hour (confirmed rate). 7.4 If passengers fail to arrive or make contact: The driver may depart after 30 minutes without refund.

8. Passenger Conduct & Driver Authority

8.1 The driver is responsible for the safety of the vehicle at all times. 8.2 The driver has full authority to: Remove passengers; and Terminate the service immediately where passenger behaviour threatens safety, legality, vehicle integrity, or involves verbal or physical abuse toward the driver or other road users. 8.3 No refund shall be due where service is terminated due to passenger conduct.

9. Alcohol, Food, Drink & Prohibited Items Policy

9.1 Alcohol is strictly prohibited on all vehicles. 9.2 This is a blanket ban and applies to all journeys, including sporting events. 9.3 This policy aligns with safety requirements and applicable PSV regulations. 9.4 The consumption of hot food, messy snacks, and dairy-based drinks is strictly forbidden on board. Bottled water is permitted. 9.5 Passengers, especially minors, must not use unwrapped art supplies, paints, permanent markers, or other items that pose a high risk of permanently staining the vehicle’s upholstery.

10. Damage, Soiling & Vehicle Integrity

10.1 Hirer Responsibility: The Hirer accepts full financial responsibility for any damage or severe soiling caused by any passenger during the hire period. 10.2 Soiling (Cleaning): Any soiling of the vehicle (including but not limited to food spills, mud, vomit, or bodily fluids) that requires the vehicle to be taken out of service for professional cleaning will result in a strict minimum valeting charge of £150.00. 10.3 Permanent Damage: In the event of damage to the vehicle’s interior or exterior (including but not limited to burns, tears, indelible ink/paint, broken fixtures, or smashed windows), the Hirer will be liable for the full total cost of all necessary parts and professional repair work required to restore the vehicle to its pre-hire condition. 10.4 Loss of Use: If the vehicle must be taken off the road for professional cleaning or repairs due to passenger actions, the Company reserves the right to charge a “Loss of Use” fee. This fee will be calculated at a minimum of £150.00 per day for each day the vehicle is out of service and unavailable for other bookings. 10.5 Payment Recovery: By confirming the booking, the Hirer explicitly agrees that the Company may invoice the Hirer for these costs, payable within 7 days, or charge the card on file used for the original booking.

11. Child Seats & Infant Travel

11.1 The Company does not provide baby seats, child seats, or booster seats. 11.2 This is due to health, safety, and liability considerations. 11.3 Under UK law, child seats are not legally required in minibuses and coaches classified as PSVs. 11.4 Parents or guardians accept full responsibility for the suitability of travel arrangements for children. 11.5 Customers are welcome to bring and correctly fit their own child seats at their own responsibility, and the Company accepts no responsibility for the installation or use of any child seat provided by the customer.

12. Luggage & Property

12.1 Luggage limits are subject to vehicle capacity and safety requirements. 12.2 Excess luggage may result in: Refusal of carriage; or Additional charges for a larger vehicle. 12.3 Undeclared Luggage: Where luggage or items are undeclared at the time of booking and subsequently do not fit within the vehicle, the driver may refuse to carry the excess items or refuse to undertake the journey. The Company accepts no responsibility in these circumstances, and no refund shall be due where the journey cannot proceed as a result. 12.4 Belongings Left in the Vehicle: Luggage and personal belongings must not be left in the vehicle. Items left in the vehicle that cause the vehicle to be taken off the road (thereby preventing the Company from fulfilling other bookings) are not acceptable, and the Hirer may be held liable for any resulting loss of use in accordance with Section 10.4. – This does not apply where the vehicle has been reserved for a full-day hire for the sole use of the Hirer; however, even in this circumstance, valuables should not be left in the vehicle at any time, and items may only be left with the driver’s express consent. – In all circumstances, the Company accepts no liability whatsoever for loss, theft, or damage to belongings left in the vehicle. Drivers are not tasked or responsible for guarding customer belongings and are required to leave the vehicle unattended at various points during the hire. 12.5 Any intentional or negligent misdescription of luggage (including under-declaring luggage to reduce the price) may result in the driver refusing to undertake the journey, and in such circumstances no refund shall be due.

13. Route & Journey Time

13.1 Routes are determined by the driver unless specifically agreed otherwise. 13.2 The Company is not liable for delays caused by traffic, weather, or events beyond reasonable control. 13.3 Charges apply if the customer requests to choose their own route or requests diversions, additional stops, or via points that change the agreed journey. 13.4 Unsuitable Terrain: The driver reserves the right to refuse to continue along, or to undertake, any route where the terrain, road surface, or access is deemed unsuitable for the size or specification of the vehicle. This decision rests with the driver’s professional judgement and is made in the interests of passenger safety and vehicle integrity. No refund shall be due where a journey cannot be completed as a direct result of the Hirer directing the driver along an unsuitable route not previously disclosed at the time of booking.

14. Subcontracting & Equivalent Vehicles

14.1 The Company reserves the right to subcontract bookings to vetted partner operators. In such instances, the replacement vehicle will be of an equivalent or higher standard, and the Company will remain responsible for the fulfillment of the journey.

15. Force Majeure

15.1 The Company shall not be liable for failure to perform due to events beyond its control, including: Weather; Strikes; Road closures; Governmental actions.

16. Governing Law

16.1 These Conditions are governed by the laws of England and Wales.

Summary of changes made in this draft vs. original:

  • Section 2.4 (NEW): itinerary changes after confirmation incur charges
  • Section 3.4 (NEW): bookings within 7 days of travel require full payment, no deposit-only option
  • Section 3.5 (NEW): international bank transfer, 7 working day minimum
  • Section 4: cancellation tiers rewritten — 72hr/48hr/24hr (single-day), 7-day/3.5-day/48hr (multi-day); deposit-only bookings still get no refund in the 50% tier, matching original policy
  • Section 5.1: added caveat re: international transfer refund timing
  • Section 7.3: confirmed £50/hour airport waiting rate (Peak Travels doc’s £32/hour rate was incorrect/outdated, not used)
  • Section 12.3 (NEW): undeclared luggage that won’t fit
  • Section 12.4 (REWRITTEN): nuanced belongings-left-in-vehicle clause with full-day exception and driver consent
  • Section 13.4 (NEW): driver can refuse unsuitable terrain