Private Hire Terms and Conditions

The following Terms and Conditions are set out, clearly stating our responsibilities to you our customer and your responsibilities to us
Your contract is entered into with Astons Coaches Limited, Defford Mill, Earls Croome, Worcs, WR8 9DF
T/A Astons Coaches, and is subject to English Law and jurisdiction.

1. Quotations
Quotations are given on the basis of the most direct route or upon specific requests by The Hirer. All quotations are given subject to The Company having a suitable vehicle available at the time of accepting the quotation. Quotations are given for coach and driver only, unless specified otherwise. Quotations are valid for 30 days unless specified otherwise.

2. Confirmation
On booking the vehicle, you will receive a written confirmation setting out all the details you specified on booking. You must read your confirmation carefully and if you do not agree with any of the details then you must contact us immediately. You can make amendments to your booking details up to the day of hire. These changes must be
relayed to The Sales Department for approval first. Some amendments may incur an additional fee if the changes affect the hours or mileage.

3. The Hirer
The Hirer must be named on booking and is responsible for all passengers travelling on the vehicle, their actions and decisions. We will only accept instructions from The Hirer. If The Hirer is not travelling on the vehicle, a representative must be nominated and this must be made clear to The
Company and your driver.

4. Payment
Unless terms have been agreed, payment must be made at least 7 days prior to the date of travel. An invoice will be sent to you up to three weeks before travel. We accept payment by card or direct into our bank account. You can also pay online via your client portal. We are unable to guarantee arrival of your vehicle without payment.
Please do not give payment to your driver.

5. Use of the Vehicle
The Hirer cannot assume use of the vehicle between outward and return journeys unless advised to us at booking stage.

6. Route and Time
We reserve the right to levy additional charges for additional mileage and time than that agreed. These charges will be in accordance with the formula used at the time of quotation. The coach will depart at the time requested by The Hirer. It is the responsibility of The Hirer to account for all passengers. The Company will accept no responsibility for any losses incurred by passengers who fail to follow instructions.

7. Surcharges
The Company reserves the right to pass on increases in the cost of fuel, taxes imposed by governments of the UK and of any other countries to be visited during the journey, road tolls and foreign currency.  On notification of such surcharges, the hirer may cancel the booking subject to the scale of cancellation charges shown in paragraph 11.

8. Drivers Hours Regulations
Domestic and EU Laws govern the hours of operation for drivers. No Hirer or passenger may delay the journey in any way that may put the driver at risk of breaching these
Regulations. Please contact the office for clarification if required.

9. The Vehicle
At the time of booking we will agree the seating capacity needed. At no point during the hire may you fill the coach beyond its legal seating capacity. We may without notice send a vehicle with more seats than requested without an additional charge. We reserve the right to substitute a coach (including those of other operators) for all or part of the hire if circumstances make it necessary. All quotes are for standard vehicles unless otherwise stated.

10. Breakdown and Delay
The Company, will advise The Hirer of approximate journey times in good faith.
The Company will not be liable for delays as a result of breakdown, traffic congestion or any other unforeseeable event which is out of the control of the Company.   

11. Cancellation by The Hirer
If The Hirer wishes to cancel the contract, the following charges will apply:

Day Hire and Cancellation Charge:
8+ Days Prior – No Charge
5-7 Days Prior – 25% of Hire Charge
3-4 Days Prior – 50% of Hire Charge
1-2 Days Prior – 75% of Hire Charge
Day of departure point – 100% of Hire Charge (If The Hirer cancels on the day of departure due to bad weather, then 50% of the cost will be charged, as it is neither the Hirer nor the Company’s fault, the same applies should a venue cancel the Hirers booking on the day of departure.)

Tours (2 + nights) and Cancellation Charge
Cancellation within 60 Days – Loss of Deposit
Cancellation within 30 Days – 50% of Hire Charge
Cancellation within 24Hrs of Hire – NIL Refund

12. Cancellation by The Company
The Company will not cancel a coach unless:
-The Hirer has not complied with the credit terms.
-The Hirer has caused significant soilage and or damage to the vehicle on part of a hire.
-The coach hire is affected by events beyond our control such as war, riots, civil strife, industrial action, natural disasters, fire epidemics, pandemic outbreaks, bad weather, technical problems with transport, the closure of ports, terrorist activities, Government action or any other similar events.

13. Emergency Procedure
Astons Coaches operate a 24Hour Emergency On-Call Service whereby a duty manager can be contacted to deal with any unforeseen situations that may occur. This number is found on your confirmation email upon booking, please keep this safe.
Astons have a vehicle breakdown/incident procedure in the event of an emergency.
Astons Coaches will endeavour to supply a replacement coach in the event of the
mechanic being unable to resolve the problem in reasonable time.

14. Passengers Property
Astons Coaches will accept the carriage of any property within reason belonging to The Hirer and their passengers.
Astons will take all reasonable steps to avoid loss or damage.
Astons Coaches will not accept responsibility for items left on the vehicle whilst it is unattended. All lost property recovered is held at the operating base for a period of 1 month. Astons Coaches do not charge for the recovery of personal items however a donation is requested to a local charity. It is the owners responsibility to collect any lost property.

15. Alcohol
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 1995.
Alcohol may not be consumed without prior consent from The Company.

16. Alcohol Related Soiling
The driver or Company will make a surcharge of costs to any individual who as a result of excessive alcohol consumption, causes soiling to the vehicle. If a vehicle has damage or soilage relating to alcohol, the minimum charge is £100.00. This fee must be paid directly to the Company BACS details on the Hirer invoice at the time of soilage or will be invoiced by the Company following the Hire. Should alcohol be brought onto the vehicle without written consent by the Company, the Hirer can be refused travel or requested to pay additional costs prior to departure.

17. No Smoking, Vaping or Recreational Drugs
Astons Coaches always operate a no-smoking and no vaping policy on company vehicles. Under no circumstances should recreational drugs be brought on any vehicle. If recreational drugs are found on the vehicle or found to be used by the Hirer at the time of travel, the party will be reported to the Police and the Company has a right to cancel the booking or any future bookings the Hirer may have.

18. Complaints
Should you have cause to complain during your hire, please follow the following procedure:
 -In the first instance, find a convenient moment to speak to your driver. If the problem is pressing and cannot be resolved between driver and passengers, then contact the
office. If you are still dissatisfied, then please write to us within 7 days of your hire. We will acknowledge your complaint within 14 days. A full written reply will be sent within
28 days.

19. Agency Arrangements
Where the Company hires in vehicles from other operators at the request of the hirer and where the Company arranges ancillary facilities such as meals, accommodation,
ferries, admission tickets or any other services provided by another supplier, it does so as an agent for and on behalf of the hirer. Any terms and conditions imposed by such
other suppliers through the Company shall, insofar as they are supplied to the Hirer, be binding on the Hirer as if he/she had directly contracted such services and the Hirer
shall indemnify the company against any loss, claim, damage or award in respect of a breach of such suppliers terms and conditions brought about by the Hirers action.

20. General Data Protection Regulation 2018
In accordance with the GDPR regulation the hirer must destroy any personal data given to them by the Company e.g. (Driver’s names/numbers) immediately after the coach
hire has taken place and been completed. This data must not be passed onto any third party and is only to be used for the sole purpose of the transportation booking. Further information on this can be found in the Customer Privacy Notice emailed to the Hirer upon Quotation.