Terms and conditions

Booking: Bookings will not be treated as confirmed until we receive a deposit, the booking will then be confirmed as an official booking.

Agreed Price: This is the amount to be paid for the journey, as agreed between Phantom Hire (UK) Ltd and the customer. The times, route and other details of the journey are stipulated on the booking confirmation. Any requests to modify any of these details should be made to us at least one week in advance of the date of travel and we will endeavour to accommodate minor changes to the customers’ requirement, subject to our ability to do so. Phantom Hire reserves the right to hold card payment details on file. The person making the payment for the booking, by doing so, gives their authorisation for Phantom Hire to debit from their debit/credit card any additional charges incurred, if not paid in cash to the driver at the time.

Vehicle Supplied: We will endeavour to provide the vehicle requested by you. In the unlikely event we are unable to do so we reserve the right to provide a substitute vehicle of similar type and capacity. You can request a preferred colour, but we cannot guarantee a colour of your choice.

Hire Type: We offer a range of hire options, including a pick up and return service, a one-way service and a continual hire service. Unless you have opted for a continual hire agreement, other customers may have hired the vehicle before or after the outward or homeward bound of your journey. The company may have other commitments for the vehicle you have booked at other times during the day and therefore although every effort will be made to accommodate any alterations it does reserve the right leave venues at the contracted times. The inside of the car will be clean and replenished as necessary between these hires.

Payment: All bookings are confirmed by the payment in advance of a non -refundable deposit. The balance due is the amount outstanding net of any deposit paid. The balance is due for payment 7 to 14 days in advance of the journey, or paid on the day in cash – must be given to the driver before the job is started. If the driver receives no payment, he reserves the right to terminate the journey. The agreed payment method appears on the booking confirmation. Any exceptions to this policy will appear on the booking confirmation and will have been discussed at the time of booking. We do not accept cheques, debit cards, credit cards or foreign currency as final payment on the day of hire, unless agreed in advance. Settlement of agreed price in advance by cheque or electronic transfer must allow adequate time for funds to be cleared before the date of travel. Credit card payments are subject to a 5% surcharge on the transaction amount.

Additional charges:
 a) Overtime: The hire agreement between us includes specified pick-up and return times and/ or duration of hire. Adhering to these times forms an integral part of our operation. Where these times are not adhered to, we may incur additional costs or risk disappointing other customers. For that reason we reserve the right to levy additional charges, should the times agreed between us, not be adhered to by the customer. The overtime rate that will be charged is specified below. Rates are for each hour, and depend upon which car is on hire: but range from £100 to £195 per hour – Upon request, we will tell you the hourly rate. Payment of all overtime charges must be settled before the end of the hire. We do not accept cheques, debit cards, credit cards or foreign currency as payment on the day of hire. In the event that payment of overtime charges cannot be made on the day of hire, the customer agrees that the amounts will be charged to the debit or credit card with which the booking deposit was paid. Credit card payments are subject to a 5% surcharge on the transaction amount.
b) Damages: We reserve the right to charge the customer a minimum of £550 for any damages to the vehicle or any of its equipment caused by you or members of your party. Payment of the minimum damage charge must be settled before the end of the hire. We do not accept cheques, debit cards, credit cards or foreign currency as payment on the day of hire. In the event that payment of damages/ related charges can not be made on the day of hire, the customer agrees that the amounts will be charged to the credit or debit card with which the booking deposit was paid. Credit card payments are subject to a 5% surcharge on the transaction amount. Where the cost of rectification or repair may, in the view of the driver, exceed £150, the minimum charge will be made by the method described. Please note that we recommend for you to allow the chauffeur to open the car doors for you, as any damaged caused to the door that a client may open will be in the clients fault and damage fee will be paid by the client in full. Any fee of damage should be paid together with loss of earnings for example if the vehicle is removed from the fleet for repair the current daily hire rate for that vehicle will be added with damage costs.

Cancellation of Booking: In the event of cancellation by the customer, any deposit will be forfeited. In the event of such cancellation the following charges will apply and an invoice will be raised:


More than 30 days before date of hire – Deposit only

Between 20 and 30 days before the date of hire – 50% of the total car hire charge

Between 10 and 19 days before the date of hire – 70% of the total car hire charge

Less than 9 days before the date of hire –  total car hire charge


Airport pick-ups: Full flight details help us give you punctual service. We will make reasonable attempts to monitor incoming flight times but we are unable to access reliable information until shortly before scheduled arrival times. If your return flight is going to be delayed, flight times cannot be held liable should circumstances prevent us from being able to respond to changes. In the event that we are reasonably notified of delays, we reserve the right to make additional charges for subsequent collection. Increased airport security means that we are unable to offer a full meet and greet service at most UK airports.

Lost property: Unfortunately we are unable to hold responsibility for the loss of property left in the vehicle at any time or under any circumstances.

Breakdown: We operate a large fleet of vehicles, which are maintained to a high standard. In the unlikely event of breakdown mechanical, electrical or material breakdown or the car being rendered unserviceable (for example, in the event of collision). We will use our best endeavours to provide a back up vehicle or vehicles as quickly as possible. However we cannot be held liable for any consequential loss incurred as a result of vehicle breakdown or similar unavailability. The company will not accept responsibility for missed connections and / or functions of the hirer however caused.

Grace period: We always strive to arrive at pick-up points in advance of the times agreed. Very occasionally, events outside our control (for example, traffic congestion or bad weather) cause us to be late. Every effort will be made to meet deadlines but we cannot accept responsibility for any delays, however caused. Phantom Hire accept no responsibility for restricted vehicle (hump back bridges, width restrictions, etc) at any location and not liable for delays caused by re-routed journeys.

Smoking: Smoking is strictly banned in any of our vehicles.

Fines: Any parking fines received whilst requested to chauffeur by client to ‘wait here’ shall also be charged at whatever the fine cost is and any additional funds for paying fine off.

Traffic: Based on traffic condition the chauffeurs may decide to take an easier an efficient route to the destination you require as planned route may go over time and you will be liable to pay for.

Termination of contract: We reserve the right to terminate the contract at any point in time during the hire, keeping the deposit and full hire money.

Self drive hire:
– Period of hire commences upon delivery of the hire vehicle and ends on the required and the instruction of the owner.
I hereby agree that the vehicle shall be returned in a clean and tidy condition and with the same quantity of fuel in the tank that it had when delivered.
– Fuel shortage shall be charged £1.50 per litre with a minimum charge of £5.00. I acknowledge that during the currency of this rental agreement for the purposes of the Road Traffic Offenders Act 1998 and schedule 5 of the Road Traffic 1991 (has amended or re-enacted) I will be liable as if I was the owner of the vehicle hired in respect of any fixed penalty offence or parking, or congestion charges incurred in respect of the vehicle.
– Car keys, lost, damaged or locked in the hire vehicle and lost or damaged hand books will be charged at £350.00 + VAT each
– A valeting charge of £15 + VAT will be liable on the vehicle/s if it is returned overly dirty.
– I understand that I am also responsible for the full cost of the replacement of glass and full cost of any tyres damaged whilst the hire vehicle is in my possession.
– I agree that any damage done to the hire vehicle through wilful vandalism, or wilful neglect by me or my associates, will be charged at repairer’s full value to me as the hirer. I am responsible for any daily rental charges unrecovered by Phantom hire UK LTD as a result of my failure to mitigate the hire charges on return of the hire vehicle when requested.
I acknowledge, and agree to the fact that any speeding, misuse or abuse of the vehicle, will warrant Phantom Hire UK LTD to de-immobile the vehicle and pick it up at any point in time during the hire, terminating the contract – which will result in me losing my hire money and security deposit.
– Insurance excess is £40000
– I agree that a copy of my License will be held for 3 months.

On behalf of all the passengers I have read and understood and agree to the above terms and conditions of this contract.

By paying a deposit you are automatically implying that you agree to the above terms and conditions, and will be legally bound by our terms and conditions.