TERMS AND CONDITIONS



Company number: 07807594
Registered office address - 11 Portland Road, Edgbaston, Birmingham, West Midlands, B16 9HN

These Terms & Conditions apply to all the sale of goods and services and supersede all previous terms. Please retain a copy for your records.

DEFINITIONS

(a)“Business Day” means a day (other than a Saturday, Sunday or public holiday) when banks in London are open for business.
(b) “the Company” means “Phantom Hire (UK) Limited (No. 07807594).
(c) “Customer” means the person or company purchasing the Services from the Company as a customer.
(d) “Due date” means the last day of the month following the month of receipt by the customer, where the customer has a credit account, or the invoice date for non-account customers.
(e) “Services” means providing hire of the car and other hire equipment which are the subject of the Contract.
(f) “the Contract” means the contract for the Services made between the Company and the Customer in accordance with these Conditions.
(g) “Conditions” means these terms of business conditions.
(h) “Acceptance” shall be when the Customer agrees to the Quotation by verbal, electronic, written means.
(i) “Booking’ shall be a booking for the specific chauffeur hire vehicle of the Company’s car fleet. This will include the specific details of the date and journey of travel.

THE CONTRACT

A Contract is the booking of a chauffeur vehicle hire. This is when a booking is placed and accepted by the Company. Bookings will not be treated as confirmed until we receive a deposit, the booking will then be confirmed as an official booking.

Evidence of the booking can be e-mail exchange for the booking details and/or over the telephone booking. Confirmation of payment (deposit) confirms the booking and contract. The Company shall also supply the standard terms and conditions with the booking to confirm the Contract terms.

SERVICES

(a) The Company provide chauffeur vehicle hire services to its Customers. Hires are undertaken upon requests of availability.
(b) Before any Booking it is necessary for the Customer to provide specific details, which will be used to calculate and specify the Services to be provided. This information will be recorded by the Company and taken as correct at time of the Booking.
(c) The Services can only be carried out when the customer information has been provided in full and is correct.
(d) If any information is subsequently found to be incorrect/wrong or not the current version, the Company shall not accept any liability for the Services that may be affected as a result. Furthermore, the Customer agrees to pay the Company any additional costs it may incur because of incorrect/wrong information supplied.

PRICE

This is the amount to be paid for the chauffeur vehicle hire journey, as agreed between Phantom Hire (UK) Ltd and the customer. The times, route and other details of the journey (route) are stipulated on the Booking confirmation. Any requests to modify any of these details should be made to us at least one (1) week in advance of the date of the Booking and we will endeavour to accommodate any slight/minor changes to the Customers’ requirement, subject to our ability to do so. The person making the payment for the Booking, by doing so, gives their authorisation for the Company to debit from their debit/credit card, at time of Booking.

VEHICLE SUPPLIED

The Company will endeavour to provide the vehicle requested by the Customer. In the unlikely event the Company is unable to do so, they reserve the right to provide a substitute vehicle of similar type and capacity. The Customer can request a preferred colour, but the Company cannot guarantee a colour of the Customer’s choice. The Company always reserves their rights in this regard.

HIRE TYPE

The Company offer a range of vehicle hire options, including a Chauffeur, pick-up and return service, a one-way service and a continual hire service. Unless the Customer has 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 the Customer has booked at other times during the day or thereafter; and therefore, although every effort will be made to accommodate any alterations the Company does reserve the right leave locations/venues at the contracted (agreed) times. The inside of the hire vehicle will be clean and replenished as necessary between these hires.

PAYMENTS

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. This must be given to the driver before the Booking (journey) is started. If the driver receives no payment, he/she reserves the right to terminate the Booking (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 the Booking. We do not accept cheques, debit cards, credit cards or foreign currency as final payment on the day of vehicle hire, unless agreed in advance. Settlement of agreed price in advance by cheque or electronic (bank) transfer must allow adequate time for funds to be cleared before the date of the journey/travel. Credit card payments are subject to a 5% surcharge on the transaction amount, payable at the time of the transaction.

ADDITIONAL CHARGERS

a) Overtime: The vehicle hire agreement between us includes specified pick up and return times and/ or duration of vehicle hire. Adhering to these times forms an integral part of our operation. Where these times are not adhered to, the Company may incur additional costs or risk disappointing other bookings/customers. For that reason, the Company reserves 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 vehicle/car is on hire: but range from £195.00 to £495.00 per hour. Upon request, the Company will tell you the hourly rate. Payment of all overtime charges must be settled before the end of the vehicle hire. The Company does not accept cheques, debit cards, credit cards or foreign currency as payment on the day of hire. If payment of overtime charges cannot be made on the day of hire, the Customer agrees that the amounts will be paid via cash and or debit/credit card within 7 days thereafter.

b) Damages: The Company reserves the right to charge the Customer a minimum of £550.00 for any damages to the vehicle or any of its equipment caused by the Customer or members of their party/associated members (group). The minimum charge of £550.00 is the basic rate and this can be increased up to the value of the item and/or damage, including labour charges. Payment of the minimum damage charge must be settled before the end of the hire. The Company does 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 cannot be made on the day of hire, the customer agrees that the amounts will be paid within 7 days thereafter. 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 vehicle driver (chauffeur), exceed £150.00, the minimum charge will be made by the method described. Please note that the Company recommends for the Customer to allow the chauffeur to open the vehicle/car doors for you, as any damaged caused to the door that a customer opens will be in the Customers fault and damage fee. Any fee of damage would be chargeable together with the potential loss of earnings (vehicle hire) 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 15 and 19 days before the date of hire: 70% of the total car hire charge
Less than 14 days before the date of hire: total car hire charge

AIRPORT PICK UPS/DROP OFF

Full flight details help us give you a punctual service. The Company will make reasonable attempts to monitor incoming flight times, but they are unable to access reliable information until shortly before scheduled arrival times. If the Customer’s return flight is going to be delayed, the Company cannot be held liable should circumstances prevent them from not being able to respond to any changes. In the event that the Company are reasonably notified of delays, the Company reserves the right to make additional charges for subsequent collection/pick-up. Increased airport security means that the Company is unable to offer a full ‘meet and greet’ service at most UK airports.

LOST PROPERTY

Unfortunately, the Company is unable to be held responsibility for the loss of property/personal belongings left or lost in the vehicle at any time or under any circumstances. The Company will use its best endeavours to return any lost property that is in the Company’s control.

BREAKDOWN

The Company operate a large fleet of vehicles, which are maintained to a high standard. In the unlikely event of road accident, breakdown, mechanical, electrical or material breakdown or the vehicle/car being rendered unserviceable (for example, in the event of a collision). The Company will use their best endeavours to provide a back-up vehicle or vehicles as quickly as possible. However, the Company 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 vehicle hire however caused.

GRACE PERIOD

The Company strives 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 (humpback bridges, width restrictions, etc) at any location and not liable for delays caused by re-routed journeys.

SMOKING/VAPING/DRUGS

Smoking (cigarette and cigar) or vaping (electrical) is strictly prohibited in all of our hire vehicles. Any use of drugs (other than for medical reasons) is prohibited. In respect of drug use, the Company reserves the right to report this to the Police for Criminal investigation.

FIREWORKS/FLARES/COLOURING

The use of fireworks, flares, colour fountains is strictly prohibited during the Booking or otherwise within the vehicle or the surrounding area (of at least 15 meters). Any damage to the vehicle hire as a result of any of the above shall result in additional charges as described in the Additional Charges for Damage

FINES/TOLL CHARGES/PARKING CHARGES

Any parking fines received whilst requested to chauffeur vehicle hire by the Customer shall also be charged at whatever the parking fine cost is and any additional funds for paying fines and any administration charges.

. LIABILITY

The Company shall not be liable (howsoever such liability arises, whether in contract or tort or otherwise, including for negligence) for any indirect or consequential loss or for damage to or for loss of profit, business, savings, production or goodwill which arises out of or in connection with the Contract.

The Customer shall indemnify the Company from and against all loss, damage, or liability suffered or incurred by the Company or any third person for or arising out of the negligence, breach of statutory duty, breach of contract or other duty of the Customer or its officers, employees, agents or contractors, in each case in the course of performance of or otherwise in any way arising out of or in connection with the Contract.

This Contract constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.

. TERMINATION

The Company reserves the right to terminate the contract at any point in time. This can be for vehicle hire, during the hire and before hire. If termination occurs, the Company reserves the right to withhold the deposit and or the full costs of vehicle hire. The Customer can be held liable for the full hire upon termination.

DISPUTES AND SET-OFF

Any liability of the Company under the Contract shall be subject to and conditional upon the due performance and observance by the Customer of all its obligations under these Conditions and the Customer may not withhold or delay payment or exercise any rights of set-off whatsoever and howsoever arising which might otherwise be available to it.

GOVERNING LAW

The Contract, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by and construed in accordance with the law of England and Wales within the English Courts.

FORCE MAJEURE

The Company cannot be held responsible, in the unlikely event that it is not able to complete a Booking as a result of a natural occurring event such as a disaster, flooding, earthquake, major fire, extreme weather and matters such as terrorist related incidents, war, international emergency response, a major health breakout (such as disease or health incidents, like Covid), as well as any UK or international Government restrictions imposed by law.

ASSIGNMENT

The Customer may not assign, transfer, charge, sub-contract the Contract without the prior written consent of the Company. The Company may assign or sub-contract the Contract or any part of it to any person, firm or company.

NO RIGHTS TO THIRD PARTIES

No one other than a party to this Contract and their permitted assignees shall have any right to enforce any of its terms.

DATA PROTECTION

The Company will only use the personal information provided to it by the Customer as set out in the Company’s Privacy Policy. The Company’s Privacy policy can be found on its websites.

COMPLAINTS

If the Customer has a complaint or problem with any Services, the Customer must still pay all transactions for the Booking. If you have any complaint about your booking, please go to our Website for details to contact us. We take all complaints seriously. If you wish to register a complaint, then please contact us as set out below in the Contact Details section.

CONTACT DETAILS

Full flight details help us give you a punctual service. The Company will make reasonable attempts to monitor incoming flight times, but they are unable to access reliable information until shortly before scheduled arrival times. If the Customer’s return flight is going to be delayed, the Company cannot be held liable should circumstances prevent them from not being able to respond to any changes. In the event that the Company are reasonably notified of delays, the Company reserves the right to make additional charges for subsequent collection/pick-up. Increased airport security means that the Company is unable to offer a full ‘meet and greet’ service at most UK airports.




Document last revised on 21/07/2023.