Terms and Conditions of Hire

Pro Tour Vans LTD

1. About Us, Service, and Definitions

1.1 About Pro Tour Vans LTD Pro Tour Vans LTD specialises in organising group ground transportation across the United Kingdom and Europe, utilising Mercedes-Benz Sprinter Splitter Vans.

1.2 Our Role and Service Provision Pro Tour Vans LTD acts as the primary provider of the transport service. We manage the booking, itinerary coordination, and service delivery.

• Vehicle Capacity: Our vehicles are strictly insured and licensed to carry a maximum of 8 passengers plus 1 driver (Total 9 persons). We cannot legally carry more than 8 passengers under any circumstances.

• Service Fulfilment: We may fulfil bookings using our own fleet or, where necessary, allocate a suitably licensed Operator Partner from our network to carry out the journey. Whether operated by us or a partner, Pro Tour Vans LTD remains your single point of contact for booking administration, itinerary coordination, and customer support.

1.3 Definitions

• “We”, “us”, “our” means Pro Tour Vans LTD.

• “You”, “Customer”, “Client” means the person or organisation making the booking.

• “Operator Partner” means the licensed transport provider allocated to perform the journey if a Pro Tour Vans fleet vehicle is not used.

• “Booking” means your confirmed reservation with us.

• “Trip” / “Service” means the transport service provided.

2. Booking, Information Accuracy, Confirmation

2.1 When a booking is confirmed A booking is confirmed only when we (a) receive the required deposit or full payment as cleared funds and (b) issue a written acceptance/booking confirmation. For clarity, the act of sending a payment does not, by itself, reserve or secure availability. Availability is reserved only after we confirm receipt of cleared funds and send a booking confirmation notice.

2.2 Booking reference Once we confirm receipt of cleared funds, we will issue a booking reference number and send a booking confirmation email or message setting out the confirmed itinerary and key details.

2.3 Your responsibility to provide accurate details You must provide correct and complete information, including pick-up time (using the 24-hour clock), full addresses and postcodes, passenger count (maximum 8), luggage/equipment volume, and a reliable contact number.

You must review your confirmation and notify us immediately if any details are incorrect. If incorrect or incomplete details are not rectified in time and this affects allocation, pick-up, or performance of the journey, we will not be responsible for resulting losses, delays, or missed pick-ups, and the booking may be treated under the cancellation and no-show rules.

2.4 Contact details You must provide the best contact person and mobile number for the day of travel. If the driver cannot reach you due to incorrect details, unanswered calls, or unreachable numbers, we are not responsible for any resulting delay, missed pick-up, or no-show outcome.

2.5 Payment notification After making any payment, you must promptly inform Pro Tour Vans LTD and provide proof of payment where applicable. If you fail to inform us after payment and this results in delayed allocation or loss of availability, we will not be liable for the disruption.

3. Pricing, Quotes, Payments

3.1 Payment methods We may accept card payments and bank transfers as payments upon request. Card payments may be processed by third-party payment processors and accounts. The descriptor shown on your bank statement may differ from the trading name displayed on our website.

3.2 Deposit and balance

• To secure a booking, payment in full is required. However, at our sole discretion, we may agree to accept a non-refundable deposit of 50%.

• If a deposit is agreed: The remaining balance must be paid by the deadline we specify. If the balance is not paid by the deadline, the booking may be cancelled and the deposit will be retained.

• If payment is made in full: Please note that 50% of the total booking value is treated as a non-refundable deposit in the event of cancellation.
  
  

3.3 What is included Unless stated otherwise, quotes include the vehicle and driver. (Fuel is NOT included unless expressly included in the quote)

• Excluded Items: Items typically charged separately (unless expressly included in the quote) include tolls, Congestion Charges, ULEZ (where applicable), fuel, parking, ferry charges, and driver accommodation/meals (for multi-day tours).

3.4 Return fares Return prices may be offered as discounted return packages. If one leg of a return booking is completed but the remaining leg cannot be completed (e.g., due to cancellation by the client), the final charge may be adjusted to reflect the relevant one-way rate, with no refund for the unused portion if less than the cancellation threshold.

3.5 Quote validity All quotes are time-sensitive and subject to availability. Quotes are generally valid for up to 24 hours; however, rates can change at any time due to availability and demand.

3.6 Net payment received All payments are treated on a net received basis. This means we calculate amounts received after deductions by banks, card processors, or intermediaries. If you pay £100 and we receive £90 after fees, £90 is the amount recognised.

3.7 Refunds for non-availability If we cancel because we cannot provide a suitable service option, we will refund the net amount received to the original payment method. We are not liable for delays caused by third-party banking systems.

4. Cancellations, No-Show, Amendments

4.1 Cancellation charges Cancellation fees are calculated as a percentage of the total booking price:

• More than 48 hours before travel: 50% (Deposit retained)

• Less than 48 hours before travel: 100% (No refund)

Where your booking includes pass-through costs that are non-refundable to us (e.g., pre-booked ferries or accommodation), you remain liable for those amounts in addition to the cancellation fees.

4.2 No-show policy A “No-Show” occurs if you do not attend the pick-up location at the agreed time, are not ready to travel, or cannot be contacted. A No-Show may also apply if the driver cannot reasonably reach the customer within 15 minutes of the scheduled time. In a No-Show situation, no refund is due.

4.3 Amendments Amendment requests (vehicle, time, route, stops, passenger count) are subject to availability and may result in additional charges.

4.4 Book only when plans are firm We do not guarantee free rescheduling for illness, changed plans, or wider disruptions. We recommend clients hold appropriate travel insurance.

5. Vehicle, Journey Rules, & Delays

5.1 Vehicle allocation Vehicles are allocated based on availability. If the originally expected vehicle is not available, a reasonable alternative or upgrade may be offered.

5.2 Driver directions and route The driver will choose the safest and most suitable route. The driver has the final say on all driving matters, including adherence to tachograph and driving hours regulations.

5.3 Delays Traffic, weather, road incidents, and similar conditions may cause delays. Such delays do not automatically entitle a customer to compensation.

6. Responsibilities and Service Delivery

6.1 Operational delivery The journey is carried out by the allocated licensed operator and driver. This includes vehicle operation, driving, and compliance with applicable transport and safety requirements.

6.2 Limits of liability Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence. Subject to this, our liability for any claim connected to a booking is limited to the net amount received for the relevant booking. We are not liable for consequential losses (e.g., missed flights or events).

6.3 Indemnity You agree to indemnify us for losses or claims arising from your breach of these Terms, unlawful conduct, or damage caused by your party.

7. Passenger Conduct, Safety & Equipment

7.1 Capacity Limit (Strict) The vehicle is insured for 8 passengers maximum. The driver is legally prohibited from carrying a 9th passenger. Attempting to overload the vehicle will result in refusal of service without refund.

7.2 Behaviour

• Smoking/Vaping: Strictly prohibited in or near the vehicle.

• Illegal Substances: Strictly prohibited.

• Alcohol: Not permitted unless we confirm in writing that it is allowed for your booking.

• Safety: Passengers must wear seatbelts where fitted and remain seated when the vehicle is moving.

7.3 Equipment and Loading Splitter vans are designed for equipment transport.

• Safe Loading: The driver supervises loading to ensure weight distribution and safety. You must not overload the splitter compartment.

• Assistance: While drivers often assist with loading as a courtesy, they are not porters. Heavy equipment is the responsibility of the client to lift and load safely.

7.4 Abuse policy Threatening, abusive, or harassing behaviour toward staff or drivers will lead to immediate cancellation without refund.

8. Flight Delays and Waiting Time

You must inform us of delays, missed flights, or terminal changes as early as possible.

• Standard Waiting Time: Unless stated otherwise, we allow 15 minutes of waiting time (60 minutes for airport arrivals).

• Excess Waiting: Additional waiting time may be chargeable. If a delay cannot be accommodated due to the driver’s schedule or legal driving hours, the booking may be treated as lost under the cancellation/no-show rules.

9. Damage and Cleaning

9.1 Luggage limits You are responsible for ensuring luggage/equipment is suitable for the booked vehicle capacity.

9.2 Damage and excessive cleaning Damage to the interior/exterior or excessive mess will result in repair or cleaning charges. A minimum soiling charge of £150 applies if specialist cleaning is required.

10. Data Protection

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. Data is used to manage bookings and allocate operators. We do not sell customer data.

11. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Where disputes arise, you agree to contact us first to attempt resolution. The courts of England and Wales have exclusive jurisdiction.

12. General

12.1 Availability We aim to support customers 24/7; however, standard office hours are Monday to Friday, 09:00 to 18:00. Support outside these hours may be limited.

12.2 Contact Pro Tour Vans LTD

• www.ProTourVans.com
• Info@ProTourVans.com
• +441895256568