WildTrax Terms & Conditions
It is important that the customer (you) read and understand these terms before you sign the Rental Agreement. These are the terms under which the vehicle is rented to you by WildTrax Ltd (“us” or “we”) and on which any Insurance cover is provided for you by us.
1. THE CONTRACT
The Contract for a short-term vehicle rental will be between the WildTrax Ltd (referred to as “WildTrax or We”) and the person making the booking (referred to as “the Customer, or Your or You”) in the following booking conditions. UK Law will govern the Contract. The contract of hire is not effective until We have processed the deposit. When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the email address you provide in the booking form. When you request a quote you will receive an email with details of your proposed reservation. This does not form a contract between us. A contract shall only arise when your booking is subsequently confirmed in writing via a letter of confirmation sent to you by post or email. The contract will be subject to these booking conditions, and must be complied with. The party leader must be at least 18 years of age at the time of booking (or 21 if driving) and prior to arrival We must be provided with a list containing the names, ages, Postcodes and contact details of all guests
2. PAYMENT
A 25% deposit is due at the time of booking to secure your trip, and Bookings are CONFIRMED on receipt of this payment. Quotes given are not confirmed bookings until the deposit is received, and the quoted dates are still available to be booked by another party until payment is received. The balance is due 30 days before your arrival date and will be charged automatically where applicable, or alternatively you will be contacted by WildTrax with instructions on how to pay. Payment can be accepted by credit card, debit card and bank transfer.
3. CANCELLATIONS
Bookings placed before the 8th February 2021 are covered under a different set of Terms and Conditions and are available by emailing [email protected] if these apply to your booking. Alternatively they will be detailed on your booking confirmation email from the time of your booking.
For Bookings placed post February 8th these new Terms and Conditions apply to cancellations.
a. If your booking has to be cancelled because WildTrax is put under Government Restrictions and has to close and the period of closure covers Your booking, You are entitled to a change of dates, a credit voucher to the sum paid, or a refund. Please note that this refund may take up to 3 months to action.
b. In the event that Your given address is put into Local/Regional Lockdown, rendering You unable to travel, and the period of restriction covers your booking You are entitled to a change of dates, a credit voucher to the sum paid, or a refund. Please note that this refund may take up to 3 months to action.
c. If your booking has to be cancelled because WildTrax has to close through Force Majeure, meaning any of the following circumstances which may hinder or prevent the performance by us of the Contract, including but not limited to: (a) acts of God, flood, drought, earthquake or other natural disaster; (b) epidemic or pandemic; (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (d) nuclear, chemical or biological contamination or sonic boom; (e) any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent; (f) collapse of buildings, fire, explosion or accident; (g) non-performance by our suppliers or contractors; and (i) failure of utility service, and the period of closure covers Your booking You are entitled to a change of dates, a credit voucher to the sum paid, or a refund. Please note that this refund may take up to 3 months to action. Please also note that COVID related cancellations are no longer considered Force Majeure since it is a known event.
d. Customer inability (or the inability of any, some or all of Your intended party) or disinclination to travel to and undertake a booking with WildTrax for any reason.
This includes – but is not limited to – illness (including COVID), a requirement or recommendation to self-isolate or quarantine, shielding, a call to jury duty, military service, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport. These remain at Your risk and do not give rise to a right to cancel or to receive a refund. You are strongly recommended to take out UK travel insurance to cover these eventualities. If you choose not to take out UK travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.
e. Cancellations must be notified to WildTrax by email and once received in writing We will confirm the cancellation request.
f. Cancellations are free more than 30 days before the arrival date. Cancellations made later than this are subject to a cancellation charge. WildTrax will apply the scale shown below to bookings to determine the amount of the charge, which shall be a percentage of the total cost of the holiday:
- Cancellation 15-30 days prior to the start date of the hire: 25% of the total hire cost will be charged.
- Cancellation 8-14 days prior to the start date of the hire: 50% of the total hire cost will be charged.
- Cancellation 7 days or fewer prior to the start date of the hire: 100% of the total hire cost will be charged.
g. It is the responsibility of the Customer to acquire suitable travel insurance for themselves and their party to cover the booking. WildTrax strongly recommends that the Customer acquires suitable insurance to cover circumstances beyond the Customers’ control such as, but not limited to, jury duty, incarceration, change in personal or work circumstances, military service, illness – including COVID and shielding, family emergencies and travel delays.
Covid is also now a known risk and it is possible for you to insure your holiday against it. This can include the customer or any of the party having Covid, the customer or any of the party having to isolate or quarantine, or you wishing to shield any Members of the party.
There are several options which include cover for Covid related cancellations available from organisations like Trailfinders: https://www.trailfinders.com/insurance#/ or https://www.coverwise.co.uk/Travel-Insurance/corona-virus.aspx or www.gocompare.com
4. SECURITY DEPOSIT
A security deposit will be automatically held on your payment card 3 days before your hire date. This sum is equal to and shall serve as the insurance excess should it be required in the case of damage. We shall need to be notified of any wish to utilise an alternative card at least 10 days before the hire date. This amount is £1000 for those aged 25 and above. For those aged 21-22 this amount increases to £1500, and for those aged 23-24 this amount increases to £1250. The standard maximum age in line with our insurance policy is 70, however we are able to accept drivers between 70 and 79 with an increased excess of £1500. For New Defender bookings these amounts are: £2000 for those aged 25 and above. For those aged 21-22 this amount increases to £2500, and for those aged 23-24 this amount increases to £2250. For drivers between 70 and 79 there is an increased excess of £2500.Subject to the vehicle and contents being returned in good condition and all present, the deposit will be released back to the card within 7 days. Should there arise a need to cover costs amounting to less than the Security Deposit amount, the amount of the costs will be deducted, and the remainder shall be released. Invoices for works undertaken and purchases made shall be provided. A charge of £20 per hour will be applied for labours undertaken by WildTrax staff, for example in fitment of new parts purchased.
5. INSURANCE & WAIVER
Fully Comprehensive self-drive Insurance as provided by WildTrax is included in the price of Your Booking for two people. The excess as detailed under “Security Deposit” shall be applicable unless you have elected to purchase an Insurance Waiver option as made available to you throughout the booking process. You are advised that the aforementioned waivers may be invalidated if you fail to take reasonable measures for the safety or security of the vehicle, its parts or accessories, or fail to comply with all the restrictions on the use of the vehicle or otherwise abuse or misuse it. The Insurance policy covers the UK only, and as such taking vehicles outside the United Kingdom is NOT permitted under any circumstance.
6. PERIOD OF HIRE
Earliest collection and latest return times are given in your booking confirmation, and must strictly be adhered unless otherwise arranged with us. If you fail to return by the arranged time there will be a minimum £100 charge up to further day’s rental, as we will have guests waiting for the vehicle and this will impact their trip and our ability to prepare the vehicle to standards we hold here at WildTrax. You should not arrive before the arranged collection time. You must ensure you have made ample arrangements to get back to HQ by the arranged time. Ferries can be cancelled for many reasons, as such do not leave your return ferry journey until the morning of the return as you run the risk of incurring late return charges.
7. LICENCE REQUIREMENTS
All drivers must have a valid driving licence and will be subject to a DVLA licence check where applicable. A number of weeks before arrival, We will require the following for all UK drivers: a copy of driving licence (front and back), 2 x proof of address and a DVLA check code. For non-UK drivers, We require a copy of driving licence (front and back), 3 x proof of address and a copy of a passport for each driver. Proof of address must be dated within 90 days of the hire start date, and must be a bank statement or utility bill, or other government issued document. Mobile phone or insurance documents will not be accepted. Documentation must be received in good time to prevent any unexpected issues which may result in the invalidity of a hirer to drive the vehicle. The terms of our insurance state that drivers must meet the following criteria: has not been involved in more than one motoring accident or claim within the preceding three years; has not been convicted of any motoring offence or has a prosecution pending other than parking or one speeding offence with a maximum of 3 points; has referred any medical condition requiring Driver and Vehicle Licensing Agency (DVLA) notification and authorisation has been granted by the DVLA; has not been refused motor insurance at normal rates and terms or has not been declined insurance or had any insurance policy cancelled by an Insurer. Failure to adhere to these terms may result in cancellation of your booking with no refund offered – We cannot be held liable for any losses incurred for your trip caused by your inability to hire a WildTrax vehicle under these conditions – please be sure to check these details well in advance of your arrival date. For information on Documentation, please view here: https://www.wildtrax.co.uk/documents-needed-for-your-adventure/
8. NUMBER OF PERSONS
Under no circumstances may more than the maximum number of persons stated on the website occupy the vehicle or tent. We reserve the right to refuse possession of the vehicle if this condition is not observed. Two drivers are included in the price of the hire, with the option to add further drivers at a cost of £30 per hire, subject to them meeting the licence requirements as in 7..
9. DOGS
Dogs can be accommodated in selected vehicles only, according to their size and number, and are chargeable. You must notify us should you wish to bring a dog so that we can make sure to assign Your booking with the correct vehicle. Failure to alert us may mean that you are unable to take your pet on the trip and we reserve the right to refuse possession of the vehicle. We will be unable to offer a refund if this is the case. Dogs are strictly prohibited from entering the tents and must not be left unattended in the vehicles unless restrained to avoid any damage. If pets are found to have been in the tent, a cleaning fee may be applied. Dogs must be suitably restrained when travelling to adhere with the Highway Code; this will be with use of a seatbelt restraint, cage or dog guard. Failure to restrain a dog while travelling can result in a fine of up to £5000, and will invalidate the insurance. You must obey the The Scottish Outdoor Access Code (SOAC) and keep your dog(s) under close control at all times for their own safety as well as for the benefit of other dog owners and livestock. Please pick up after your dog, disposing of waste bags. Please clean them as much as possible before re-entering the vehicle to avoid undue mess. Your Security Deposit may be utilised or your card details may be charged for any cleaning required or damage caused by pets. For more information on our Dog Policy please read here: https://www.wildtrax.co.uk/dog-friendly/
10. LIABILITY
Wildtrax, its employees and representatives shall not be liable to you or your party for loss or damage to property howsoever arising. You must take all necessary steps to safeguard yourselves and your property.
11. CARE OF THE VEHICLE
You are responsible for the vehicle and equipment, and are expected to take all reasonable care of it. You must leave it in the same state of repair, and in a reasonable clean and tidy condition at the end of the rental period. You must not use the vehicles for any dangerous, offensive, noxious, noisy, illegal or immoral activities or carry on any act that may be a nuisance or annoyance to the others. Smoking is not allowed in any of the vehicles. Some mud is to be expected, however should additional cleaning be required for disrespectful messes, you will be charged £20 per additional hour that cleaning is undertaken. Any damages will have to be paid for in full. The vehicle is not to be used as a tow or recovery vehicle under any circumstances.
12. DAMAGES & BREAKAGES
The vehicle will have been inspected prior to your check-in, with any significant noticeable existing damage made apparent to you and a record kept on file. You are legally bound to reimburse us for replacement, repair or extra cleaning costs on demand. This cost is limited by the insurance applied to your booking and the applicable excess that applies to your contract as in clause 4.
13. BREAKDOWN POLICY
WildTrax will assist with any breakdown incidents that occur on Your trip. WildTrax reserves the right to offer an alternative vehicle of equal or greater booking value should an incident arise where any vehicle fault cannot be repaired. In the instance that a lesser vehicle is offered, You shall be entitled to a refund of the difference in booking value and an additional 5% as a goodwill gesture for any inconvenience caused.
14. OFF ROADING
Off roading in Scotland is strictly prohibited. As a result, vehicles are not to be driven off road without prior permission of the land owner and under supervision. The off road capability of our vehicles enables You to pull off a sealed road surface onto a forest track or beach for the purpose of setting up camp rather than being confined to camping in lay-bys or in formal campsites. The Road Traffic Act 1988 states that you can only drive a vehicle off-road – away from a public road – for the purpose of parking and within 15 yards of a public road. Any recovery costs or damage to the vehicle caused from flouting this clause will be wholly the responsibility of the hirer, and the full security deposit will be forfeited.
15. PARKING AT WILDTRAX
You may park your own vehicle at WildTrax HQ for the duration of Your trip. Please note that although We consider our parking to be very secure, vehicles and their contents are left at Your own risk.
16. COMPLAINTS
Every effort has been made to ensure that you have an enjoyable trip. However, if you have any problem or cause for complaint, it is essential that you contact us immediately to give us the chance to resolve it. We value your custom and want you to return.
17. DATA PRIVACY STATEMENT & COOKIE POLICY
See our Privacy Policy & Cookie Policy here: https://www.wildtrax.co.uk/privacy-policy/
If you have any questions about your booking then please contact us at [email protected]