EGANS COACH TRAVEL LTD

COACH HIRE – BOOKING TERMS & CONDITIONS

 

Please read these Terms & Conditions carefully before confirming your booking.

These Terms & Conditions apply to all private coach and minicoach hire bookings made with Egans Coach Travel Ltd (referred to as "the Company"). By accepting a quotation and confirming a booking, the person or organisation making the booking (referred to as "the Hirer") agrees to these terms, subject to applicable statutory rights.

 

1. BOOKING DEPOSITS & CANCELLATION CHARGES

1.1 Non-Refundable Booking Deposit

A £50 non-refundable deposit per vehicle is required to secure and confirm all private hire bookings.

• The deposit is payable at the time of booking.

• The deposit is deducted from the total hire charge.

• Should the Hirer cancel the booking, the £50 deposit per vehicle will normally be retained by the Company, subject to applicable consumer rights.

• A booking is not confirmed until the deposit has been received and written confirmation has been issued by the Company.

1.2 Cancellation by the Hirer

Should the Hirer wish to cancel a confirmed booking, the following cancellation charges will apply:

 

Notice Given Before Hire	Cancellation Charge
14 days or more	Loss of £50 deposit per vehicle only
8–13 days	25% of the total hire charge
3–7 days	50% of the total hire charge
1–2 days	100% of the total hire charge
On the day of hire	100% of the total hire charge

Important Cancellation Information

• All cancellation periods are calculated in calendar days, excluding the day of hire.

• The £50 deposit is included within the applicable cancellation charge and is not charged in addition to the stated percentage.

• Where the calculated cancellation charge is less than £50, the deposit will normally be retained, subject to applicable consumer rights.

• Where the cancellation charge exceeds the deposit already paid, the Hirer will be responsible for the outstanding balance.

• Any additional non-refundable third-party costs reasonably incurred on behalf of the Hirer, including parking permits, admission tickets, ferry tickets or special arrangements, may also be payable where these costs were agreed and are not already accounted for in the cancellation charge.

• All cancellations must be submitted in writing by email. The cancellation date will be the date the Company receives the notification.

• Cancellation charges are subject to applicable consumer protection law and must be fair and proportionate to the Company's reasonable losses, taking into account any costs saved or amounts recovered through alternative bookings.

1.3 Cancellation by the Company

In the unlikely event that the Company is unable to fulfil a confirmed booking, every reasonable effort will be made to arrange suitable alternative transport.

If suitable alternative transport cannot be provided, the Company will refund all monies paid for the affected hire. This does not affect any additional legal rights the Hirer may have.

 

2. QUOTATIONS, BOOKINGS & PAYMENT TERMS

2.1 All quotations are based on the information supplied by the Hirer, including journey dates, passenger numbers, collection points, destinations, timings and itinerary.

2.2 Quotations are subject to vehicle availability and do not constitute a confirmed booking until accepted by the Company and the required deposit has been received.

2.3 The outstanding balance must be paid in full no later than 7 calendar days before the date of hire, unless alternative arrangements have been agreed in writing.

2.4 For bookings made within 7 days of departure, full payment may be required at the time of booking.

2.5 Failure to make payment by the due date may result in cancellation of the booking, following reasonable notice where appropriate and subject to applicable cancellation terms.

2.6 Any changes to the original booking, including additional mileage, waiting time, destinations or itinerary changes, may result in a revised quotation or additional charges.

2.7 The Hirer is responsible for checking all booking confirmation details and notifying the Company promptly of any errors.

 

3. VEHICLES & SEATING CAPACITY

3.1 The Company reserves the right to provide a vehicle with a greater seating capacity than originally booked, at no additional charge.

3.2 The Company may substitute a vehicle of a different make, model or specification where operationally necessary, provided it is suitable for the agreed passenger numbers and essential requirements.

3.3 The Company reserves the right to use another appropriately licensed and insured coach operator to fulfil all or part of a booking where necessary.

3.4 Under no circumstances may the number of passengers exceed the legal seating capacity of the vehicle.

3.5 All vehicles are supplied with a professional driver. Self-drive hire is not available.

 

4. DRIVERS' HOURS & LEGAL REQUIREMENTS

4.1 All journeys must comply with applicable drivers' hours, working time and rest period regulations.

4.2 The Hirer must adhere to the agreed itinerary and timings to ensure legal compliance.

4.3 The driver has the authority to amend journey timings, take legally required breaks or decline additional journey requests where necessary to comply with legislation.

4.4 The Company cannot accept responsibility for disruption arising from a Hirer's request to operate outside legally permitted driving hours.

4.5 Any itinerary amendments must be approved by the Company and are subject to legal driving limits and vehicle availability.

 

5. COLLECTION TIMES, WAITING TIME & DELAYS

5.1 The Hirer must ensure that all passengers are ready to board at the agreed collection time and location.

5.2 The driver will make reasonable efforts to accommodate minor delays; however, extended waiting time cannot be guaranteed.

5.3 Additional waiting time may be chargeable where it exceeds the period included in the original quotation.

5.4 The Company cannot guarantee arrival times due to traffic congestion, road closures, accidents, adverse weather, breakdowns or other unforeseen circumstances.

5.5 The Company will take reasonable steps to minimise delays and disruption. Nothing in these terms excludes liability where a failure to provide the service with reasonable care and skill causes a loss for which the Company is legally responsible.

5.6 The Hirer should allow sufficient additional travelling time when attending time-sensitive events, including weddings, airport departures, concerts and sporting events.

5.7 The Company cannot guarantee that passengers who arrive after the agreed departure time will be accommodated, particularly where waiting would affect the itinerary or legal driving hours.

 

6. USE OF THE VEHICLE & ITINERARY CHANGES

6.1 The vehicle will be supplied for the journey and itinerary agreed at the time of booking.

6.2 The Hirer must not assume that the vehicle or driver will remain at the destination unless this has been specifically agreed in advance.

6.3 Any additional pick-ups, drop-offs, route changes or extensions to the hire must be authorised by the Company.

6.4 The Company reserves the right to refuse alterations that would breach legal requirements, compromise safety or affect subsequent bookings.

6.5 Additional mileage, driver waiting time, parking, tolls or other costs resulting from agreed alterations may be charged to the Hirer.

6.6 Requests to change the date of a confirmed booking are subject to vehicle availability and the Company's agreement. Where a change cannot be accommodated, the applicable cancellation terms may apply.

 

7. PASSENGER CONDUCT & BEHAVIOUR

7.1 The Hirer is responsible for ensuring that all passengers behave in a safe, respectful and appropriate manner throughout the journey.

7.2 The driver has the authority to refuse travel to, or require the removal of, any passenger whose behaviour presents a safety risk, causes serious disruption, threatens others or damages the vehicle.

7.3 Abusive, threatening, aggressive or discriminatory behaviour towards drivers or other passengers will not be tolerated.

7.4 Passengers must remain seated with seat belts fastened whenever the vehicle is moving, except where a lawful exemption applies.

7.5 Passengers must follow all reasonable safety instructions given by the driver.

7.6 The Company may terminate a journey where serious misconduct makes it unsafe or unreasonable to continue. Any resulting charges or refund decisions will take account of the circumstances, costs incurred and applicable legal rights.

7.7 The Hirer may be held responsible for damage, additional cleaning or other reasonable costs caused by passengers in their group, to the extent permitted by law.

 

8. ALCOHOL, SMOKING, VAPING & ILLEGAL SUBSTANCES

8.1 Smoking and vaping are strictly prohibited on all Company vehicles.

8.2 The consumption of alcohol is prohibited on board unless expressly authorised by the Company and legally permitted. The Company's normal policy is not to permit alcohol consumption.

8.3 Alcohol must not be consumed on vehicles travelling to or from designated sporting events where prohibited by law.

8.4 The possession or use of illegal drugs is strictly prohibited.

8.5 Passengers who are intoxicated or under the influence of substances to an extent that creates a safety concern may be refused travel.

8.6 Serious breaches of these conditions may result in the journey being terminated or the passenger being required to leave at a safe and lawful location.

 

9. DAMAGE, CLEANING & ADDITIONAL CHARGES

9.1 The Hirer is responsible for ensuring passengers treat the vehicle and its fittings with care.

9.2 The Company reserves the right to recover reasonable costs resulting from deliberate or negligent damage caused by members of the hiring party.

9.3 Additional cleaning charges may apply where a vehicle is left in an excessively dirty condition beyond normal use.

9.4 This includes, but is not limited to, excessive litter, food and drink spillages, bodily fluids, damage to upholstery and soiling requiring specialist cleaning.

9.5 Any additional charges will be based on reasonable costs incurred and, where appropriate, supported by photographs or other evidence.

9.6 Additional mileage, waiting time, parking charges or other expenses incurred at the Hirer's request may also be invoiced following completion of the hire.

 

10. LUGGAGE & PERSONAL BELONGINGS

10.1 Passengers are responsible for ensuring that their personal belongings are securely packed and suitable for transport.

10.2 Luggage must be stored in designated luggage areas and must not obstruct aisles, doors or emergency exits.

10.3 The Hirer must advise the Company in advance of any unusually large or bulky items, including bicycles, sports equipment or excessive luggage.

10.4 The Company reserves the right to refuse items that cannot be safely accommodated.

10.5 Passengers are advised not to leave valuables, cash, important documents or fragile items unattended on the vehicle.

10.6 The Company will take reasonable care of luggage and personal belongings but will not be responsible for losses arising from circumstances outside its reasonable control. This does not affect liability for loss or damage caused by the Company's negligence or breach of legal duty.

 

11. LOST PROPERTY

11.1 Any lost property recovered from a vehicle will be held at the Company's premises for a maximum of 28 days, unless a different period is required by law.

11.2 Passengers should contact the Company as soon as possible if they believe they have left an item on board.

11.3 Collection of recovered property must be arranged in advance.

11.4 Reasonable postage or delivery charges may apply where the owner requests the return of an item by post.

11.5 Unclaimed property may be disposed of after the retention period, subject to applicable legal requirements.

 

12. ACCESSIBILITY & SPECIAL REQUIREMENTS

12.1 The Company aims to accommodate passengers with disabilities or additional mobility requirements wherever reasonably possible.

12.2 Any wheelchair accessibility requirements or other essential travel arrangements should be discussed with the Company before booking so that a suitable vehicle can be arranged.

12.3 Walking aids and folding mobility equipment may be carried where they can be safely accommodated.

12.4 Wheelchair-accessible vehicles are subject to availability and must be requested in advance.

12.5 The Company will comply with applicable equality and accessibility legislation and will consider reasonable adjustments where required.

 

13. CHILDREN & PASSENGER SUPERVISION

13.1 Children must be appropriately supervised by a responsible adult throughout the journey.

13.2 The Hirer is responsible for arranging suitable supervision for school, youth group and other organised children's journeys.

13.3 Child restraints and seat belt requirements must comply with applicable legislation.

13.4 The Hirer must inform the Company of any specific child seating or safeguarding requirements before the journey.

 

14. BREAKDOWNS, EMERGENCIES & CIRCUMSTANCES BEYOND OUR CONTROL

14.1 In the event of a mechanical breakdown, the Company will make reasonable efforts to arrange a replacement vehicle or alternative transport as soon as practicable.

14.2 Where journeys are disrupted by severe weather, road closures, accidents, emergencies or other events outside the Company's reasonable control, the Company will take reasonable steps to minimise inconvenience.

14.3 The Company may amend routes, departure times or journey arrangements where necessary for passenger safety or operational reasons.

14.4 The Company does not guarantee that every journey will operate without delay or disruption.

14.5 Nothing in these terms removes the Hirer's statutory rights or the Company's legal obligations to provide services with reasonable care and skill.

 

15. SAFETY & DRIVER AUTHORITY

15.1 The safety of passengers, drivers and other road users is the Company's priority.

15.2 The driver is responsible for the safe operation of the vehicle and has final authority over matters affecting road safety.

15.3 Passengers must not distract the driver or interfere with vehicle controls, safety equipment or emergency exits.

15.4 The Company reserves the right to decline any journey request that would be unsafe, unlawful or unsuitable for the vehicle.

15.5 Passengers must not stand or move around the vehicle while it is in motion unless legally permitted and safe to do so.

 

16. COMPLAINTS & CUSTOMER FEEDBACK

16.1 The Company is committed to providing a professional and reliable service.

16.2 Should a problem arise during the hire, the Hirer is encouraged to contact the Company as soon as reasonably possible so that an appropriate solution can be considered.

16.3 Formal complaints should preferably be submitted in writing within 14 days of the hire date, allowing the Company to investigate while information is readily available.

16.4 Complaints received after this period will still be considered where appropriate. This timeframe does not restrict statutory consumer rights.

16.5 Complaints may be submitted by email or in writing using the contact details provided on the booking confirmation or invoice.

Telephone: 0121 550 8519

Website: www.eganscoachtravel.co.uk

 

17. GENERAL TERMS & LEGAL RIGHTS

17.1 These Terms & Conditions, together with the accepted quotation and booking confirmation, form the agreement between the Hirer and Egans Coach Travel Ltd.

17.2 Any special requirements or variations to the agreed hire should be confirmed in writing.

17.3 If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.

17.4 Nothing in these Terms & Conditions excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any other liability that cannot lawfully be excluded.

17.5 Nothing in these terms affects the Hirer's statutory rights under applicable consumer protection legislation.

17.6 These Terms & Conditions are governed by the laws of England and Wales, subject to any mandatory consumer protections that apply.

 

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THANK YOU FOR CHOOSING EGANS COACH TRAVEL LTD

We appreciate your booking and look forward to welcoming you and your passengers on board. Our aim is to provide a safe, comfortable and reliable journey, with professional service from the moment you book until you reach your destination.

Egans Coach Travel Ltd

www.eganscoachtravel.co.uk