Terms and Conditions of Hire: 16 Seater Travel Ltd

Introduction

These Terms and Conditions apply to all bookings made with 16 Seater Travel Ltd.

They form part of every quotation we issue and are provided with, or linked prominently from, each quotation at the point it is sent, before any booking exists and before any payment is requested. The same document accompanies every booking confirmation, invoice, and email communication, and is published at all times on our website. The lead passenger therefore has access to these Terms and Conditions from the very first stage of the booking process and at all material times before and throughout it: before accepting a quotation, before confirming a booking, before making any payment, and before travelling.

No booking is confirmed until the lead passenger has taken a positive step to accept the quotation. At each stage there is the opportunity to read the terms, raise questions with us, and decline to proceed. Before a booking is confirmed, a quotation may be declined at no cost. After confirmation, the cancellation terms in clause 8 apply.

Accordingly, by accepting a quotation, confirming a booking, making any payment, or travelling with us, the lead passenger confirms that the terms were available to them throughout, that they had every opportunity to read and query them before committing, and that they accept them on behalf of themselves and every passenger in their group. If you do not accept any part of what follows, do not confirm the booking or make payment. Nothing in this document affects your statutory consumer rights.

We operate a pre-booked transport service, not an on-demand taxi service. Vehicles, drivers, and time slots are reserved specifically for your booking, which is why some of the rules below exist: delays and changes to one booking can affect other customers and our drivers' legal working limits.

Key Information: Please Read

This summary highlights the terms most likely to matter to you. It does not replace the full Terms and Conditions below, which apply to all bookings.

• Lead passenger: The person making the booking is responsible for the booking, the conduct of all passengers, and any additional charges arising.
• Payment: Full payment is required before the date of travel unless otherwise agreed in writing.
• Charges during the journey: Waiting time, extra stops, and similar charges are normally paid on the day. Where that is not practical, you agree they may be itemised and invoiced after travel, payable within 7 days.
• Waiting time: Free waiting is 15 minutes from the agreed pickup time (30 minutes for airport collections, from the agreed meeting time). After that, waiting is charged at £11.25 per 15 minutes or part thereof.
• Airport pickups: We monitor your flight and adjust the pickup accordingly. Airport collections include 30 minutes of free waiting from the agreed meeting time.
• Cancellation: Charges are tiered from 25% (21+ days before travel) to 100% (less than 7 days before travel). If we re-hire the vehicle, we will consider a partial goodwill refund.
• Cleaning and damage: Soiling or damage is charged at the reasonable, evidenced cost of professional cleaning or repair, typically £120 to £250.
• Additional stops: Unscheduled stops are at the driver's discretion and charged at £12.50 per stop.
• Child seats: We do not supply child seats. You must provide and fit compliant restraints where the law requires them.
• Alcohol: Not permitted on board unless agreed in advance in writing. Where agreed, a £150 waiver fee and a £250 refundable security deposit apply. Drinking on board without permission incurs the £150 fee plus any cleaning or damage costs, invoiced after travel. Never permitted on services to or from designated football matches.
• Schedule changes: A delay to one leg of your booking does not automatically change any return or onward collection time. Changes must be agreed with our office.
• Questions: If anything is unclear, please contact us before travelling.

1. Booking, Quotations and the Lead Passenger

1.1 These terms apply from our written acceptance of your booking. The lead passenger (the person making the booking) is responsible for the booking, for the conduct of all passengers, and for any additional charges properly incurred during or as a result of the hire, whether or not they are travelling.

1.2 Quotations are valid for 7 days unless otherwise confirmed in writing and are subject to vehicle availability at the time of booking acceptance.

1.3 It is your responsibility to check booking confirmations for accuracy. Amendments must be requested in writing and confirmed by us. An administration fee of £10.00 applies per confirmed change.

1.4 Please ensure everyone travelling in your group is aware of these terms.

2. Payment

2.1 Full payment must be received before the date of travel unless alternative arrangements have been agreed in writing. Failure to pay when due may result in cancellation of the booking and forfeiture of sums already paid, subject to clause 8 (Cancellation).

2.2 Where we have agreed payment on the day, payment must be made before departure from the first pickup point unless otherwise agreed in writing.

2.3 Approved credit invoices must be paid within 7 days. Overdue balances accrue interest at 3% above the Bank of England base rate.

2.4 Charges arising during the hire (including waiting time, additional stops, surcharges, parking, tolls, and cleaning or damage charges) are payable when requested. Payment may be taken by the driver, by telephone through the office, or by electronic payment link. Drivers are not authorised to waive charges or accept promises of later payment; only the office may do so.

2.5 Where it is not practical or reasonable to collect charges at the time they arise (for example, late-night arrivals, charges identified after passengers have left the vehicle, or amounts requiring office calculation), the lead passenger agrees that such charges may instead be invoiced after travel. Post-travel invoices will itemise each charge, state the clause under which it is applied, and include supporting evidence where clause 12.2 requires it. Invoices are payable within 7 days of issue, after which interest accrues under clause 2.3. Invoicing after travel does not waive any charge, and part payment of an invoice does not settle the balance.

3. Journey Planning, Route and Use of the Vehicle

3.1 All required stops, timings, luggage, and event details must be declared at booking. Undeclared changes may cause delay and additional charges.

3.2 The route is determined by the driver or the company based on safety, efficiency, legal rest requirements, and road conditions.

3.3 The vehicle is booked to provide the agreed transport only. Unless expressly agreed in writing, you should not assume the vehicle will wait at the destination, remain available between outward and return journeys, or be available for extra travel during the hire.

3.4 Additional or unscheduled stops (including toilet breaks, cash machine visits, shop visits, returning for forgotten items, or requests to stop because a location is "on the way") are at the driver's discretion and are charged at £12.50 per extra stop, per leg, unless included in your quotation. Where a requested stop, diversion, or route change adds significant mileage or time to the journey, the additional mileage and time may also be charged at the rates in the Schedule of Charges, with the amount confirmed by the office before the diversion is made wherever practical.

3.5 A delay to one part of your booking does not automatically change any onward or return collection time. The original schedule stands unless a change is expressly agreed by our office. Drivers are not authorised to vary collection or departure times without office approval. We will always try to accommodate requests for revised timings where operationally possible, but this cannot be guaranteed and may incur additional charges.

4. Waiting Time

4.1 For non-airport hires, the first 15 minutes of waiting from the agreed pickup time are free. For airport collections, the free waiting allowance is 30 minutes from the agreed meeting time, as set out in clause 5.2.

4.2 Beyond the free period, waiting is charged at £11.25 per 15 minutes or part thereof (£45.00 per hour). Airport parking is recharged at cost where not included in your quotation.

4.3 Waiting time continues until all passengers are on board, any charges due have been paid, and the vehicle is ready to depart.

4.4 Only the office may waive waiting charges. A goodwill waiver on one occasion does not create an entitlement on future bookings.

5. Airport Pickups, Flight Monitoring and Delays

5.1 Flight monitoring. Where you have provided accurate flight details, we monitor your flight and adjust the planned pickup using live flight data. Unless agreed otherwise, the driver aims to be at the meeting point 45 minutes after landing, or at your requested offset, to allow for immigration and baggage. You remain responsible for providing accurate flight information and, where possible, notifying us of significant changes.

5.2 Free waiting. Airport collections include 30 minutes of free waiting from the agreed meeting time under 5.1. Waiting beyond this is charged under clause 4.2, plus airport parking at cost.

5.3 If we cannot find you. If you have not met the driver or made contact within the free waiting period, the driver will attempt to contact you by phone using the details on the booking, and the office will attempt contact where the driver cannot. If we have been unable to reach you and you have not appeared within 30 minutes after the free waiting period ends, we may treat the booking as a no-show. Waiting and parking charges to that point apply and the fare for the missed service remains payable. Where operationally possible we will make reasonable efforts to arrange a return collection, which may be subject to further waiting, parking, and access charges or a revised quotation.

5.4 Substantial delays. A substantially delayed flight (as a guide, roughly three hours or more, assessed individually) may mean the original arrangements are no longer operationally possible. Depending on vehicle and driver availability and legal driving limits, we may revise the collection time, allocate alternative resources, use a vetted subcontractor, or treat the revised journey as a new booking request. A revised quotation may apply and may be higher or lower than the original price. We will contact you (or your emergency contact) as soon as the position is known to agree the arrangements.

5.5 Overnight standby. Where an arrival is delayed into the night period (00:00 to 06:00) and you would like the driver to remain on site, on-site standby is available on request, subject to driver availability and legal driving limits. If requested, waiting charges under clause 4.2 apply from the agreed standby start time, plus parking at cost. We will confirm the arrangement and estimated cost by phone, SMS, or email before standby begins.

5.6 Diversions. Our obligation is to provide collection from the airport stated in your booking. If your flight is diverted to a different airport, the original booking can no longer be performed and is treated as terminated with immediate effect. We are under no obligation to provide collection from the diversion airport under the original booking or at the original price. Where you request it, we will provide a quotation for collection from the diversion airport or a revised collection, subject to vehicle and driver availability and legal driving limits, and any such collection is a new booking at the quoted price. Where the original booking is terminated under this clause, we will refund sums paid for the terminated journey less our reasonable costs already incurred in connection with it (including driver dispatch, mileage, waiting time, and parking, evidenced on request). Severe disruption that does not involve a diversion to a different airport is dealt with under clause 5.4 (substantial delays).

5.7 Surcharges on a new date or time. Quotations already include any surcharge applicable to the date and time quoted. If a delay or change after quotation moves the pickup into a night period, weekend, bank holiday, or premium date not reflected in the original quotation, a single uplift of 30% of the hire price of the affected journey applies, as set out in the Schedule of Charges. The uplift is applied once per affected journey, regardless of how many surcharge periods the new pickup falls within.

6. Driver Hours and Legal Compliance

6.1 All services are subject to applicable GB Domestic or EU drivers' hours and working time rules. Safety and legal compliance take precedence over any itinerary.

6.2 Where the law requires, a driver may need to take a statutory rest break before, during, or after your journey, in some cases up to 45 minutes. Where operationally possible we will minimise disruption, including by allocating a replacement driver or vehicle, but this cannot be guaranteed.

6.3 Where a pause or adjustment is required solely for legal compliance and is not caused by you or your group, waiting charges do not accrue during the pause, and service resumes at the next legally available time.

6.4 Where delays are caused by you or your group (late boarding, unscheduled stops, itinerary changes, extended waiting), the resulting operational consequences, including any knock-on legal rest requirements, remain your responsibility and waiting charges continue to apply.

7. Vehicles, Substitution and Features

7.1 Quotations are based on passenger numbers, luggage requirements, and journey details, not a specific make, model, or vehicle type, unless expressly agreed in writing.

7.2 For operational, scheduling, maintenance, safety, or emergency reasons we may provide an alternative vehicle, combination of vehicles, driver, or vetted subcontractor. Where a subcontractor is used, we remain responsible for standards, safety, and insurance, and these terms continue to apply.

7.3 Features such as air conditioning, USB charging, Bluetooth, and lighting systems are provided where available but do not form part of the booking contract unless expressly agreed in writing.

7.4 Any complimentary upgrade to a higher-specification vehicle is at our discretion and does not create an expectation of the same vehicle or specification for any other leg, including a return journey.

7.5 Some vehicles are fitted with LED, ambient, or coloured lighting and entertainment systems. If anyone in your group has epilepsy, photosensitivity, or a sensory or medical condition that these features may affect, please tell us before travel. We will make reasonable efforts to accommodate you, including under the Equality Act 2010.

8. Cancellation

8.1 By you. Cancellations must be submitted in writing. Charges apply as a percentage of the total hire cost:

• 21 or more days before travel: 25%
• 14 to 20 days before travel: 50%
• 7 to 13 days before travel: 75%
• Less than 7 days before travel: 100%

Any deposit paid counts towards the cancellation charge; it is not charged in addition. Third-party costs already incurred on your behalf (such as ferry tickets or venue parking) are non-refundable where we cannot recover them. If we successfully re-hire the vehicle for the same period, we will consider a partial goodwill refund reflecting the recovered value.

8.2 By us. In the event of emergency, vehicle failure, or other circumstances that prevent us from providing the service, we may cancel and will provide a full refund of sums paid. Where the cancellation results from events beyond our reasonable control, no further compensation is payable. Where the cancellation results from our breach of these terms, our liability is as set out in clause 19.

8.3 Refund processing. Approved refunds are normally returned to the original payment method within 7 to 10 working days, though timing may vary by card issuer or bank. We may deduct any charges properly due under these terms before issuing a refund.

9. Passenger Numbers, Luggage and Loading

9.1 Quotations and vehicle allocation are based on the passenger numbers and luggage details you provide. You must tell us as soon as possible if these change. Changes may result in a revised quotation, a different vehicle, an additional vehicle at extra cost, or, where the change cannot reasonably be accommodated, refusal of the additional passengers or items. The legal seating capacity of a vehicle will never be exceeded.

9.2 Luggage capacity depends on size, shape, and weight, not just quantity. Items must be stored where directed by the driver and must not be placed on seats without the driver's permission. The driver's decision on luggage placement and capacity is final. We may refuse carriage of any item likely to leak, cause damage, compromise safety, or exceed capacity. Dangerous goods are not carried.

9.3 Drivers will often assist with luggage as a courtesy, but this cannot be guaranteed and may not be possible for health and safety or manual handling reasons. Loading and unloading remain your responsibility unless assistance is provided.

9.4 Luggage and personal property are carried at the owner's risk, except where loss or damage is caused by our negligence.

10. Conduct, Safety and Prohibited Behaviour

10.1 Passengers must behave in a safe and respectful manner. The following are prohibited: smoking; vaping without prior written consent; use or possession of illegal drugs or psychoactive substances; aggressive, abusive, threatening, or disruptive behaviour; standing or moving around while the vehicle is in motion unless instructed by the driver; interfering with or distracting the driver; and deliberately damaging or misusing the vehicle.

10.2 All passengers must wear seat belts where fitted and follow the driver's safety instructions. We accept no liability for injury, loss, or damage arising from a passenger failing to follow instructions or acting unsafely, except where such liability cannot legally be excluded.

10.3 The driver may refuse travel, terminate the journey, remove passengers, or request police assistance where behaviour compromises safety, the vehicle, or the comfort of others. No refund is given where a journey is refused or terminated for these reasons.

10.4 Eating is not permitted on board. Bottled water and other drinks may be consumed at the driver's discretion. Please dispose of rubbish responsibly.

10.5 No unauthorised signs, posters, or materials may be affixed to vehicles.

11. Alcohol

11.1 Alcohol may not be consumed on board unless expressly agreed by us in advance in writing and legally permissible. Where permission is granted, a flat alcohol waiver fee of £150.00 applies together with a refundable security deposit of £250.00, both payable before travel. Any further conditions will be confirmed before the booking is accepted.

11.2 The security deposit is returned in full where no contamination, spillage, or damage occurs. Where contamination, spillage, or damage does occur, the reasonable evidenced cost of cleaning, repair, and loss of use under clause 12 is deducted from the deposit and the balance returned. Where costs exceed the deposit, the lead passenger remains liable for the shortfall.

11.3 Where alcohol is consumed on board without our prior written permission, the £150.00 alcohol waiver fee applies in full, representing the charge that would have been payable had permission been sought. Any contamination, spillage, or damage is charged in addition at the reasonable evidenced cost under clause 12. These sums may be invoiced after travel under clause 2.5. Unauthorised consumption may also result in termination of the remaining journey under clause 10.3.

11.4 No alcohol may be carried or consumed on services to or from designated football matches. This is a legal requirement and no exceptions apply.

11.5 Alcohol being transported but not consumed should remain sealed and stored in the luggage compartment where possible, or otherwise visible to and supervised by the driver. You are responsible for ensuring containers are securely stored.

11.6 Breach of this section may result in refusal to carry the alcohol, termination of the remaining journey, retention of some or all of any security deposit, and cleaning or damage charges under clause 12.

12. Cleaning, Soiling and Damage

12.1 Soiling, spillage, contamination, or damage to any part of the vehicle is charged at the reasonable cost of professional cleaning or repair, plus verified loss of use where the vehicle cannot fulfil its next scheduled work. The typical range for cleaning is £120.00 to £250.00.

12.2 Charges will be evidenced by time-stamped photographs and a receipted invoice (a VAT invoice where applicable) for the cleaning or repair carried out.

12.3 Where more than one vehicle is affected during the same booking, charges apply per affected vehicle.

12.4 Please report any spillage, contamination, or damage to the driver immediately. Serious contamination or damage may result in termination of the remaining journey under clause 10.3.

12.5 The lead passenger is responsible for these charges. Where sums remain unpaid, we may recover them together with reasonable recovery costs where permitted by law.

13. Children, Minors and Safeguarding

13.1 We do not supply child seats. Where the law requires a child restraint, you must provide and correctly fit a compliant restraint. We accept no liability for customer-supplied child seats or their installation, except where liability cannot legally be excluded.

13.2 Passengers under 16 must be accompanied by a responsible adult aged 18 or over unless otherwise agreed in writing. For 16 and 17 year olds travelling without a parent or guardian, additional conditions may apply depending on the booking. Parents, guardians, schools, and group organisers remain responsible for the supervision and welfare of minors throughout the journey. Our drivers are responsible for the safe operation of the vehicle and do not assume parental responsibility.

14. Accessibility and Assistance Dogs

Registered assistance dogs are welcome. We will make reasonable adjustments under the Equality Act 2010. Please tell us about any access needs at booking so we can allocate a suitable vehicle.

15. Access and Private Land

The driver has the final decision on whether a road, driveway, venue, or location is safe and suitable for access. Examples of unsuitable access include narrow roads, low trees or overhead obstructions, height or weight restrictions, soft ground, and insufficient turning space. Where access is refused for safety or legal reasons, the nearest safe boarding point will be used, and we accept no liability for the refusal itself.

16. Delays, Breakdown and Force Majeure

16.1 We make every effort to run punctually, but delays can occur for reasons beyond our reasonable control, including traffic congestion, road closures, accidents, adverse weather, vehicle breakdown, medical emergencies, industrial action, and delays caused by earlier bookings.

16.2 If a mechanical breakdown or uncontrollable delay occurs, we will make reasonable efforts to assist or provide an alternative vehicle.

16.3 Where the booked service is ultimately provided, a delay caused by events beyond our reasonable control does not automatically entitle you to a refund, discount, or compensation. We are not liable for missed events, missed flights, accommodation costs, or other indirect or consequential losses arising from such delays. This does not exclude liability for losses caused by our negligence or breach, which is addressed in clause 19.

17. Third Parties and International Travel

17.1 We are not responsible for delays, cancellations, or failures caused by airlines, ferry operators, hotels, event organisers, venues, or other third parties outside our reasonable control, though we will make reasonable efforts to minimise the impact on your booking.

17.2 Where a booking includes travel outside the United Kingdom, passengers are responsible for holding valid passports, visas, insurance, and any other required documents. We accept no responsibility for refused entry or delays caused by missing or invalid documentation, and any resulting costs remain your responsibility.

18. Lost Property

18.1 Please check that all belongings are removed before leaving the vehicle. We will make reasonable efforts to locate and return lost property but accept no responsibility for items left on board, except where loss or damage is caused by our negligence. Items found are stored for 30 days, after which unclaimed property may be disposed of where permitted by law.

18.2 Where we return lost property, a £15.00 administration charge applies plus reasonable postage, courier, or transport costs, payable before dispatch. Large or bulky items may require a dedicated journey or courier at your cost. Items left in subcontractor vehicles may take longer to recover.

19. Liability

19.1 Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for any other liability that cannot legally be excluded or limited.

19.2 For other loss arising from our breach of these terms, our liability is limited to direct losses that were reasonably foreseeable, capped at the higher of the hire price or £200.00. We do not pay for indirect or consequential loss. No double recovery is permitted.

19.3 We maintain motor insurance and public liability cover appropriate to our operations.

19.4 These terms do not affect your statutory rights under the Consumer Rights Act 2015 or other applicable law.

20. Complaints

If you are dissatisfied with any aspect of our service, please tell us as soon as reasonably possible so we can investigate while the details are fresh. Formal complaints should be submitted in writing with your booking reference, journey date, details of the issue, and any supporting evidence. We aim to acknowledge complaints promptly and resolve them fairly; complex matters may take longer to investigate. Submitting a complaint does not suspend payment obligations properly due under these terms.

21. Offers and Promotions

Any promotions, discounts, referral schemes, vouchers, or credits are subject to availability, may be amended or withdrawn at any time, cannot be combined with other offers, and may carry additional conditions. Offers have no cash value and are non-transferable unless we expressly agree otherwise in writing. We may refuse or withdraw an offer we reasonably believe has been misused or obtained fraudulently. The terms in force when the qualifying booking is made will apply.

22. Privacy

We are the data controller for booking data. We process personal data to deliver the service, handle safety and compliance, and for legitimate interests such as preventing fraud. Marketing is sent only where you have opted in. For retention periods, your data rights, and how to contact the ICO, see our Privacy Notice.

23. General

23.1 If any provision of these terms is found unenforceable, the remaining provisions remain valid.

23.2 These terms are governed by the laws of England and Wales.

24. Schedule of Charges

• Booking amendment: £10.00 per confirmed change.
• Additional pickup or drop-off: £12.50 per extra stop, per leg.
• Waiting time (after free period): £11.25 per 15 minutes or part thereof.
• Airport parking: At cost where not included.
• Cleaning and soiling: Reasonable evidenced cost, typically £120.00 to £250.00.
• Alcohol waiver fee (permitted consumption): £150.00 flat.
• Alcohol security deposit (refundable): £250.00.
• Unauthorised alcohol consumption: £150.00 plus evidenced cleaning or damage costs.
• Lost property return: £15.00 plus postage or courier at cost.
• Surcharge (night 00:00 to 06:00, weekend, bank holiday, or premium dates): 30% uplift on the hire price of the affected journey. Applicable surcharges are already included in your quotation; this uplift applies only where the pickup date or time changes into a surcharge period after quotation.
• Additional mileage on requested diversions: £6.00 per mile, calculated on the round-trip distance of the diversion (out and back), rounded up to the nearest whole mile.
• Overdue invoices: Interest at 3% above the Bank of England base rate.
• Cancellation: As set out in clause 8.1.

25. Definitions

• "Lead passenger" means the person making the booking, who is responsible for the party and the booking.
• "Night period" means 00:00 to 06:00.
• "Premium dates" means 24 December to 1 January inclusive.
• "Designated football match" means a match designated under the Sporting Events (Control of Alcohol etc.) Act 1985.
• "On-site standby" means a driver and vehicle remaining at a location, available for collection, at the customer's request.
• "Substantial delay" means, as a guide, a delay of approximately three hours or more, assessed individually.