Hirer – Drivers
Drivers must be between 23 and 75 years old. A refundable security deposit of £800 to cover Campervan Insurance Excess applies to all our VW Campervan hirers with a UK Drivers licence. If your licence is outwith the UK, it will be checked by our underwriters who will notify us of any additional excess. There is an additional excess of £200 for drivers aged 23 to 25.
Vehicles will only be let out on hire to drivers who have completed and signed a rental agreement for each period of hire
Drivers must have held a valid full UK driving licence for at least 24 months
They must be free of endorsements except for minor speeding or parking offences (no more than two convictions with a maximum of 3 points per conviction)
Drivers must provide copies (front and back) of their driving licence prior to the hire. They need to also either provide a DVLA licence check code https://www.gov.uk/view-driving-licence which will enable a check to be carried out prior to the start of the hire or alternatively provide their national insurance numbers with copies of their driving licence as permission for us to carry out the check. These details will be requested once you have placed a reservation with us.
To enable identity checks to be carried out all drivers must be present at the start of the hire and have their photocard driving licence plus 2 utility bills (from different providers) dated with three months of the hire. If you have difficulty producing 2 utility bills, speak to us and we will check with our insurers as there are alternative documents can be accepted) Copies of these documents will be held for the duration of the hire period.
Details of any additional drivers are required in advance of rental period.
Drivers are personally liable for all legal penalties (e.g., Parking tickets) which are incurred during the period of hire.
The vehicle cannot be driven by person who have been convicted of an offence in connection with the driving of a motor vehicle or motorcycle and /or have had their driving licence endorsed or suspended for any period within the last three years. Or have more than 6 penalty point imposed. ‘Spent’ convictions, covered by the Rehabilitation of Offenders Act 1974 may be disregarded.
The vehicle cannot be driven by anyone who has been involved in more than one fault incident within the last three years
The vehicle cannot be driven by person who have had their insurance declined and or renewal refused and or special insurance terms imposed as a result of claims experience and/or have had their insurance cover cancelled by any other Motor insurer
The vehicle cannot be driven by anyone who has obtained a BA, DD or UT conviction
Please note: The hirer should be the main driver. If the hirer is not a driver, then our insurance requires an additional deposit of £300 which must be “a cleared traceable deposit via BACS or card”. This will be refunded at the end of the hire.
Minimum hire of Campervan is 3 nights. During peak seasons, there is a minimum hire of 7 nights unless otherwise agreed with AceCampers.
Our Hire Rates include:
* In some cases, there may be additional insurance costs, for example for Non UK licence, EU travel. These charges will be passed onto the customers but will be fully explained and agreed with the hirer before any hire is agreed.
Reservations and Payments
Reservations can be made via our booking system found on AceCampers.com or by telephone to us on 01289 540 097
A reservation is only a confirmed booking on receipt of an email from AceCampers stating the hire has been confirmed. This will be sent out once we have checked that you can be covered by our insurance criteria and all other booking checks have been completed.
When you submit a booking via our online reservation system/phone/email/post etc – you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between you and AceCampers. A contract will only arise when your booking is subsequently confirmed in writing via a letter of confirmation sent to you by email or post.
A booking will require a 25% deposit of the total rental cost, which includes any additional charges for any optional extras. The balance of the hire cost to be paid 6 weeks prior to the start of the hire. This will be charged to the card used to pay the deposit and we will notify you by email before the balance of your payment is charged for your hire.
Payment is accepted by credit (Visa or Mastercard) and debit cards (Visa Debit or Maestro) unless prior arrangement have been agreed with Ace campers.
No vehicle will be released for hire unless full payment has been received, a security deposit has been pre-authorised and all checks have completed, which include identity, proof of address and driving licence.
Security Deposit A pre-authorised security deposit of £800 will be held on your preferred payment card 7 days prior to the start of your rental period to cover insurance excesses, damages, excessive cleaning, and breakages etc. Please note that some card payment holders do not facilitate holds on cards and therefore your deposit may be charged to your card by their request. We would suggest that you use a credit card for payment so that the preauthorised security deposit is not temporarily taken out of your account. It may be worth checking with your card provider. We will cancel the pre-authorisation after 7 days once the vehicle has been returned at the end of the hire, thoroughly checked, and found to be in a satisfactory, damage free condition.
All card details are kept secure, encrypted and held by a third party online banking system Holiday Rent Payment by Yapstone.
All card details are deleted 7 days after the hire period ends.
All prices quoted and charged in GBP.
We reserve the right to retain the following fees:
£100 cleaning fee if the interior is not left in a reasonably clean condition. (examples sand, staining, cosmetics)
£100 fee if the porta-potti is not emptied and cleaned properly prior to the return of the vehicle
Any damage is deemed as gross negligence. The hirer accepts full liability for this, which is in addition to the standard vehicle excess of the vehicle, should that apply.
Damage to the roof (pop up), windscreen, mirrors and tyres is not covered by our vehicle insurance.
In the case of damage occurring, our appointed vehicle repairer will provide a quotation for repairs. Your security deposit will be charged with this amount plus an administration fee to cover expenses
Normal pick up time is 3pm and return times 10am unless otherwise agreed prior to rental. Return time will be agreed in writing and signed for on your Vehicle Hire Agreement prior to departure. Additional charges for late return will be applied unless prior agreement is given by AceCampers.
Prices and availability may be subject to change and availability, any alterations will be notified promptly. Each campervan has its own list of optional extras – please check the appropriate Van pages for prices and details.
|Airport pick up from Edinburgh and Newcastle airports||Usual pick-up time at airport will be 4pm. Return times to airport 10am on last day of the hire. Consideration given to alternative pick up/ drop off locations within a 60 mile radius||Free|
|Rail pick from Berwick Upon Tweed station||Free|
|Bike Rack||To carry up to two bikes||See Van Pages for details and availability|
|Portable toilet set & modesty tent||Porta-Potti, including modesty tent||See Van Pages for details and availability|
|ECO chemical set (use with Porta Potti)||Environmentally friendly chemical set and toilet paper.||See Van Pages for details and availability|
|Bedding sets||Sleeping bags, pillows & towels||See Van Pages for details and availability|
|Toaster||See Van Pages for details and availability|
|Child Seat||Limited availability||See Van Pages for details and availability|
|Awnings||Drive away awning sets||See Van Pages for details and availability|
|Bluetooth Speaker||Sony, Bluetooth portable speaker||See Van Pages for details and availability|
|Levelling Blocks||Useful on uneven ground||See Van Pages for details and availability|
|Additional driver insurance||We are more than happy to request quotations from our insurers. Please contact us to discuss your requirements||On request|
|Insurance for non UK driving licence holders||On request|
|Insurance for EU travel||On request|
Cancellation by Hirer.
Customers wishing to cancel their reservation will:
Receive a full refund of their deposit if cancelled more than 6 weeks (42 days) prior to rental start date, less a £30 administration fee
Forfeit 100% of the total hire charge if cancelled less than 6 weeks before rental start date or is a fail to attend at the start of the hire period.
We would suggest that customers check their own travel insurance policy in the event of having to cancel their hire with AceCampers.
Cancellation by AceCampers.
AceCampers reserve the right to terminate this agreement and cancel any bookings at any time before, during or at the start time of the hire, if there is any breach in the terms and conditions of this hire. No refund will be given if this occurs at the start of the hire. Reasons include but not limited to: –
Documents as required by our insurance company are not produced or are found to be invalid, these included driving licences and 2 utility bills for each named driver (or documents deemed acceptable by our insurers).
Hirer is in breach of any of the terms and conditions
Hirer has obtained the vehicle through misrepresentation or fraud, including providing information about themselves or other named drivers that is incorrect or misleading
Hirer has not provided funds for the security deposit payment by credit/debit card pre-authorisation
The vehicle appears to have been abandoned
AceCampers considers on reasonable grounds, that the safety of passengers or the condition of the vehicle is endangered. Hirer understands that in the event of such termination or repossession, there is no right to a refund of any part of the rental charges or the security deposit
Over occupancy – our campervans are fitted with four or five seat belts and therefore have a maximum of 4 or 5 persons. Hirers must not exceed the occupancy capacity as dictated by the number of seat belts within the campervan. Bookings for 5 persons must include an awning hire to provide the extra sleeping space.
Seatbelts must always be worn while the vehicle is being driven.
Note: if the hirer attends at the start of hire with a pet that has not been included as part of the hire agreement, then the hire will be cancelled with no refund given. At present we cannot offer pet friendly vehicles for hire.
We also reserve the right to cancel due to:-
Extreme/dangerous weather conditions: flooding, ice, snow (please check your own travel insurance policy covers you for this eventuality as no refunds will be given under these circumstances). However, we will try to offer you an alternative date for your hire.
Operational issues affecting rental vehicles, e.g., previous hirer damage, vehicle deemed as needing essential repairs etc
We reserve the right to amend our cancellation policy for certain events,
We reserve the right to refuse to hire to any person, without stating cause.
No refunds will be given if the hirer/driver is in breach of any of the terms and conditions.
Our liability is limited to refunds of monies (if due) paid by the hirer to AceCampers. No compensation is available for additional arrangements booked by the hirer.
Note: certain events, for example hiring a motor vehicle to attend music festivals must be disclosed and agreed at the outset. This is to ensure that our insurance company will provide cover. Please contact us and we will make every effort to ensure that adequate insurance is in place.
Customers are actively encouraged to check their own travel insurance policy in the event of cancellation by hirer
AceCampers will carry out a full pre rental inspection of each vehicle before hire commencement. On collection, we will provide the hirer a demonstration of all systems. Should any on board system fail during the hire, we will make every effort to remedy the fault, however, this may not be possible due to location of the vehicles or the availability of parts etc.
AceCampers cannot be held responsible and will not refund any monies should a loss of service occur and do not have any obligation to provide a replacement vehicle. In case of winter hire, we cannot be held responsible for damage or inconvenience caused by freezing conditions.
Campervan Collection and return
Collection and return to be at AceCampers, West Fishwick site, Hutton, Berwick Upon Tweed. TD15 1XQ (unless otherwise agreed)
Collection: Collection is 3pm on your first day (unless otherwise agreed in advance). Please allow up to 1 hour for the hand-over of the Campervan to complete documentation and allow sufficient time for training and demonstration of our vehicle to you. All named drivers must be present at the handover for training in the vehicle systems and must have their driving licence with them, plus 2 utility bills as proof of address (or alternative documentation as agreed prior to start of hire). These will be copied and held securely for the duration of the hire.
A pre hire inspection will be carried out and the vehicle will be handed over with a full tank of fuel, in a clean condition and in good working order. AceCampers will issue a Rental Agreement which the drivers/hirers will need to agree to and sign prior to the vehicle be released for the hire. If there is any damage they will be noted on the Rental Agreement/Vehicle Check list.
Return: Return is by 10am on your final day. If for any reason you are going to be late on the return date, then please contact us as soon as possible as this may affect the next booking. If you are late for no acceptable reason, we reserve the right to charge an additional amount up to the value of a one-day hire. There are no refunds for early returns.
Please allow up to 45 minutes on the return of your vehicle to hand over and all a post hire check of the condition of the vehicle. The vehicle must be returned with a full tank of fuel and returned in the same condition that it was rented to you. To avoid any additional charges it should be undamaged, clean and with a full tank of fuel. If a Porta-Potti has been hired it should be emptied and thoroughly cleaned.
If any damage/breakages have occurred, it should be notified to AceCampers as soon as possible to allow for any repair/replacement work to be completed prior to the next hire.
The vehicle must be returned on the date stated on the rental agreement and before the stated return time agreed on your Vehicle Check Sheet or as confirmed in writing by email from AceCampers.
DO not attempt to wash the vehicle
Please note that there will be a 24-hour cooling off period on return of the vehicle allowing the owner (AceCampers) to make a thorough inspection inside and out having washed and removed all dirt and debris to allow for such inspection. Any damages found within this 24-hour period will be notified to the hirer by photo and email and deducted from the Security Deposit accordingly.
Right to change the vehicle
We will endeavour to supply you with the campervan of your choice, however, AceCampers retains the right to supply an alternative vehicle in the event of an operational issue
Vehicle hire includes a fully comprehensive vehicle insurance which is provided through our insurers only to the driver(s) named on the rental agreement.
The vehicle is insured for UK only. If you wish to travel within the EU this can be arranged, please discuss this with us and we will contact our insurers on your behalf.
The vehicle is insured for damage to the vehicle and the property of a third party but does not include any personal insurance for the customer (including death or bodily injury to the driver or passengers). It does not cover the personal possessions of the customers. We suggest you speak to your insurance agents to arrange your own Travel Insurance cover.
Drivers aged between 23-25 years old may have an additional excess applied at the discretion of the Insurers. Only the agreed named drivers are insured to drive the vehicle. If more than 2 named drivers are required, there will be an additional charge. Please contact us for more information. Additional insurance charges may apply if the hirer has an occupation that is deemed to be high risk.
NOTE: Any theft must be reported to the police and have an assigned crime reference number. Failure to do so may invalidate any claim and the hirer held fully responsible for replacement. It must also be reported immediately to AceCampers on 01289 540 097
Exclusions to Insurance
The vehicle should be kept locked when unattended. Loss or damage caused by theft or attempted theft of a vehicle will not be covered by insurance and the hirer shall be held fully responsible for a replacement vehicle if:
Please note that no insurance is offered for damage to the roof of the vehicle and any damage is deemed as gross negligence. The hirer accepts full liability for this, which is in addition to the standard excess of the vehicle, should that apply.
Damage to windscreen, mirrors, roof and tyre damage is not covered by the standard vehicle insurance.
Keys/ Locks: Locks and or keys that need replaced or repaired (are lost, or vehicle stolen) during hire will be charged to the hirer.
Tyres. In the event of severe damage to a tyre necessitating the replacement of the tyre, it must be replaced by a suitable mid-range tyre at your own expense. Replacement tyres must be like for like, please contact us and we will advise on the correct replacement type. If the alloy wheel is also damaged, we will replace this when the vehicle has been returned to us and you will be charged for the new alloy wheel.
CDW (Collision Damage Waiver) AceCampers do not offer a Collision Damage Waiver.
Use of the vehicle
During the rental period, the hirer and all named drivers agree that the vehicle will:
The law requires every person in the vehicle to use the seatbelts fitted at all times whilst the vehicle is in motion. Children must use an appropriate car seat or safety restraint (supplied by customer or as an Optional Extra hired from us) whilst the vehicle is in motion.
A rear view camera or sensor is fitted to all our vehicles, but it should be used in conjunction with careful reversing – also use wing mirrors. We would suggest asking your passenger to aid you to reverse from the outside of the vehicle.
AceCampers reserves the right at any time and at its sole discretion to restrict vehicle movements in certain areas and times due to adverse road or weather conditions or any other reasonable cause.
Alterations to the vehicle. I shall not make any alterations or additions to the vehicle.
Traffic laws and regulations. To always look for speed limit signs and drive accordingly:
UK speed limits:
Drivers are required to drive appropriately for weather conditions, slowing down on single roads during heavy rain or fog and at night. Take care when passing cyclists, pedestrians, and horses – reducing speed to 15 mph maximum. Do not sound horn.
All named drivers are personally responsible for all legal penalties and fees relating to any traffic violations under the current Road Traffic Legislation applicable in the UK, including Northern Ireland. This includes parking fines and towing away fees due to illegal parking.
AceCampers will contact the hirer after the rental agreement finishes if any traffic violation infringements or parking fines/unpaid tolls are presented to AceCampers for your hire period. The drivers will be liable for any penalties and fees pertaining to any traffic violation incurred during their hire period. AceCampers reserve the right to charge an administration charge for each infringement incurred during the hire period.
In the event of any accident, loss or damage arising out of the use of the vehicle, including damage to a third-party vehicle or property, the hirer should:
Note down: You will need to make a note of:
You also need to:
Advise the third party that the vehicle is on hire and is owned by AceCampers, Harrowgate Cottage, Hutton, Berwick Upon Tweed, TD15 1TS. Telephone 01289 540 097, email email@example.com
Take photos: If you are able to do so, try and take photographs to support the positions of all the vehicles and the extent of damage. If you notice damage to other vehicles that does not appear to be a result of the accident, take a note and photograph of this. Also take photographs of any damage to property, walls, fences etc
Provide: You must give your own details to anyone who has reasonable grounds for requesting them.
Do not: Do not admit responsibility, either verbally or in writing.
Instead, simply supply your details along with your policy number to the other driver(s)/person(s) involved in the accident and ask him/her to call the claims advisors on 0344 873 8183.
By passing these details to the other person(s) involved in the accident you will give him/her the opportunity of obtaining assistance in progressing repairs and assisting with the provision of a courtesy vehicle if the circumstances of the accident warrant this.
If for any reason you have not been able to exchange details with other drivers or owners of property, or you were in collision with an animal, you must report the accident to the police as soon as possible and certainly within 24 hours of the accident.
Ideally notify the insurance company within 1 hour on 0344 873 8183 but must be notified within 24 hours. Delay in notifying the incident may invalidate the insurance claim and the hirer/driver would then be liable for any claims.
Notify AceCampers as soon as possible but must be within 24 hours of the incident.
On request complete the Accident Claim Form supplied by AceCampers and provide photos of damage to all vehicles and property.
Assist AceCampers and our Insurers in handling any claim arising from the event.
Acknowledge that the excess or other amount due in respect of any damage arising from an accident, loss or damage is payable at the time of reporting the event, regardless of which party is at fault
Will pay any costs relating to the delivery of a change of vehicle as a result of an incident, regardless of which party is at fault.
Accept that no security deposit/excess will be refunded until the claim is settled.
The Welcome handbook in the campervan has all the details of what to do in the event of an accident. It will provide you with all the relevant contacts and telephone numbers of Insurance company, Police, breakdown/recovery etc.
If in doubt at all, please contact us on 01289 540 097.
The hirer will take all reasonable steps to properly maintain the vehicle, including oil checks, water and batteries.
AceCampers will reimburse me for expenditure up to UK £50.00 reasonably incurred in rectifying any mechanical failure of the vehicle (not including the water system, refrigerator, heating, audio equipment) provided that:
Subject to the terms of this agreement, the hirer will pay for the cost of repairing or replacing tyres* damaged during the rental period and agree to:
The hirer will be liable for any costs associated with the incorrect use of fuel (fuel being diesel or petrol.)
In the event of a minor issue the hirer should notify AceCampers of the problem initially as we may decide the best course of action to be a call out to our Breakdown company.
Breakdown and Recovery service 24 hour Roadside, Recovery and Onward travel assistance is provided under the hire contract.
AceCampers must be contacted on 01289 540 097 in the event of any roadside assistance being necessary before any authorisation to carry out repairs is given. If the vehicle can be fixed at the roadside, you should be able to continue your holiday straight away. If this is not possible AceCampers will endeavour to supply another vehicle in which you can continue your holiday. If no alternative vehicle can be supplied, we will give you a partial refund providing the breakdown is not a result of hirer fault.
Pop Up Roof bed: This is this is suitable for a maximum for two adults (maximum combined weight 190kg). If children are using the roof bed, it is the parents’ responsibility to ensure their safety when using and accessing the roof bed. It is not suitable for young children due to the risk of them falling out. Infants need to be accommodated in the lower bed area.
Please note the roof bed does not have steps or a ladder so will be unsuitable for persons with limited mobility.
We do not allow smoking or vaping inside the vehicles or in the awning. Additional fees will apply is this is not adhered to.
Conditions of Hire
The company’s campervan/campervan rental agreement is the sole contract for hiring the vehicle between AceCampers and the hirer(s), named driver(s) and/or passenger(s).
The company takes no responsibility for any delay, loss, damage or injury that a hirer might experience no matter how it is caused or by whom.
These conditions cannot be varied or altered or waived by any employee or representatives of AceCampers or by anyone providing services or facilities.
The company cannot be bound by any representative or statement unless it is confirmed in writing by AceCampers management.
This agreement is governed by and construed in accordance with the Laws of Scotland, and the parties submit to the exclusive jurisdiction of the Scottish Courts.
Definitions of terms and conditions for AceCampers
‘This agreement’ means the rental agreement, the insurance motor rental agreement and these terms and conditions. In the event of any discrepancy between these terms and conditions and any other AceCampers literature, the provisions of these terms and conditions apply.
‘Rental Agreement’ means the documents read and signed by the hirers/drivers upon collection and return of the vehicle. They include details of customer, Insured drivers, Vehicle details, rental period and departure and return checklists
AceCampers ‘Means AceCampers owned by Green Direct T/a AceCampers Harrowgate Cottage, Hutton Berwick upon Tweed. TD15 1TS
‘Customer’ -Means the person or persons nominated as the hirer under the heading ‘hire details’ on the insurance motor rental agreement and any person whose credit card is presented in payment of the customer’s charges.
‘I’,’me’ and ‘my’ refers jointly and severally to the person or persons who are the customers;
‘Security Deposit’ means the vehicle security deposit as detailed in insurance Motor rental agreement and as described in the terms and conditions. In the event of any damage to either the vehicle or third party property, the hirer will be liable up to the full amount of the security deposit paid. The hirer will also be fully liable for any damaged deemed as gross negligence and replacement or repair of windows and windscreens or tyre damage.
‘Rental period’ – Means the hire period referred to under the heading ‘booking details’ on the rental agreement or any agreed variation thereof and any additional period during which the vehicle is in the customer’s possession or control
‘Vehicle’ – Means the campervan described under the heading ‘vehicle details’ on the rental agreement and includes tyres, tools, accessories, the living equipment and any other special equipment, documents related to the vehicle and any replacement or substitute vehicle which may be provided at the discretion of AceCampers.
‘Collision Damage Waiver (CDW)’ – AceCampers do not accept any CDW to reduce the insurance excess.
‘Child’ means children up to the age of16
‘Contract’ means when you submit a booking via our online reservation system/phone/email/post etc – you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between you and AceCampers. A contract will only arise when your booking is subsequently confirmed in writing via a letter of confirmation sent to you by email or post.
‘Gift Voucher’ means a physical or electronic voucher made out for a specific financial amount that the recipient can use against the cost of their holiday, 3 night minimum hire and normal terms and conditions apply. Gift vouchers are non-refundable
Green Direct Ltd T/A AceCampers ™
Berwick Upon Tweed TD15 1TS
VAT No: 281 891 275
Company number 10842268