It is important that the customer (You) read and understand these terms before You book a hire and before You sign the Rental Agreement. These are the terms under which the vehicle is rented to You by WildTrax ("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 WildTrax (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. 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. Once a deposit has been paid, the reservation will be confirmed.
The Contract is only formed when we allow You to take possession of the keys to the Vehicle. We will not do so unless and until You come to collect a Vehicle from us (or where we deliver the Vehicle to You) and You provide the Required Documents, a valid deposit or credit card approval has been made on Your payment card, You have agreed the Vehicle Condition Report and we are satisfied that You meet our rental criteria and these Conditions.
1.1 By taking possession of the keys to the Vehicle, You:
(a) accept the terms of the Rental Agreement;
(b) accept these Conditions; and
(c) agree with the vehicle condition summary set out in the Rental Agreement or, where You have requested it, the Vehicle Condition Report
1.2 By entering in to the Contract, You agree to:
(a) accept the terms of the Rental Agreement;
(b) accept these Conditions; and
(c) agree with the vehicle condition summary set out in the Rental Agreement,
(d) rent the Vehicle, including any replacement vehicles and Optional Extras for the Rental Period;
(e) pay the Rental Fees, and
(f) pay relevant administration charges, fees, theft and damage charges, toll charges, parking, traffic or other fines or charges, reasonable court costs and/or any other reasonable charges, in the circumstances set out within these Conditions.
You agree that due to unforeseen circumstances it may be necessary to amend the vehicle type or group provided for Your Reservation. WildTrax will endeavour in all cases to provide an alternative vehicle of an equal or higher specification, however you agree that it may be necessary to accept a vehicle of differing or lesser specification to that of the original vehicle hired.
You agree that we may elect at our discretion to pass Your Reservation to another car rental business (Partner Organisation) with which we have a referral arrangement in place. In this case, we are acting as an agent for that Partner Organisation and once we have passed Your reservation over to them, this means
(a) we have no further legal obligations or liability to You
(b) the Rental Agreement for the hire of the Vehicle will be between You and the Partner Organisation and will be made on the applicable rental terms and conditions of that Partner Organisation and You will need to agree and accept those applicable rental terms and conditions before any contract for rental comes into existence.
2. PAYMENT
A 50% deposit is due at the time of booking to secure Your trip, and Bookings are only 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. Price quoted is valid for 48 hours. The balance is due 28 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
(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 COVID 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 which occur more than 28 days before the arrival date are subject to a 5% administration fee. 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 29 days or more days prior to the start date of the hire: an administration fee of 5% of the total hire cost will be charged
- Cancellation 15-28 days prior to the start date of the hire: 50% of the total hire cost will be charged as a cancellation fee
- Cancellation 14 days or fewer prior to the start date of the hire: 100% of the total hire cost will be charged as a cancellation fee
3.7. 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. DAMAGE DEPOSIT
A damage deposit will be automatically held on Your payment card on the day of Your hire date. If Your hire start date falls over a weekend, the deposit may be charged on the Friday instead of Your hire date, during administrational working hours. This sum is equal to and shall serve as the insurance excess should it be required in the case of damage. This amount is as follows in accordance with age:
21 - 22 = £2000
23 - 24 = £1750
25 - 75 = £1500
76 - 79 = £1750
All Non-UK drivers : £2000
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 Your hire period extend longer than 7 days, WildTrax reserves the right to either repeat the authorisation, or alternatively charge the damage deposit to the card, to be refunded on return of the vehicle. Should there arise a need to cover costs amounting to less than the Damage Deposit amount, the amount of the costs will be deducted, and the remainder shall be released to You. Invoices for works undertaken and purchases made shall be provided. An hourly charge will be applied for labours undertaken by WildTrax staff, for example in fitment of new parts purchased.
In the event that the hirer is involved in an accident resulting in damage to the hired vehicle that does not compromise its operational safety and so it can continue to be driven, the full security deposit held by WildTrax shall be retained. Additionally, a new security deposit, amounting to double the prior deposit, shall be required prior to the continuation of the rental agreement. This adjustment is necessitated by the heightened risk associated with the hirer's continued use of the vehicle.
Furthermore, WildTrax reserves the right to terminate the rental agreement and request the immediate return of the vehicle to our premises should we determine that the hirer's conduct poses an unacceptable risk to the safety of themselves, the vehicle, or third parties. Such termination shall be at the sole discretion of WildTrax, and no refund or compensation shall be provided for the remaining rental period.
By agreeing to these terms and conditions, the hirer acknowledges and accepts the outlined procedures and consequences in the event of an accident and the assessment of risk by WildTrax.
5. INSURANCE
Fully Comprehensive self-drive Insurance as provided by WildTrax is included in the price of Your Booking for one driver. The excess as detailed under “Damage Deposit” shall be applicable. The Insurance policy covers the UK only, and as such taking vehicles outside the United Kingdom is NOT permitted under any circumstance.
5.1. The rental quote includes Comprehensive cover for authorised drivers, although an insurance excess does apply. In order to be an authorised driver, You must meet all Driver Requirements as in Clause 6.
5.2. The damage deposit held by us for the duration of the hire is to cover this insurance excess in the case of damage to the vehicle during the hire period which requires a claim on the insurance. Removable contents of the vehicle do not fall under the insurance policy, therefore, those items will remain chargeable if lost or damaged.
5.3. The insurance cover applies only to the public highway or public access roads in the UK. If the vehicle is to be used off the public highway with the exception of formal campsites or parking within 15 yards of the public highway, prior written consent must be obtained from both the land owner and WildTrax. Failure to do so will invalidate the insurance cover and the damage deposit held by us will be forfeited. The hirer will also be responsible for all damage incurred whilst off the public highway (not withstanding exceptions mentioned above).
5.4. If the driving license of the hirer or any additional driver contains any current endorsements, these must be declared.
5.5. As the hirer You agree that the following statement is true:
5.5.1. The driver(s) are in a physical condition so as to be reasonably considered capable of driving a 4×4 vehicle.
5.5.2. The driver(s) have not been disqualified from driving and have disclosed any and all endorsements
5.6. Only the person(s) named as drivers on the rental agreement are insured to drive the vehicle. If anyone other than the person(s) name on the rental agreement is found to be driving the vehicle, the damage deposit will be considered a total loss. We will also seek prosecution for driving without insurance.
5.7. If You are found to be driving under the influence of drink or drugs, or cause damage to the vehicle by breaking any laws or acts, the policy may only cover any third-party element to a claim. The insurance company may pursue the driver for reimbursement of the costs involved and You shall remain liable for these costs.
6. DRIVER REQUIREMENTS
All drivers must have a valid driving licence and will be subject to meeting our requirements, to include 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*
- a DVLA check code
For non-UK drivers, We require:
- a copy of driving licence (front and back)
- 2 x proof of address*
- 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 in the first instance, with a range of documents accepted as secondary proofs as listed on our website.
An International Driver Fee will apply for drivers from outside UK, EU, AU, US, CA, NZ & SA.
It may be necessary to pass driver documents for further referral with the insurance company in order to be validated.
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 at least two years’ driving experience (Full UK, EU, AU, US, CA, NZ & SA licence types), 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, is not a person with a Restricted Profession, such as any a) professional sports people, b) professional actors and musicians, c) TV personalities and/or d) Royals
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.
Except in cases of last minute bookings, failure to submit driver documents by 5 working days before departure will result in cancellation of Your booking due to insufficient time to assess and confirm eligibility to drive.
One driver is included in the price of the hire. Where we have agreed to add an Additional Driver You agree to pay any additional fees for us doing this as specified on our website or as notified to You over the telephone at the time You call to request the inclusion of an Additional Driver. Please note that it is Your responsibility to ensure that any Drivers are aware of and comply with the terms of the Contract and, in particular, comply in full with the requirements set out in clause 6 of these Conditions.
For information on Documentation, please view here: https://www.wildtrax.co.uk/documents-needed-for-Your-adventure/
7. PERIOD OF HIRE
The Rental Period is the period from collection (the start date and time shown on the Rental Agreement) and ends on the indicated date and time shown on the Rental Agreement.
The Rental Agreement terminates when:
(a) the Vehicle and any applicable Optional Extras are returned and the Vehicle’s keys are handed over to one of our employees, or placed in one of our key- drop boxes, and
(b) subject to clause 8 the Vehicle has been inspected and checked by us.
Collection and return times are given in Your booking confirmation; once agreed, these must be strictly adhered to. Your inability to collect or return at the given times may result in an unscheduled change in the dates of your Rental Agreement and/or out of hours fees where the staff must remain on site outside of operational hours to service Your hire.
You must ensure You have made ample arrangements to get back to HQ by the arranged time. If You fail to return by the arranged time; this has a significant impact on WildTrax operations; as it may prevent us from being able to provide the vehicle to the next hire. Late returns also impact our ability to prepare the vehicle to standards we hold here at WildTrax. Ferries can be cancelled for many reasons, as such do not leave Your return ferry journey until the morning of the return. Late returns will be subject to charges equal to an additional day’s hire, or if it impacts upon the next hire, You will be liable for the cost of that hire which we are no longer to uphold due to Your late return.
8. VEHICLE RETURNS
8.1 The hirer is responsible for ensuring the vehicle is returned to the agreed location unless prior collection has been arranged.
8.2 If the condition of the vehicle (eg mud) or the weather/light conditions do not permit a full and complete inspection of the vehicle on return, we reserve the right to fully inspect the vehicle at our location after the vehicle is fully cleaned.
8.3 If we have agreed for the vehicle to be returned outside of operating hours, the hirer will remain responsible for the vehicle and its condition until it is inspected by a member of our staff.
8.4 If we have agreed the vehicle may be returned to another location, it is the hirer’s responsibility to inform us that the vehicle is ready for collection and to park the car safely and legally until the vehicle is collected the hirer will remain responsible for the vehicle and its condition until it is inspected by a member of our staff.
8.5 We recommend that You are present for the inspection we carry out upon return of the Vehicle and any equipment, so that any damage to the vehicle can be agreed. If You are not present for inspection, we will inspect the Vehicle and equipment in Your absence and, if we find any damage, we will notify You of the amount You are required to pay. You agree that we may charge Your payment card for this amount. You will not be liable for this amount if You can show the damage occurred after the end of the Rental Agreement. Please note, when the Rental Agreement is signed, WildTrax is authorised to take payment for damage if necessary and we may automatically charge the payment card associated with the reservation for this
9. 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. One driver is included in the price of the hire, with the option to add further drivers at a cost as given on our website, subject to the vehicle capacity and subject to the drivers meeting the driver requirements as in 6.
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 others. Smoking is not allowed in any of the vehicles. Some mud is to be expected, however, the vehicle should be returned in a similar condition of cleanliness to which it was received. Where additional time is required to prepare the vehicle back to a rentable condition due to, including but not exclusive of strong odours, pet hairs, sand, bodily fluids, dirt or stubborn stains, an additional cleaning charge will apply. You may be liable for additional charges at the end of the Rental Period following our inspection of the Vehicle where You have breached the terms of this Rental Agreement and the condition of the Vehicle is required to be remedied by professional cleaning or valeting services. Where the condition of the Vehicle cannot be remedied by professional cleaning or valeting services then we shall be entitled to treat this as damage to the Vehicle and the terms of Condition 13 shall apply - any damages will have to be paid for in full.
12. 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, and a dog package will be mandatorily added to the booking. 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 caged to avoid any damage. If pets are found to have been in the tent, or there is a general excessive mess caused by pets, a cleaning fee may be applied and deducted from the Damage Deposit accordingly and as detailed in clause 11. 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 Damage Deposit may be utilised or Your card details may be charged for any cleaning required or damage caused by pets.
13. 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. Please report any additional findings purporting to existing damage to the vehicle or equipment to WildTrax within 24 hours. 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 & 5.
Loss or Damage to Vehicle & Equipment including charges:
13.1. Rates include fully comprehensive insurance cover for the authorised driver(s) only.
13.2. All hires/rentals require a damage deposit to be paid or pre-authorised on a credit or debit card prior to the hire commencing.
13.3. The damage deposit will be deemed a total loss if the driver/hirer causes an accident whereby a claim is made against our insurance policy.
13.4. If the hirer is involved in an accident, we will hold the damage deposit until it is confirmed that no insurance claim will arise against our insurance policy or the hirer (non-fault).
13.5. If the hire vehicle is damaged whilst on hire, whether by fault of the hirer or a third party, known or unknown, the hirer agrees to pay for all damages and repairs if less than the damage deposit. The vehicle is the responsibility of the hirer during the period of the hire. The cost of the repairs will be quoted by an approved repairer only.
13.6. Scratches less than 25mm long or any length if they have not broken the surface of the paint; dents less than 10mm in diameter which have not cracked the paint; stone chips less than 3mm in diameter and without any denting; wheel or wheel-trim scuffs without cracking or gouging; seat covers damage of less than 3mm in diameter; interior stains or marks than can be cleaned or polished out using our standard cleaning procedure, are considered non-chargeable minor damages.
13.7. Any damages caused by abuse to the vehicle including, but not limited to, pet damage, excessive tyre wear, clutch wear and excessive revving will be charged to You, the hirer. Your liability in the case of abuse to the vehicle will be deemed to be damage and charged for accordingly.
13.8. Excessive stone chips on the vehicle will also be deemed to be damage and charged for accordingly.
13.9. Excessive speeding and hard cornering will also be deemed to be causing damage to the vehicle and charged for accordingly. If excessive speeding is detected by the fitted tracking device, You will be given a warning. If You ignore this warning and continue to travel at excessive speed or drive in a harsh or erratic manner, the damage deposit held by us will be considered a total loss and WildTrax reserves the right to terminate the hire as in point 12.13 and 19.
13.10. As the hirer, You agree to pay the daily tariff rate for each day that the vehicle is off road for repair in the event of damage/excessive wear caused by You, the hirer. This will be deducted from any remaining balance of damage deposit in the first instance, with the remainder payable thereafter.
13.11. If the vehicle is stolen during the hire period, the damage deposit will be considered a total loss.
13.12. If the vehicle is stolen by You, the hirer, or if You are deemed to be in connivance with the theft, Your liability is for the full market value of the vehicle.
13.13. If damage occurs to the vehicle while on hire, for which the driver is at fault, we reserve the right to sever the hire agreement and the hirer must ensure that the vehicle and its contents are returned to WildTrax within 24hr hours from the severance. WildTrax shall not be liable for any associated travel or accommodation costs from the point of severance.
13.14. In the event that an incident or breakdown occurs rendering the vehicle unroadworthy, and the hirer is not directly at fault, a recovery will take place whereby You, alongside passengers and the broken down vehicle will be recovered to WildTrax base and WildTrax will endeavour to provide a replacement vehicle as soon as possible at their discretion and, subject to availability. This vehicle may be of differing specification to that of the original vehicle hired.
14. ACCIDENTS OR THEFTS
If the vehicle or any of its parts or accessories is stolen or damaged, by a criminal act or if it is involved in an accident in which someone is injured, You must immediately contact the local Police to report the incident.
14.1. You must telephone WildTrax on 01463 575 575 or 07957 977903 and report the incident within twenty four hours and give us the police details and any other Information we ask for.
14.2. If following any incident the vehicle is unroadworthy or dangerous it must not be used.
14.3. You must always:
14.3.1. Take the Police Crime Number and the reporting Officer’s name when the police are involved.
14.3.2. Takes the names, addresses and telephone numbers of all witnesses when relevant.
14.3.3. Take as many photographs as possible of all vehicles and/or property involved, from many angles illustrating how the incident occured.
14.3.4. Avoid saying or doing anything which admits that the accident was Your fault.
14.3.5. Send to us at the rental station all papers and documents You receive about the accident or damage (including copies of any court papers and any legal documents)
14.3.6. Fill in an Accident Report Form, sign it and send it to us within 24 hours of the loss or damage otherwise the insurers may refuse to consider the claim.
14.3.7. Cooperate fully with us, the insurers and anyone else we or the insurers appoint.
14.3.8. Allow us or them to take legal action and or to enforce legal rights in Your name.
14.3.9. Do anything else which we or the insurers think is reasonably necessary to help us or them enforce our or their rights for loss or damage to the vehicle, its parts or accessories while You were renting it.
14.3.10. If You receive any money in respect of loss or damage to the vehicle and/or its spares and accessories You must pay this to us and until You do, hold it as trustee for us.
Failure to comply with Your obligations under section 14 of these terms and conditions will render You liable for all claims, costs and losses.
If any damage or loss is caused to the Vehicle or to us or the Vehicle is stolen, and it was caused, or contributed to, by:
(a) Your negligence;
(b) You breaking the Contract (for example, allowing someone other than an Approved Driver to drive the Vehicle);
(c) You breaching any of the provisions contained in clauses 18 and 14 and such breach causes or contributes to the damage or loss; or
(d) You breaking the law
then You may lose the benefit of any personal accident insurance or third party liability insurance. If so, You will have to pay:
(a) the full cost of replacement or estimated repair costs;
(b) any loss of use;
(c) any costs we have to pay to third parties, including without limitation the recovery fee; and
(d) our own reasonable costs, including a processing fee.
In these circumstances, if the law requires us to provide You with third party liability cover, the minimum cover required by law will still apply but we, or our insurer, may seek to recover our full costs from You.
15. BREAKDOWN POLICY
If the Vehicle breaks down during the Rental Period, we will as soon as possible, repair or recover the Vehicle. If the Vehicle cannot be repaired we may provide a replacement Vehicle subject to availability and any other relevant circumstance. Recovery will take place whereby You, alongside passengers and the broken down vehicle will be recovered to WildTrax base and WildTrax will endeavour to provide a replacement vehicle as soon as possible at their discretion and, subject to availability. This vehicle may be of differing specification to that of the original vehicle hired. If the breakdown is caused by Your negligence or that of any Approved Driver, or arises as a result of Your breach of the Rental Agreement, You will be responsible for the damage or loss under this Clause 15 and recovery, together with an administration fee to cover the handling of the claim and any other reasonable associated costs, to include towing charges and call out charges. Time spent by WildTrax employees assisting the breakdown will be charged per mile per employee in attendance with a minimum call out charge in place.
We strongly recommend leaving ample time to return to WildTrax HQ ahead of any pre-booked travel such as flights or trains. Where possible, please book return travel for the day following the return of the vehicle. In case of missed travel due to breakdown of vehicle which causes delays, WildTrax shall not be held liable for any additional costs incurred by You.
16. PARKING, TRAFFIC & OTHER OFFENCES, PENALTIES & FINES
You are responsible for all fines and charges issued as a result of You or any driver using the Vehicle. Fines and charges could include: all parking fines or charges; toll charges; towing charges; clamping costs; traffic fines or charges; speeding fines; and any other charges or fines.
If a fine or charge is sent to us because You haven’t paid a charge or complied with the law, we will take payment for:
(a) our administration fee for every transaction handled by WildTrax which is notified to You at the time of booking in our Terms and Conditions and can be found on our website to cover our costs of dealing with the fine or charge; and
(b) the fine or charge itself. WildTrax shall administer the payment of the fine in the first instance in all cases unless otherwise arranged.
17. OFF ROADING
Off roading in Scotland is strictly prohibited. As a result, vehicles are not to be driven off of the sealed road surface without express prior permission of the land owner and WildTrax to ensure insurance coverage. You may not assume access to tracks such as Forestry tracks - only legal public roads are permitted. 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, which must be within 15 yards of a public road. Note that this is for the purpose of parking, not camping. Any parking at the roadside should be solely to sleep, and cannot involve any use of equipment out-with the vehicle - this means tables, chairs, cooking equipment, awnings etc cannot be used and a camp area may not be formed. Any recovery costs or damage to the vehicle caused from flouting this clause will be wholly the responsibility of the hirer, and the full damage deposit will be forfeited.
18. USAGE
You must:
(a) use the Vehicle according to the road traffic laws applicable to the area You are driving in;
(b) use the correct fuel;
(c) lock the Vehicle when You’re not using it, or when You’re refuelling it and, You must use any security device fitted to or supplied with it;
(d) comply with all laws and regulations for using the Vehicle and any Equipment;
(e) ensure the Vehicle and Equipment - especially Tent and Awning - are protected against bad weather that might cause damage to it;
(f) drive the Vehicle with all due care and attention;
(g) contact us as soon as You become aware of a fault in the Vehicle, or if You believe the fault means the Vehicle is no longer roadworthy;
(h) contact us immediately when any warning light is displayed on the Vehicle or, when the service reminder message is displayed, unless it is unsafe to stop or, You have been advised by us to continue driving; and
(i) where You carry any animals in the Vehicle, ensure that the Vehicle is handed back in the same condition and standard of cleanliness as when You collected the Vehicle. Failure to do so and any damages may result in You incurring additional charges.
During the Rental Period (and any additional period until termination under clause 8 above), You must not:
(a) take the Vehicle outside the United Kingdom, without our prior written agreement;
(b) use the wrong fuel;
(c) drive the wrong way down a one-way street;
(d) drive without due care and attention or at excessive speeds
(e) use a mobile communication device that may distract You from driving including driving whilst texting, emailing, using a mobile phone without a hands-free device or otherwise engage in similar activities;
(f) fit Your own equipment to the outside of the Vehicle which may cause damage to the Vehicle, for example, signage, stickers, roof racks, luggage carriers or bike racks;
(g) overload the Vehicle (as determined by the Vehicle manufacturer);
(h) sell, rent, remove, or dispose of the Vehicle and/or any Equipment or, allow anyone else to do so;
(i) push or tow any trailer or any other Vehicle
(j) give anyone any rights over the Vehicle;
(k) work on the Vehicle or let anyone else work on the Vehicle without our prior written agreement;
(l) let anyone drive the Vehicle other than an Additional Driver;
(m) carry or transport any hazardous, toxic, flammable, corrosive, radioactive, harmful, dangerous, strong smelling or illegal materials;
(n) use the Vehicle for any crime or other illegal activity or purpose;
(o) use the Vehicle for hire or reward or, for fair paying (unless we have provided You with our prior written consent to do so);
(p) use the Vehicle for any purpose which requires an operator’s licence;
(q) use the Vehicle off-road other than as given in Clause 17, on a race track, for racing, pace making, testing whether for reliability or speed, or for teaching someone to drive, or in connection with motor rallies, competitions, demonstrations or trials;
(r) drive through spaces which are too narrow for the Vehicle;
(s) damage the Vehicle by transporting unsecured loads or hitting high level objects;
(t) damage the roof or roof tent of the Vehicle by hitting high level objects or carrying unsecured loads;
(u) use the vehicle whilst any driver is under the influence of alcohol or drugs or other narcotic substances, or medications under the effects of which the operation of a vehicle is prohibited or not recommended;
(v) smoke or allow anyone else to smoke in the Vehicle or tent;
(w) use the vehicle in an imprudent, negligent or abusive manner;
(x) attempt to avoid collisions with small animals (e.g. animals up to the size of a fox) where doing so may result in damage to the Vehicle greater than that which would otherwise be caused by a collision with such small animals;
(y) drive the Vehicle in any way that could cause damage to its engine; and
(z) cause damage or strain to the clutch.
The examples provided above are not exhaustive, any unlawful or dangerous conduct whilst driving or otherwise making use of the Vehicle will be viewed as You breaking the Contract and to the extent we are allowed to do so by law, You will lose the benefit of any personal accident insurance or third party liability insurance – the hirer accepts full responsibility for all damage incurred and will automatically mean the loss of the damage deposit.
19. TELEMETRY & TRACKING
The Vehicle may be fitted with telemetry systems, cameras or other similar devices that may track the Vehicle location and will be used as a tool for measuring how the Vehicle is being operated or accident related investigations, this is to maintain and protect the Vehicle. We may contact You in the event that the device indicates that You may be breaking the terms of the Contract and may ask You to modify Your driving behaviour or that of any Approved Driver, and we reserve our right to terminate the Contract in the event that You continue to not comply with its provisions. The information may be used both during and post the Rental Period.
20. 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.
21. MILEAGE & FUEL
There is no daily nor overall mileage limitation for the vehicle.
Fuel.
21.1 Fuel is not included in the rental price.
21.2 The hirer is responsible for ensuring the correct fuel is used.
21.3. If the wrong fuel is used, the hirer is liable for all costs including recovery, drainage and repair.
21.4 All vehicles leave our premises with a full tank of fuel unless otherwise specified or arranged.
21.5 Provided the vehicle is returned with a full tank of fuel (or at the level it was hired with), no refuelling charge will apply.
21.6 If a vehicle is returned with a different level of fuel to that shown on delivery, we will refuel the vehicle on the hirer’s behalf.
21.7 The designated price £2.50 per litre to refuel will be deducted from the damage deposit to cover staff costs to refuel on the hirer's behalf.
22. 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. Please send any complaint correspondence to feedback@wildtrax.co.uk
23. AMENDED TERMS
We reserve the right to amend these Conditions from time to time (including any administrative fees that we are entitled to charge as set out in these Conditions) upon giving You not less than thirty days prior written notice. Administrative Fees can be viewed here: https://www.wildtrax.co.uk/our-fees
24. 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 hello@wildtrax.co.uk
