Outercity Campers

TERMS & CONDITIONS

Outercity Campers

Outercity campers means Matthew Bywater & Kate Bywater of Sheringham, Norfolk.

Customer

The customer means the person or persons nominated as the hirer. The customer is ultimately responsible for the vehicle.

Rental agreement

The rental agreement means the terms and conditions of the rental. In the event of any discrepancies between this rental agreement and any other literature from Outercity Campers, the provisions of the rental agreement apply.

Booking

The booking is the confirmed reservation of the vehicle. The booking is confirmed when the deposit payment and/or full payment has been received. 

Hire period

This means the period as stated on the rental agreement or any agreed variation. This also includes any additional period that the vehicle is in the customers possession. 

Collection & Return of vehicle

The collection and return of the vehicle will be at The Priory Maze & Gardens Cafe, Cromer Road, Sheringham, NR26 8SF. 

Please note: Outercity Campers have gained permisson by the owners of the Cafe to undertake their collections & drop offs at this location. Outercity Campers will meet you here at the agreed times. The staff at the Cafe will not be able to help you in any way with the vehicle. Outercity Campers can be contacted on 07766315110 or 07900250093.

Car parking facilities

Customers are permitted to leave their car, at their own risk, at the collection / drop off location of Priory Maze & Gardens Cafe for the duration of their stay. 

Outercity Campers will not be held responsible for any damage caused to their vehicle whilst on site.

The customer must secure their vehicle and remove any personal belongings. 

Booking deposit

A £200 booking deposit is required to secure the reservation. This deposit is non-fundable. Once the booking deposit has been received by Outercity Campers, the booking is confirmed. The vehicle hire will not be fully reserved until the deposit payment is made.

Outercity Campers reserves the right to increase the booking deposit where necessary, for example; events, festivals etc.

The deposit payment can be made via bank tansfer, credit or debit card or via a cash payment. 

Security deposit

There is a refundable security deposit of £1000 which is payable the day before collection by either bank transfer, debit or credit card.

If booked via our website, the security deposit will automatically be processed using the same payment method that was used to book the vehicle. 

Outercity Campers reserves the right to increase the security deposit for specific rentals, e.g; events, festivals, customers travelling with pets.

On booking the vehicle, you agree to pay the security deposit. 

Once the vehicle has been returned, the security deposit will be released within 7 working days, unless there are any outstanding insurance claims. 

Any damages or breakages to the vehicle, its equipment or contents equipment, fixtures and fittings, upholstery or windows will be deducted from the security deposit.

Any cleaning fees, refuelling costs or any other damage will be deducted from the security deposit. 

The customer will be liable if the costs exceed the security deposit and settlement is within 7 days of being notified of the cost.

Remaining balance

The settlement of the remaining balance is due 45 days prior to the departure date.

If payment is not received 45 days prior to departure, Outercity Campers reserves the right to cancel the booking.

Payment

Payment is accepted by bank transfers, debit or credit cards or via a cash payment.  

Late bookings

The full rental price is payable at the time of booking for all bookings less than 45 days prior to departure.

Cancellation policy

Cancellation charges will apply as follows:

  • More than 6 weeks prior to the departure date: 20% of the total hire fee.
  • 6 weeks – 4 weeks prior to the departure date: 50% of the total hire fee. 
  • Within 4 weeks prior to the departure date: 100% of the total hire fee. 

If the customer does not present themselves on the first day of the rental, and does not communicate to Outercity Campers prior to this date to arrange an alternative date and / or time for collection, the booking will be automatically cancelled at the end of that day and the vehicle will be available for re-hire by another customer. No refunds will be due. 

Outercity Campers reserves the right to amend our cancellation policy for particular bookings, for example; events, festivals etc.

Cancellation by Outercity Campers – customer fault

Outercity Campers reserve the right to cancel a reservation either before or at the time of collection for any of the following reasons:

  • The drivers licence is not produced 
  • The drivers licence is not valid in accordance with the terms and conditions
  • The drivers licence & proof of address do not match
  • The security deposit funds are not paid
  • Over occupancy of the vehicle.

In the event of any of the above occurrences, the customer will not be eligible for any refund, nor will they be able to re-arrange the booking. 

Cancellation by Outercity Campers – Outercity Campers fault

If Outercity Campers cancel the booking due to vehicle failures, the customer will be given the option to re-arrange their dates or receive a full refund. Outercity Campers will not be responsible for compensating the customer for any additional arrangements booked by the hirer, for example; camp site costs, ferry costs etc.  

If you chose to rearrange your dates and switch between seasons there will be rate differences to pay. 

If your re-arranged booking is charged at less than your original booking, Outercity Campers will either refund the difference or a credit will be issued for the remaining value and will be valid for 12 months from the date you are departing on your first re-arranged booking. 

Covid-19 cancellation policy

If the UK Government issues restrictions on travel due to Covid-19 within the UK, the customer can amend their rental dates free of charge. If your future dates are unknown, a credit can be issued and will be valid for 12 months from the start of your original departure date.

If the UK Government impose European restrictions but permit UK travel, the cancellation policy will not apply and the customer will not be entitled to a credit. 

Postponing or transferring the booking

Postponing and transferring you’re booking is acceptable, providing it is 12 weeks prior to your departure date. 

If you switch between seasons, there will be rate differences to pay. 

If your re-arranged booking is charged at less than your original booking, a credit will be issued for the remaining value and will be valid for 12 months from the date you are departing on your first re-arranged booking. 

Vehicle

The vehicle means the rental vehicle and includes its tyres, accessories, and all equipment & contents.

The rental

The  rental of the vehicle includes the following:

  • Unlimited mileage
  • Fully comprehensive vehicle insurance
  • UK Breakdown cover
  • Awning (motorhomes only)
  • Bike rack (motorhomes hold up to 4 bikes & the VW holds up to 3 bikes)
  • TV’s (motorhomes only)
  • Plates, cutlery, pots and pans etc.
  • Toilet rolls (2 x rolls)
  • Cleaning products
  • Tea towel & washing up cloth / sponge
  • First aid kit and fire extinguisher

Additional extras

The following extras are not included in the rental price, but can be added to the booking for an additional charge:

  • Bed linen (sheet, duvet & pillows):

                                – Double: £15.00 each

                                – Single: £10.00 each

  • Additional driver (please see Additional driver section for prices and details)
  • European travel insurance & breakdown cover (please see European travel section for prices and details)
  • Ireland travel insurance & breakdown cover (please see Ireland travel section for prices and details)
  • European mains hook-up adaptor – price upon request
  • Pets (please see pets section for prices and details)
  • Outdoor furniture (table & chairs) – £15.00 per booking
  • Celebration hampers / decorations are available upon request (prices will vary depending on what is required by the customer)
  • Delivery and collection of the vehicle to and from your home, within 25 miles – charged at £50 plus £1.00 per mile. The fuel tank will be full upon leaving Outercity Campers and the customer will be responsible for ensuring the fuel tank is full upon returning the vehicle 
  • Delivery and collection of the vehicle to and from your selected destination, within 25 miles – charged at £50 plus £1.00 per each mile. The fuel tank will be full upon leaving Outercity Campers and the customer will be responsible for ensuring the fuel tank is full upon returning the vehicle 
  • Early or late pick up: Please request a quote
  • Early or late return: Please request a quote.

If you would like to book any of the above, please inform us at least 2 weeks prior to your departure date.

Towels

Towels are not provided – please ensure you bring towels with you.  

Smoking

Smoking, including vapes and e-cigarettes is NOT permitted in the vehicle or in close proximity of the vehicle.

If the vehicle requires additional valeting or upholstery cleaning, Outercity Campers reserves the right to impose additional cleaning charges. 

We also reserve the right to charge demurrage should smoke be detected in the vehicle, resulting in the vehicle being off the road for valeting and cleaning purposes. 

BBQ’s & Fires

The vehicle must not be in close proximity of any BBQ or Fire. 

Pets

Pets are permitted in the vehicle as long as this has been agreed with Outercity Campers. 

Pets are charged at £5.00 per day. 

Pets must not be left in the vehicle alone and are not permitted on the soft furnishings or upholstery.

The vehicle must be returned in the same state as it was upon collection. If this is not the case and extra cleaning is required or there is any damage, charges will apply.

The customer agrees to cover the cost of any damage caused by their pet, even if it exceeds the security deposit. 

The customer must ensure that pets travels safely and to the legal requirements. 

Additional drivers

Additional drivers are charged at £10 per day, up to a maximum of 2 additional drivers per hire (3 drivers in total).

Please see drivers and vehicle insurance sections for further details.

European travel

For those travelling in Europe, there is an additional charge of £10 per day, per driver. This covers insurance and roadside assistance. 

European cover is mandatory. If you take the vehicle into Europe without the additional European cover you will be in breach of these terms and conditions. 

Outercity Campers must be made aware at the time of booking if you are planning on travelling within Europe. You must confirm the countries you will be travelling within as we will need to contact our insurers to arrange cover.

Insurance is not guaranteed for all countries.

Ireland travel

For those travelling within Ireland, there is an additional charge of £10 per day, per driver. This covers insurance and roadside assistance. 

Ireland cover is mandatory. If you take the vehicle into Ireland without the additional Ireland cover you will be in breach of these terms and conditions. 

Outercity Campers must be made aware at the time of booking if you are planning on travelling within Ireland.

Breakdown cover

Full breakdown cover for any mechanical fault to the vehicle will be supplied. 

The customer will be responsible for any charges that occur through operator error, for example: incorrect fuel, keys locked in the vehicle etc.

For details on reimbursements, please see the reimbursements to the customer section.

Vehicle collection

Normal collection times are between 10.00am and 2.00pm, however, we can be flexible and offer an early or late pick up at an additional charge. 

Collection times must be agreed in advance with Outercity Campers.

Outercity Campers will make every effort to ensure your motorhome is ready for your collection time, however, we cannot fully guarantee this. 

Returning the vehicle 

The vehicle must be returned on the correct date as stated in the rental agreement. 

Normal return times are between 10.00am and 2.00pm, however, we can be flexible and offer an early or late return at an additional charge. 

If you will be late returning, Outercity Campers must be notified immediately. Additional charges may occur for late returns. 

Should the customer abandon the vehicle without agreement from Outercity Campers, the customer will be liable for the full security deposit. 

The vehicle must be returned in the same conditions as it was in upon collection. The vehicle must be returned undamaged, the waste water and toilet cassette must be emptied and all rubbish disposed off and the interior clean.

Additional charges and demurrage may occur if the vehicle requires additional cleaning / valeting and / or the toilet waste is not emptied.  

Demurrage

Demurrage is the nightly rental rate for the period the vehicle is off the road; e.g. for accident repairs, extra cleaning, smoke damage etc.

Gross negligence

Outercity Campers reserves the right to recover all costs in order to return the vehicle to the state in which it was in when collected by the customer. 

Fuel, LPG, oil and water

The fuel for the vehicles is Diesel. 

Upon collection, the vehicle will have a full tank of diesel and LPG and must be returned with a full tank of diesel and LPG. 

If the vehicle is returned with less than a full tank of diesel or LPG, the charges in which it costs to fill the tank/s will be passed onto the customer. An extra fee of £20 will be incurred for inconveniences.  

The customer will be liable if the incorrect fuel is used.

The hirer will be responsible for checking and ensuring the oil and water levels are correct, and the use of the correct type of fluids is used.

Vehicle tracking

The vehicle has been fitted with a tracking system. 

Vehicle alterations

The customer must not make or authorise any alterations or changes to the vehicle without the consent of Outercity Campers. 

Personal belongings / lost property

The customer must ensure that upon returning the vehicle, they remove all personal possessions.

Outercity Campers are not liable should any personal items be left in the vehicle. However, if we identify any personal possessions, we will do our best to contact the customer and arrange return. 

Vehicle systems and inspections

Outercity Campers will undertake a full inspection before collection. The inspection will involve testing all appliances and systems on board to ensure they are all operating correctly. 

Upon collection, the customer will be taken onboard and shown how the appliances and systems work. 

If a failure occurs during the hire period, Outercity Campers will make every effort to rectify the fault whilst you are away but in some circumstances this is not always possible. 

Outercity Campers cannot be held responsible for any faults that occur during your hire and no refunds will be eligible should a loss of service occur during your hire period and nor do Outercity Campers have any obligation to provide a replacement vehicle. 

Outercity Campers will not be held responsible for any consequential events, losses or costs that arise as a result of the fault. 

Outercity Campers will not be held responsible for any damage caused by freezing / winter conditions. This is the responsibility of the customer. 

Vehicle usage

The customer agrees to the following during the rental period:

  • The vehicle will be driven with care and used in a safe manner.
  • To comply with road traffic legislation at all times (correct speed limits etc.).
  • The vehicle will be driven only in prohibited areas.
  • The vehicle will not be taken out of the country unless by prior approval from Outercity Campers.
  • The vehicle will not be driven by a person under the influence of alcohol or drugs.
  • The vehicle will not be left open or with the key in the ignition whilst unoccupied.
  • The vehicle will only be driven by the named / additional drivers, as agreed with Outercity Campers.
  • The customer will not use the vehicle for any illegal activity.
  • The customer will not carry any volatile liquids, gases, explosives or other corrosive or inflammable material. 
  • The customer shall not tow any trailer or vehicle behind the hired vehicle.
  • The customer shall not carry passengers or goods for hire or reward.
  • The customer will take all reasonable steps to properly maintain the vehicle, including checking the oil, tyre pressures and batteries. 
  • The customer will not allow damage by submersion in water or have any contact with salt water. 

Driver & Passengers

Seat belts must be worn at all times when the vehicle is in motion.

 The customer must not carry more passengers than they are permitted to.

It is the responsibility of the customer to ensure that the correct car seats are in place for children.  

Drivers

For standard insurance, the age limits are as follows: 25 – 75 years of age. 

If a driver is aged under 25 or over 75 years of age, Outercity Campers must be made aware at the time of booking as they may need to make a special request to their insurance company. If any additional charges are applied, these will be passed onto the customer. 

All drivers must hold a valid UK licence for a minimum of 2 years and be confident to drive the vehicle. 

Drivers must ensure the maximum number of passengers and maximum permissible weight is not exceeded during the period of hire. 

All drivers must be present on collection and must have sent all required documents to Outercity Campers at least 7 days prior to the rental. Copies of these documents will be taken and held on file for 7 years.

Outercity Campers will need to undertake a licence check on the DVLA website for all drivers, therefore will require the following details no less than 7 days prior to your collection date:

  • Copy of driving licence
  • National Insurance number
  • 2 x Proof of address documents (utility bills / bank statements / credit card statements) dated with the last 3 months. Council tax can also be used (must be the correct financial year).
  • Address, including post code. 

Your driving licence must have your correct home address on it.

By providing the above documents, you give permission for Outercity Campers to undertake these checks on your behalf. 

If you would prefer to undertake this check yourself, you can do so online, but must provide Outercity Campers will the evidence at least 7 days prior to your departure. 

If you have any endorsements or convictions on your licence, or have made any claims on your insurance, or have had any claims made against you in the last 5 years you must declare these at the time of booking as Outercity Campers will need to contact their insurance company to see what is required. Having convictions, endorsements and / or having made a claim does not mean you will automatically be unable to drive the vehicle. Any charges incurred for insurance will be passed onto the customer. 

For all non-UK licences, you will need to notify Outercity Campers at the time of booking in order for them to make contact with their insurance company to see what is required. 

Drivers who have had their licence revoked by the DVLA on medical grounds must inform Outercity Campers at the time of booking as Outercity Campers will need to make contact with their insurers to see what is required. Any additional charges to insure customers who have had their license revoked due to medical grounds will be passed onto the customer. 

Cover for any driver is not guaranteed and if you have not had your licence checked on the DVLA website we will be unable to insure you. 

If the hire is cancelled due to not being able to insure the driver, no refund will be given. 

No one other than the drivers named on the rental agreement may drive the hired vehicle. 

Fines and penalties

The drivers are liable for all fines, including speeding fines, parking tickets or penalties in relation to the vehicle during the agreed rental period. 

Insurance (provided all the personal information supplied is correct)
The vehicle is insured for theft and 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). It also does not cover any personal possessions. 

The hire rate quoted includes a standard excess of £1000.00 per accident, reported incident or vehicle theft. The customer will have to pay the excess for any insurance claim regardless of which party is at fault for the accident. 

The customer is liable for any damage deemed as gross negligence, or any internal damages and therefore accepts full liability for these which is in addition to the standard vehicle excess of £1000.

Outercity Campers will not be responsible for any loss which is a side effect of the main loss e.g. loss of profits or opportunity. 

The customer will not have any insurance cover and will be responsible for the total cost of any damage if they breach any of the terms of this agreement.

Insurance (windscreen & tyre damage)

These are not covered by the standard vehicle insurance and therefore the excess of £1000 will apply. 

Insurance (theft)

In the event of any damage to either the vehicle or third party property, the hirer will be liable for the excess payment of £1000.00 per claim. 

If the vehicle is stolen, the hirer will be liable for the full cost of the vehicle. An insurance claim will be made once the theft has been reported to both Outercity Campers and the police. If the claim is accepted by the insurers and they agree to reimburse Outercity Campers for the cost of the vehicle then the liability to the customer will reduce to the first £1000 of the claim (excess). 

The keys must be returned to Outercity Campers. 

Responsibility when accidents / collisions occur

In the event of an accident, loss or damage arising out of the use of the vehicle, the customer must: 

  • Notify Outercity Campers immediately (within 24 hours of the accident occurring).
  • Obtain the names and addresses of third parties and any witnesses.
  • Report the event to the police.
  • Complete any necessary paperwork that Outercity Campers request you complete. 
  • Not make any admission of liability to other parties, settlement offer or other like offer.
  • Assist Outercity Campers in any claim arising from any event including providing all relevant information and attending court to give evidence, if required. 

The customer acknowledges that the excess or other amount due by them in respect of any damage arising from an accident, loss or damage is payable at the time of reporting the event and not at the completion of the rental period, regardless of which party is at fault. 

The customer will pay for any costs relating to the delivery of a changeover vehicle as a result of an accident regardless of which part was at fault. 

The security deposit or insurance excess will not be refunded until the claim is settled. 

Suitable Persons

Outercity Campers has the right to refuse to handover the vehicle upon arrival of the hirer to any person who in our opinion is not suitable to take charge of the vehicle, due to any concerns we have for the safety of the vehicle or its occupants or other road users. 

In these instances, no refunds will be due and the customer will not be able to rearrange the booking. Outercity Campers will have no obligation whatsoever with regard to refunding any monies paid for campsites booked, events booked, travel booked, or any other circumstances.

Vehicle keys

Vehicle keys must never be left in the unattended vehicle.

 The vehicle must be securely locked when unattended and keys should never be left unattended in the vehicle when not in use and all reasonable measures must be taken by the hirer to ensure the safety and security of the vehicle. 

Loss of the vehicle ignition key will result in a replacement charge of £300 and all other costs involved in the recovery of the vehicle.

Road Restrictions

The vehicle may only be driven on appropriate road surfaces. 

Outercity Campers reserves the right, at any time to restrict vehicle movements in certain areas due to adverse road or weather conditions or any other reasonable cause.

Reimbursements to the customer

Outercity Campers will reimburse you for expenditure up to £100.00 which has been reasonably incurred in rectifying any mechanical failure to the vehicle, as long as:

  • The customer produces relevant receipts
  • Outercity Campers have given prior consent
  • The damage is not due to a fault or a breach of the terms and conditions

The above does not include the water system, refrigerator, heating, audio and DVD equipment.

The customer will pay for the cost of repairing or replacing tyres damaged during the rental period and Outercity Campers will reimburse you if:

  • The tyre is defective and is returned by you to Outercity Campers
  • The customer produces relevant receipts
  • The manufacturer accepts liability under their warranty

The customer will be liable for any costs associated with allowing the engine oil or coolants to run empty and cause damage to the vehicle.

Title to Vehicle

Outercity Campers retains the title to the vehicle and its contents. The customer does not have any right to pledge Outercity Campers credit in connection with the vehicle and agrees not to do so.

The customer must not agree, attempt or offer to assign, sublet, lend, pledge, mortgage, let or hire, or otherwise part with or attempt to part with the personal possession of the vehicle.

Terminating the agreement

The customer acknowledges that Outercity Campers may terminate this agreement and repossess the vehicle at any time, without notification to the customer, and that the customer will pay the reasonable costs of repossessing the vehicle, including towing charges if:

  • The customer is in breach of any term of this agreement
  • The customer has obtained the vehicle through fraud or misrepresentation
  • The vehicle appears to be abandoned
  • The vehicle is not returned on the agreed return date
  • Outercity Campers reasonably believes that the vehicle will not be returned on the agreed return date
  • Outercity Campers considers, on reasonable grounds that the safety of passengers or the condition of the vehicle is in danger. 

In the event of a termination or repossession, the customer understands that they have no right to a refund of any part of the rental charges or the security deposit.

Accepting the vehicle

By signing the rental agreement, the customer acknowledges the following:

  • They have received the vehicle in a very clean condition
  • They have received the vehicle in sound working order
  • They have received the vehicle with a full tank of diesel
  • They accept all Outercity Campers terms and conditions.

Errors in rental charges

Total charges set out in the rental agreement are not final. The customer will pay any shortfall in charges to Outercity Campers and Outercity Campers will refund the customer for any overcharge. 

Payment of charges

All charges and expenses are due by you on demand by Outercity Campers. If you do not settle all charges on time you agree to pay interest at 1.5% per month on the outstanding balance. You also agree to pay for any additional costs, including legal fees that Outercity Campers incur as a result of this. 

Amendments

Any amendments to these terms and conditions must be in writing and signed by Outercity Campers. 

Customer confirmation

The customer confirms that all information supplied by them to Outercity Campers in connection with the booking and rental agreement are true. 

Proper Law

These terms and conditions and rental agreement shall be governed by the law of Great Britain. 

Privacy Notice / General Data Protection Regulations (GDPR)

Outercity Campers are committed to protecting and respecting our customer’s privacy. 

For collecting data covered by the GDPR, Outercity Campers are the Data Controllers. 

The information that you provide to Outercity Campers will be used to fulfil your contract with us and we will not pass on any information to other organisations outside this company, other than to our insurer and insurance broker. 

GDPR gives you the right to access information held about you. 

Complaints

Outercity Campers are contactable throughout the rental period.

Ideally, complaints are to be addressed at the time they occur, upon return of the vehicle or in writing within 14 days following the return of the vehicle. 

Feedback

Outercity Campers welcomes both positive and negative feedback.

We very much love to hear of your experiences and any ways in which we can improve our services.

Thank you

Finally, Outercity Campers would like to thank you for booking your vehicle hire through us and hopes to welcome you back in the future.