Terms and conditions

Top Coach Hire Terms and Conditions

Effective Date: 01.01.2024

Company Details: Top Coach Hire Ltd. 128 City Road, London, EC1V 2NX

1. Acceptance and Agreement

By booking or using services provided by Top Coach Hire, you agree to be bound by these Terms and Conditions. This agreement forms a legally binding contract between you (“the Client”) and Top Coach Hire Ltd. (“the Company”).

2. Bookings

2.1 Confirmation:

• A booking is considered confirmed once written or electronic confirmation has been sent by the Company to the Client.

• It is the Client’s responsibility to ensure all booking details, including dates, times, routes, and passenger numbers, are accurate. Any discrepancies must be reported within 24 hours of confirmation.

2.2 Changes and Amendments:

• Any requested amendments must be communicated to the Company at least 7 days prior to the travel date. Amendments may incur additional charges and are subject to vehicle and driver availability.

• Changes to reduce passenger numbers or journey requirements may not result in a reduction of fees unless agreed in writing by the Company.

2.3 Cancellations:

Cancellations must be submitted in writing. Refunds will be provided as follows:

• 21+ days prior to the journey: 75% refund.
• 14-20 days prior: 50% refund.
• 7-13 days prior: 25% refund.
• Less than 7 days: No refund.
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3. Payments

3.1 Fees and Deposits:

• A deposit of 30% of the total booking fee is required to secure your booking. The remaining balance must be paid in full no later than 14 days before the journey date.
• Payments can be made via bank transfer, credit card, or any other approved method.

3.2 Late Payments:

• Payments not received by the due date may incur interest at a rate of 10% per annum, calculated daily.
• The Company reserves the right to cancel bookings for which payment has not been received.
  
  

4. Vehicle Use

4.1 Journey Details:

• All journeys will adhere to the agreed itinerary. Any deviations requested by the Client during the journey may be accommodated at the discretion of the driver and may incur additional fees.

4.2 Luggage:

• Luggage must be stored securely and within the capacity limits of the booked vehicle. The Company is not liable for loss, theft, or damage to personal items.

4.3 Prohibited Activities:

• Smoking, consumption of alcohol (unless explicitly agreed), and any illegal activities are strictly prohibited on board.
• The Client is responsible for ensuring passenger behavior complies with these terms. The Company reserves the right to terminate services without refund in the event of non-compliance.
  
  

5. Vehicle Substitution and Availability

The Company reserves the right to substitute a vehicle with one of similar or higher capacity and standard if operational needs require. This substitution will not result in additional costs to the Client unless the number of passengers exceeds the original booking.

6. Liability and Indemnities

6.1 Company Liability:

• The Company is not responsible for delays caused by traffic, weather, or other unforeseen circumstances beyond its control.
• Liability for any journey-related issues is limited to the cost of the booking.

6.2 Client Responsibilities:

• The Client agrees to indemnify the Company for any damages, cleaning fees, or penalties incurred as a result of passenger actions during the journey.

7. Force Majeure

The Company is not liable for non-performance or delays caused by events beyond its reasonable control, including but not limited to acts of God, strikes, or governmental actions.

8. Complaints and Disputes

• Complaints must be submitted in writing to info@topcoachhire.com within 14 days of the journey date.
• The Company will respond to complaints within 14 working days. If a resolution cannot be reached, disputes may be escalated to an independent arbitrator.
  
  

9. Privacy and Data Protection

The Company complies with applicable data protection laws. Personal information collected during bookings is used solely for service delivery and is not shared with third parties without consent. 

10. Governing Law

These Terms and Conditions are governed by the laws of the United Kingdom. Any disputes arising from these terms will be subject to the exclusive jurisdiction of the courts of the United Kingdom.