CitiRental | Terms and Conditions

TERMS & CONDITIONS. V. 17.3 In this agreement, the following words shall have these meanings assigned to them. CitiRental, Kar Dok, United Leasing and Practical Car & Van Rental are the trading names of Maintrack Services Ltd, whose registered office is situated at Regency House | 99 Avenue Road | London NW3 5EJ and referred to throughout as the Owner. A copy of this agreement can be requested at

HIRER Hiring party described as such overleaf – also referred to as the Hirer Driver – all elements of this agreement apply to Hirer and Driver equally and to the vehicle(s) described overleaf or any replacement thereof. This agreement constitutes the entire agreement and understanding between the parties hereto. No variation shall be binding unless agreed in writing by the Owner. There is no guarantee implied or otherwise as to the supply of any vehicle make, model, group, specification, colour, additional equipment

INVOICE/BILLING a single inclusive invoice indicating all the chargeable items included in this contract will be delivered by e-mail sent to the Hirer overleaf at the address given.

CHECK SHEET A schematic reproduction of the vehicle on which pre-rental damage upon which the Owners rely to identify fresh damage caused during the term of the hire Hirers and/or Driver’s signature verifies its accuracy and is the sole reference as to the state of the vehicle at the inception of the hire.

DRIVERS NOTES supplemental advice & instructions handed to Hirer being an integral part of this agreement

INSURANCE. The Owner acts as a tacit agent of the apposite insurance company, exclusively administering all aspects of insurance either itself or via an appointed agent.

GENDER ‘his’ or ‘her’ gender

TITLE acknowledges the Owners irrefutable absolute title to the vehicle.

The vehicle is handed over in good condition, save present body defects marked on the check sheet. The vehicle will be returned to the Owner in the same condition. Owner reserves exclusive right to moderate any damage sustained during the rental period or chargeable under the conditions of accident damage excess (ADXS) (Deductible)

Taking Precautions to take every step necessary to keep the vehicle safe, secure, and out of harm’s way and every precaution possible when parking and driving. To prevent damage, stow all goods carried in the vehicle out of sight (in boot), so the vehicle is not a target for theft or vandalism. Hirer indemnifies Owner from responsibility/liability for any goods or substances carried in or on the vehicle. The Owner is not liable for any costs in respect to faults caused by the driver. The Hirer agrees the Owner has no liability or responsibility for any injury, loss or damage arising howsoever caused from the use of the vehicle, nor shall the Owner be liable for any direct, indirect, or consequential loss or damage in connection with the use of the vehicle or use of the vehicle. The Hirer is liable for the consequences of any damage caused by overloading the vehicle

To pay the Owner a levy of 10% per month or part thereof for any money owed by the Hirer to the Owner. No financial set-off between the Owner and the Hirer.

RENTAL DAY computed as multiples of 24 hours and ends 24 hours after inception – the Hirer is bound to return the vehicle on the due date, time and place from whence it was hired. If the vehicle is returned late, there is a 30-minute grace period after which time a new rental day is payable in full. All timekeeping is measured by devices exclusively operated by the Owner. If the vehicle returned earlier than agreed no refund. Rentals are computed strictly on time/mileage noted on the rental agreement. Vehicles returned out of office hours (mentioned elsewhere in these terms and conditions) hours will be checked in on the next opening time. Rental terminates when keys are placed in drop box and termination telephone call made or to terminate the hire or to the owner (agreement time-stamped) or placed in drop box

UNINSURED DRIVING only those with written permission from the Owner may drive the vehicle. Any person is identified as an unauthorized driver, and insurance from the inception of the agreement is rendered null and void. Any damage claims will be directed to the Hirer. Uninsured Driver administration fee £750.00

BOOKINGS (i) held open for 1 hour after the agreed pick-up time (other than after branch closing time) whereupon the booking is deemed a ‘no-show’ whereupon £45.00 is charged to the customer. (ii) Bookings cancelled within 24 hrs of agreed pick-up time charged at daily rate (iii) Bookings may be cancelled without notice or an alternative group negotiated up to 48 hrs before agreed collection time (7 days prior to a UK bank holiday) – Any booking is subject to availability. If a vehicle is unavailable, an alternative will be offered. The Owner has the unequivocal right under this agreement, in the case of unforeseen circumstances to cancel the booking any time up to 2 hours before scheduled pick-up. (iv) The Owner also retains the absolute and unmitigated right to refuse a rental at any time prior to collection without giving a reason for the decision to do so.

INSURANCE PREMIUM A large percentage of the rental fee includes insurance premiums. Non-payment of the rental fee is deemed non-payment of the insurance premium from the inception of the hire agreement. If there is no insurance cover, no benefit or protection can be claimed under the insurance policy. Insurance is integrally linked to a credit/charge card. If the card ceases to function for any reason or is the subject of a charge-back by the Hirer, insurance becomes null & void from the inception of the agreement. Insurance Content (VAT 0%) of the rental fee is averaged out at £29.00 per day. VAT is computed on the balance.

VEHICLE WILL NOT BE USED FOR (i) Hire & Reward (paid or unpaid) (ii) transporting persons for business or political use, courier or transportation of another’s goods as a service (paid or unpaid) (iii) Racing, pace making, rallying, speed testing, driving tuition, propelling or towing any vehicle, trailer or object. (iii) In any way which might render the insurance policy void. The Hirer shall compensate the Owner in full for any losses sustained by the Owner for non-compliance with the insurance policy – details available at (iv) By any person having no driving licence and/or unauthorized to drive by the owner. (v) By anyone who is under the age of 23 or over 75 years of age (vi) By any person under the influence of alcohol or drugs of any nature to any extent whatsoever. In the event of any claim arising in connection with the vehicle where the driver is found to have any quantity of alcohol or drugs whatsoever in his system, insurance cover will be rendered null & void from the inception of the agreement. (vii) By any person who has given an incorrect name, age or address, used a false or stolen driving licence or I.D. to procure the vehicle and/or has not been approved by the Own.

TRAVEL OUT OF THE LAND MASS OF ENGLAND | SCOTLAND | WALES. is expressly forbidden without the written consent of the Owner. No insurance coverage without said consent. £950 Admin fee in breach of this condition. TRAVEL TO SCOTLAND attracts £85.00 surcharge or £250.00 admin fee and voids insurance from inception without said written consent. Any consequential loss to the vehicle or any other party is payable by the Hirer who indemnifies the Owner against all loss, seizure, recovery and reinstatement costs.

FOREIGN LICENCES the law is very grey on this, but it is understood you need to apply for a UK licence within 185 days from commencement of permanent UK residency – interpretation may vary. You are advised to seek advice from your local police station or Citizens Advice Bureau or your local police station or licences

HIRER WILL PAY ON DEMAND fees noted herein, pay the Owner and its assigns for rental fees, fixed penalty admin, penalty charge notices/police enquiries, refuelling charges, chargeback fees, accident damage excess (ADXS), an extension of hire, fuel and any other contractual fees

The Hirer will compensate the Owner in full and on demand for any loss suffered in respect to any damage (from any cause), fire, theft to or from the vehicle, including loss of revenue (at the same rate noted overleaf)

PET POLICY any animal residue will be professionally cleaned £195.00.

INSURANCE forfeited from inception (I) if any claim, accident or incident is not reported in writing to the Owner within 48 hours OR THE OCCURRENCE (ii) Driver contractually is bound to competently make locus sketches, plans, notes, photos and record name(s) addresses & telephone number of all parties involved – failure to competently complete an official incident report form provided by the Owner within 24 hours of the incident will be subject to an administration fee of £595.00. A fundamental element of this agreement is hirer/driver shall not admit or imply liability/guilt under any circumstances. Any comment by the driver is not binding on the Owner or Insurers and any consequences or outcomes of them. Owner/insurers shall not be prejudiced/influenced by any comment/statement [C] Hirer/Driver holds himself personally liable/accountable for any comments made. For the avoidance of doubt, the Hirer/Driver is personally accountable for any utterance and disassociates the Owner/Insurers from them. If he wishes to avoid this outcome he should not comment whatsoever. (iii) Driver must inform Owner in writing within 24 hrs of receiving a driving endorsement issued pursuant to the issue of a Share Code failing which the insurers may cancel cover (iv) Insurance cover is withdrawn from inception if the drivers found to have any trace of alcohol or drink or illegal drugs in his system.

FUEL POLICY vehicles are rented short of fuel [approx. 1/8 of a tank] Return the vehicle with approximately the same fuel as when you commence hiring. IF LOW FUEL WARNING LIGHT IS SHOWING sufficient fuel will be added at a cost of £65.00 to cancel the low fuel light ready for the next customer. No credits or refunds will be made for fuel left in the vehicle above the level on commencement of hire. HOWEVER, IF THE VEHICLE IS SIGNED OUT WITH A FULL TANK – IT MUST BE RETURNED WITH A FULL TANK. FAILING THIS WE WILL CHARGE £3.95 PER LITRE TO RETURN THE CAR TO FULL.

No insurance (implied or otherwise) is provided by the Owner or its insurers for death, personal injury or medical expenses and personal losses connected to the vehicle. The Owner recommends the Hirer, and all passengers take out personal insurance to cover all such eventualities. Owner suggests Insure & Go. Com

VEHICLE KEYS Hirer/driver shall not permit or give up the keys to any person and ensure the keys are not left in a place where they may be accessed by any unapproved person in writing by the Owner. If the vehicle is stolen or taken pursuant to losing control of the keys the Hirer must compensate the Owner for all losses sustained consequential to the loss, which will remain on hire until the vehicle is recovered. The Hirer will compensate the Owner for any loss by the Owner. £450.00 admin fee – losing possession of the keys – Hirer liable for the cost of lost, stolen or mislaid keys charged by the manufacturer together with any consequential losses, including transportation of replacements. The Hirer will, on demand, disclose the whereabouts of the vehicle and keys. The Hirer hereby gives his/her permission to the Owner and its agents to enter into or onto any property deemed to be in the Hirer or driver’s control for the purpose of retrieving the vehicle/keys

The owner is legally obliged to manage every traffic violation and proposes to transfer liability – an exacting, thankless, time-consuming task. Information on transfer of liability is notified by the Owner – £49.95 charged for each case managed as a contribution to costs

The Hirer shall not sell, pledge, or permit a lien on the vehicle.

A refund of any charge where there is no duplication of charges is not permitted.

RENTAL EXTENSIONS Hirers must call or call or email the owner requesting an extension of hire and MUST CALL OR E-MAIL OWNER REQUESTING AN EXTENSION NUMBER WITHOUT WHICH INSURANCE WILL CEASE ON THE DATE/TIME SPECIFIED OVERLEAF and be billed in accordance with clause 33 below.

The Owner is not bound to provide any particular make, model, specification or colour of the vehicle. If a vehicle becomes faulty or incapacitated during the period of hire for any reason, the rental will cease. The Owner is under no obligation to provide a replacement vehicle.

All hirers must present a functioning credit card together with a driver’s licence (valid for more than 366 days prior to the rental) and an original form of address ID, e.g. utility account (less than two months old) at the time of collection or adding themselves as named drivers. Mobile phone bills are not acceptable. If this is not complied with, the reservation will be regarded as a ‘No Show’, and the appropriate fee (see section 6) imposed

If you opt for your OWN INSURANCE (COI) cover (see overleaf), it must be comprehensive with no more than £350.00 ADXS. The Owner must see evidence of and approve insurance cover before the commencement of hire

 Third Party Insurance is included in the rental rate.

CDW (waiver) purchased only in advance of the rental for a fee of £15.00 per day reduces ADXS to £350.00 per incident. There is no cover for damage to tyres, wheels and windscreens. Windscreen Damage Waiver is available £7.95 per day.

CDW £75 p/hour (min/part thereof) admin fee to manage/view CCTV records for any reason. The Owner does not control or manage CCTV facilities

Driver will use the correct grade of fuel. (Details to be found around the fuel cap) or pay for repairing, consequential damage and/or loss sustained by the Owner if incorrect fuel is used.

The Hirer and driver(s) hereby indemnify the Owner for all and every action; consequence, incident or accident while the vehicle is in the Hirer’s legal charge free from all and any legal, civil, criminal action contemplated, threatened or taken against the owner and its assigns for any reason whatsoever. The Hirer indemnifies and renders the Owner free from liability for the actions of the driver under any circumstances whatsoever and for any damage or accident howsoever caused. In the event of damage being identified, a reinstatement invoice will be prepared by a garage nominated by the Owner. An independent assessor nominated by the Owner (cost £75.00) if requested

Due to the high cost of managing credit/debit cards. Chargeback and declined charges: the following fees with apply: (i) £395.00 for each chargeback (ii) £49.95 for each declined charge. (iii) £595.00 on account of legal collection fees.

CREDIT/DEBIT CAR LIABILITY Hirer agrees to hire the vehicle in accordance with these terms & conditions and affirms payment is by card and his signature and/or PIN constitutes unconditional, irrevocable authority. Terms and conditions shall apply equally to a PROXY CARD PAYER. The hirer’s signature on this agreement instructs the card company to pay the Owner all charges under the terms of this agreement.

In the event of the vehicle being rendered unusable or any reason whatsoever or howsoever caused, including accident, seizure, breakdown or clamping, the agreement will terminate & be voided from the commencement of the hire. Any pre-payment is not refundable.

AA RAC SERVICE The cost of call out is not payable by the Owner if the issue is fault/liability of the Hirer, a third party, involved damage to tyres, wheels or driver-induced fault.

FEEFO – Hirer’s name & email address will be sent to Feefo who will email Hirer requesting a review of the Owners service.

This agreement shall not exceed 90 days in duration, whereupon the Hirer must re- negotiate a fresh agreement.

EXTENSION RACK RATES. unless otherwise agreed in writing in the absence of an extension number, these daily rates will apply | Grp A – £45.00 | Grp B £55.00 | Grp C £65.00 Grp D – £75.00 | Grp E £85.00 | Grp F £95.00 Grp X £75.00 | Grp Y £85.00 | Grp Z £95.00

LATENT MANAGEMENT FEE | £395.00 – administration fee in the event the vehicle is not returned to the Owner in the same condition as inception or additional fees required in respect to rental extension and/or latent fees included under this agreement. The fee contributes towards contractual charges, costs and fees included in this agreement. Rental/extension and additional fees are charged on an ongoing basis. LATENT MANAGEMENT FEE may be recharged at the Owners instance or regularly renewed as necessary.

INDEMNITY Hirer will unreservedly absolve and indemnify the Owner for any financial, legal, political, civil, criminal repercussions or consequential costs of any nature whatsoever or howsoever arising in respect to this agreement and/or the use of the vehicle

HIRER MUST BE THE CARDHOLDER | ADDITIONAL DRIVERS are subject to a proposal endorsed by the Owner and subject additional driver fee of £45.00 per driver

BUSINESS HOURS | Monday to Friday 0800 – 1800 | Saturdays 08:00 – 13:00 | Sundays & Bank Holidays – Closed.

OUT OF HOURS PICK-UP & RETURN SUPPLEMENT | Any Rental commencing or returned out of Business Hours subject to a supplemental fee of £35.00 towards providing additional facilities. VEHICLE RETURN INSTRUCTIONS [1] drive into the garage – park in any marked bay [2] return key to green drop box (see drivers notes) [3] Telephone 0203 950 2295 This is a digital number which, when called, closes the rental. No call? Rental remains open.

VEHICLE CONDITION. The Owner reserves the sole right to determine the extent & cost of unreasonable wear and tear and assess the extent of professional cleaning and repairs if deemed necessary by the Owner

SUPPLEMENTARY UNDERTAKING & CHARGES [A] The underside, tyres, and roof are not included in the insurance waiver. [B] Additional drivers £45.00 per rental. [C] Sat Nav rental – £15.00 p/day [D] Uninsured driver surcharge – £595.00 per unauthorised driver

FINAL AUDIT charges and bills are subject to final audit. The incoming condition (bodywork, interior and mechanical) is subject to a RE-RENTAL INSPECTION PROGRAMME scheduled as soon as possible after the return of the vehicle, following which the invoice will be prepared and all items and vehicle damage will be accounted for.

INVOICING | BILLING | LATENT VEHICLE INSPECTION | DAMAGE ASSESSMENT ENQUIRIES. For GDPR reasons, no telephone discussion facilities are available for this service. All enquiries must be made by email (address at top of the face of the rental agreement.

The Hirer hereby permits the Owner and its assigns to identify him to any authorised authority in respect to PENALTY CHARGE NOTICES (PCN) in accordance with the guidance contained in (66) Road Traffic Offenders Act 1988 – the Hirer also agrees to be responsible for any fixed penalty offence, penalty charge notice, notice to owner, parking charge notice under S66 Road Traffic Offenders Act 1988, Schedule 6 Road Traffic Act 1991, Traffic Management Act 2004, Protection of Freedoms Act 2012 and any other relevant legislation and to charge a fee – normally £49.95 for each PCN issued to the vehicle during the course of the rental processed in accordance with the said statutes and supplementary regulations governing the transfer of liability to the Hirer.

GENERAL DATA PROTECTION REGULATION – GDPR Check our Data policy on our website. Data protection principles which are personal data must be processed according to the six data protection principles [a] Processed lawfully, fairly and transparently [b] Collected only for specific legitimate purposes [c] Adequate, relevant and limited to what is necessary [d] Must be accurate and kept up to date. [e] Stored only as long as is necessary [f] Ensure appropriate security, integrity and confidentiality. Full details may be viewed at

INSURANCE provided is UK mandatory cover except where the renter has elected to provide his insurance evidenced in the COI box overleaf the Renter participates as an insured under the Owner’s vehicle insurance policy and agrees to observe the terms & conditions thereof. The certificate of insurance is available on request at £1,600 per incident applies unless a fee of £15.00 per day is paid, reducing liability to £400.00 ADXS per incident.

The laws of England govern this agreement. Terms & Conditions may be varied without notice

HEALTH ACT (2006) specifies no smoking in company (rental) vehicles – if that vehicle is used primarily for business purposes by more than one person. Our vehicles are deemed business vehicles. There is a TOTAL prohibition on smoking in any CitiRental Vehicle. If smoking residue is found – the vehicle will be sent for professional cleaning. The fee is £175.00 to be sanitised by a specialist cleaning company.

BABY/BOOSTER SEATS | Owner does not presently hire out such equipment, but Hirer will be interested to know these are easily available from Halfords or Argos.

VEHICLE COLLECTION of the vehicle for any reason costs £250 + 30p per mile to Swiss Cottage (round trip)

CREDIT CARD CHARGES AND REFUNDS. Normally undertaken within 5 working days of vehicle return. The actual time taken to refund is dictated by your card provider, who must be consulted as to the progress of the refund and/or charge.

Any Enquiry of any nature must be emailed to – there is no telephone facility available