Terms & Conditions

SECTION 1

A) PROVISIONS

1.VIPCARS Chauffeurs is the trading name of V.I.P. Cars Ltd.

Our website is : http://www.vipcarschauffeurs.com

2.These Terms & Conditions regulate the delivery of services by VIPCARS Chauffeurs to its clientele and define the nature of the association between VIPCARS Chauffeurs and its customers.

3.Despite any other arrangements, guidelines, or associated materials referenced within these Terms & Conditions, VIPCARS Chauffeurs and its customers acknowledge that these Terms & Conditions encompass the entirety of their relationship.

4.These Terms & Conditions override all prior agreements and establish a legally binding contract between VIPCARS Chauffeurs and its customers.

SECTION 2

B) DEFINITIONS

1. Credit Accounts

“Credit Account” refers to the financial credit extended by the Firm to designated Account Holders for Fares and Additional Charges as outlined in the Credit Account Terms & Conditions.

2. Application Procedure

“Account Application Form” signifies the designated form or application process provided by the Firm for completion by individuals or entities seeking a Credit Account.

3. Account Holders

“Account Holders” encompasses individuals or entities soliciting or currently possessing a Credit Account with the Firm.

4. Credit Account Terms & Conditions

“Credit Account Terms & Conditions” denotes the stipulations governing Credit Accounts outlined in SECTION 6.

5. Supplementary Fees

“Additional Charges” signifies supplementary payments made by the Client, including but not limited to surcharges, cancellation fees, parking fees, emission zone charges, and congestion charges.

6. Communication Technology

“Communication Technology” refers to mobile applications accessible via Mobile Devices, facilitating the transmission of Private Hire Booking details using telecommunication or navigation software, licensed or provided to the Client for executing a Transportation Service.

7.Firm

“Firm” pertains to V.I.P.CarsLtd, located at 5 Westside, Hendon,NW4 4XD, London, England (Registration No. 14470322).

8 .Customer (s)

“Customer(s) refers to individuals engaging in Private Hire Bookings, including all accompanying passengers, for a Transportation Service.

9. Charges

“Fares” denote the payments rendered by Clients for the arrangement of a Private Hire Booking and Transportation Service, according to Hackney Carriage and Private Hire Licensing by Castle Point Borough Council .

10. Regulatory Authority

“Regulatory Authority” according to Hackney Carriage and Private Hire Licensing by Castle Point Borough Council.

11.Portable Devices

“Portable Devices” refers to handheld wireless devices owned by Clients, enabling network connectivity for voice, video, or data transmission, and compatible with the Communication Technology.

12. Booking Arrangements

“Private Hire Bookings” according to Hackney Carriage and Private Hire Licensing by Castle Point Borough Council.

13.Regulatory Legislation

“Private Hire Licensing Law”according to Hackney Carriage and Private Hire Licensing by Castle Point Borough Council.

14. Service Provider

“Service Provider” corresponds to Hackney Carriage and Private Hire Licensing by Castle Point Borough Council.

15.Vehicles

“Private Hire Vehicles” align according to Hackney Carriage and Private Hire Licensing by Castle Point Borough Council.

16. Drivers

“Private Hire Vehicle Drivers” conform to Hackney Carriage and Private Hire Licensing by Castle Point Borough Council.

17. Terms and Conditions

“Terms and Conditions” encompass this document and any other agreements, policies, or related documents referenced herein.

18. Transport Services

“Transport Services” denote the conveyance of Clients and/or their belongings from a designated collection point to a destination point using a licensed Private Hire Vehicle driven by a licensed Private Hire Vehicle Driver, in accordance with a Private Hire Booking arranged by, for, or on behalf of the Client.

SECTION 3

C) NATURE OF ENGAGEMENT – PRIVATE HIRE BOOKING SERVICE(S)

1. The Company operates as a legally registered entity conducting its own business as a Private Hire Operator, facilitating and confirming Private Hire Booking(s).

2. The Customer refers to an individual arranging a Private Hire Booking with the Company for the provision of Transportation Services.

3. The Company assumes the role of principal as defined under the policy of Hackney Carriage and Private Hire Licensing by Castle Point Borough Council.

SECTION 4

D) COMPANY RESPONSIBILITIES – PRIVATE HIRE SERVICES

1.As a duly licensed Private Hire Operator, the Company is entrusted with the duty to extend and acknowledge Private Hire Bookings in strict accordance with the regulations governing Private Hire Licensing.

2.The Company commits to promptly confirm its acceptance of each Private Hire Booking, adhering meticulously to the provisions outlined in Private Hire Licensing Law.

3. Upon accepting a Private Hire Booking, the Company shall engage proficient Private Hire Vehicle Driver(s) and suitable Private Hire Vehicle(s) to fulfil the Transportation Service(s) requested by the Customer.

4.The manner in which the Private Hire Booking and Transportation Service(s) are executed shall be determined by the Company, exercising its discretion responsibly.

5. While upholding the principles enshrined in Private Hire Licensing Law, including the Equality Act 2010 (as amended), the Company retains the prerogative to decline a Private Hire Booking request or rescind a Transportation Service.

SECTION 5

E) CUSTOMER RESPONSIBILITIES – PRIVATE HIRE BOOKING SERVICES

1. The Customer must ensure that all information provided to the Company for a Private Hire Booking is accurate and up-to-date.

2. Payment of a Fare to the Company is required from the Customer for the Private Hire Booking and Transportation Service.

3. The Customer is liable to pay any Additional Charges incurred during the Transportation Service(s) at a reasonable rate specified by the Company, including but not limited to:

Airport parking expenses during the Transportation Service(s).
Cancellation fees for Private Hire Bookings made by the Customer after engagement of the Transportation Service.
Charges for congestion or Ultra Low Emission Zone (ULEZ) incurred during the Transportation Service.
Surcharges for specific circumstances, including:

Transits to or from airports or railway stations.

Transits outside of London.

Transits on Good Friday, Christmas Day, or other bank holidays.

Transits outside of normal business hours.

Transits during peak demand periods.

Requests for specific vehicle types.

Changes to the original Private Hire Booking requested by the Customer.
Waiting time resulting from actions or omissions by the Customer during the Transportation Service.
Expenses or losses incurred by the Company due to acts or omissions by the Customer during the provision of Private Hire Booking(s) and Transportation Service(s).

4. Unless the Customer holds an Account or otherwise specified by the Company, payment of the Fare and Additional Charges is due upon completion of the Transportation Service.

5.Payment of Customer Fares and Additional Charges can be collected by the Company through credit or debit card payments using the Communication Software.

6. The Customer may submit written complaints about the Private Hire Booking or Transportation Service to the Company’s offices at 5 Westside , Hendon, NW4 4XD,London , in accordance with Private Hire Licensing Law.

SECTION 6

F)ACCOUNT(S) – PRIVATE HIRE BOOKING(S

1. The Company, at its sole discretion, provides an Account service to Account Customers for the utilisation by Customers of Private Hire Booking(s) and Transportation Service(s).

2. Account Customer(s) are required to submit a designated Account Application Form in a manner deemed satisfactory by the Company.

3.Upon review and subject to Clause 6.2, the Company may accept an Account Customer’s Application Form, extending credit on Fares and Additional Charges incurred from the Company’s provision of Private Hire Booking(s) and Transportation Service(s) to Customers.

4. The Account Customer is responsible for implementing appropriate security measures to safeguard the Account service facility against misuse and shall indemnify the Company against any associated risks.

5. Only individuals authorised by the Account Customer on the Account Application Form are permitted to utilise the Account service.

6.Invoices for Fares and Additional Charges, as per Clause 6.3, must be settled by the Account Customer within 30 working days of receipt.

7. Failure to make payment by the deadline outlined in Clause 6.6 will result in the Account Customer incurring interest at a rate of 10% above the Bank of England base rate.

8. The Company reserves the right to modify the terms or arrangements for the provision of the Account Application Form or Account service, and may decline an Account Application Form or credit request at its discretion.

9. The Company retains the right to terminate an Account service immediately, for any reason.

10. The obligations of the Account Customer(s) under Clause 6 shall cease only upon settlement in full of all Account payments due to the Company.

SECTION 7

G)FORCE MAJEURE

1. In the event of force major affecting either party, prompt notification shall be given to the other party, with continuous updates on the situation’s evolution.

2. The Company shall not be held responsible for any breach resulting from uncontrollable circumstances such as fire, adverse weather conditions, labor disputes, civil unrest, governmental restrictions, or acts of war or terrorism.

3. Under such circumstances, the Company shall not be liable for delays or failure to fulfil its obligations.

SECTION 8

H)COMMUNICATION SOFTWARE & USER LICENCE

1. The Company grants the Customer a license to utilise the Communication Software as specified in Clause 4.

2. The Customer agrees to adhere to all terms and conditions, including any applicable End User License Agreement (EULA) or third-party agreements, and assumes liability for any damage caused to the Communication Software due to their actions or negligence.

3. The Company reserves the right to modify the Communication Software’s terms of use and licensing arrangements as necessary.

SECTION 9

I) INSURANCE

1. The Company shall maintain all required insurance policies in accordance with relevant regulations, including Private Hire Licensing Law.

2. The Customer is responsible for ensuring adequate insurance coverage for their goods or items during transit with the Company.

SECTION 10

J) INTELLECTUAL PROPERTY

1. These Terms do not entail the sale or transfer of ownership rights for any material, including Communication Software, provided by the Company to the Customer.

2. The Company retains ownership of all materials, including Communication Software, in accordance with the Copyright, Designs and Patents Act 1988.

SECTION 11

K)DATA PROTECTION

1. The Company commits to compliance with the General Data Protection Regulation (GDPR) (EU) 2016/679, as incorporated by the Data Protection Act 2018.

2. The Company shall furnish the Customer with a copy of its Privacy Policy in accordance with Article 12 of the General Data Protection Regulation (GDPR) (EU) 2016/679.

3. The Company is registered with the Information Commissioner’s Office under Registration Number ZB647037 .

SECTION 12

L)JURISDICTION

These Terms are governed by the laws of England.

CUSTOMER LIABILITY for BOOKINGS

Upon accessing our website or app, you (“Customer”) acknowledge and accept the following Terms and Conditions (“Terms”). These Terms govern the provision of transportation services and other amenities booked through our platform (http://www.vipcarschauffeurs.com), whether via web, phone, email, SMS, or App.

You have to be at least 18 years old and legally capable of entering into bidding contracts .
To obtain a quote or make a booking, provide full name, contact number, and email address. If not provided, VIPCARS Chauffeurs cannot assist further.

VIPCARS Chauffeurs requires a minimum notice of 4 hours for online bookings during office hours (08:00 TO 22:00 UK time, Monday to Sunday). For bookings with less notice, kindly contact our helpline: +44 2045 323232.
Customers are liable for any damage to the vehicle and will be charged for repairs or valeting to restore the vehicle’s condition, without any notice given in advance , but only the receipt and evidence (pictures) of the repair/valeting together with any resulting losses of business for the driver.Legal actions will be impose to our customers if they will contest the payments , and a precent of 10%/day of the repair or valeting , will be added daily until the payment is received .

Customers are responsible for opening/closing the car doors, and they are liable and direct responsible for any damaged caused to the car , any road accident or fatality happened because of their lack of attention or carelessness.

It is Customer responsibility to ask our drivers or our operators drivers , to open/close the car door , and also to ask about any possible dangers at the beginning/during/end of their journeys . Failure to do so, make them liable and responsible for any damage/road accident/fatality because of their carelessness.

Customers are kindly reminded to wear their seat belts at all times during their journey. Additionally, it is imperative that passengers refrain from obstructing the driver’s visibility or engaging in any activities that may distract the driver, as these actions could potentially lead to road incidents. Please be advised that failure to adhere to traffic regulations pertaining to passenger conduct will result in the customer assuming liability for any consequences incurred.

By providing your email, customers consent to receive communication from VIPCARS Chauffeurs; rest assured, we do not share your email with third parties. Refer to our privacy policy for details.

We reserve the right to refuse service to passengers/customers under the influence of alcohol or drugs or other illegal or restricted substances , or whose behaviour poses a threat, and also we may inform the local authorities and police .

REQUIREMENTS for BOOKINGS TRANSPORTATIONS

Our Services explained ( exception for special services ) :
ONE WAY – We offer a single trip service from Point A to Point B with the option for additional stops along the route. Charges are calculated based on both distance traveled and waiting time at stops.
BY THE HOUR – (inside M25) A minimum hire of 4 hours is required, which includes a 40-mile radius within London. Additional hours will include 10 miles each, up to a maximum of 100 miles for bookings lasting 12 hours or more. Airport transfers are not included in this service but can be arranged for an additional fee.
DAILY HIRE – (inside M25) A minimum hire of 8 hours is necessary, covering 80 miles within London. Additional hours will incur an extra 10 miles each, up to a maximum of 100 miles for bookings exceeding 12 hours. This package includes transfers to and from London airports.
DAILY HIRE (Outside M25): A minimum hire of 10 hours is required, encompassing 150 miles. Extra hours will include 15 miles each. This package includes transfers to and from UK airports. Please note: For safety reasons regarding services outside London and longer drives, we may change the car and drivers every 12 hours .

For detailed information on our range of vehicle categories, we invite you to explore our website at http://www.vipcarschauffeurs.com. There, you will find comprehensive details about our fleet and services.

Please note that detailed rates for each vehicle type can be found on our website at http://www.vipcarschauffeurs.com. Kindly be aware that these rates are subject to modification.
While we strive for punctuality, we cannot be held responsible for delays beyond our control witch involves trafic jams .It’s customer responsibility to reserve enough time for his/her trip .

While we endeavour for timely arrivals, journey completion times are not guaranteed, and we are not liable for any resulting losses or inconveniences.

We may decide to subcontract booking to another Private Hire Operator , without any notice in place for our Customers, because our standards will be followed and in place .

We may change your vehicle or chauffeur if we will consider necessary, without any advance notice for our Customers.

Our vehicles and subcontracted vehicles are licensed and insured for passengers and third-party claims, but customers’ belongings are carried/loaded/unloaded at their own risk, anytime.

Even if our drivers are willing to help with loading /unloading our customers belongings , customers are responsible for their luggage and belongings, ensuring they are loaded and unloaded from the vehicle.We are not responsible for any lost items .

Lost items left in our vehicles will be documented and returned to customers.

All our vehicles maintain a strict non-smoking and non-eating policy.

Our drivers adhere to safe driving practices, considering road conditions, traffic, and legal speed limits.

Our Chauffeurs will choose the most suitable route unless instructed otherwise by the Customer.

If the Customer wants to direct a driver on a longer route , office will be informed asap , and we reserve the right to ignore the Customer instructions, or to charge Customer for additional time or distance , accordingly with Customer request.

Some vehicles are equipped with dash cams solely for video recording purposes, with the microphone function disabled to ensure passenger privacy. Should you prefer not to be recorded, please inform us in advance. Your comfort and privacy are of utmost importance to us.

Our liability is limited to the coverage provided by the driver/sub-contractor/operator insurer or fleet insurer. VIPCARS Chauffeurs assumes no liability for injuries or damages resulting from a passenger’s failure to follow safety guidelines.
V.I.P. Cars Ltd ( trading name is VIPCARS Chauffeurs) is a licensed private hire vehicle operator by Castle Point Borough Council ; bookings must be made directly through us. Chauffeurs are not authorised to accept bookings directly. Book via our website, email: office@vipcarschauffeurs.com, or phone: 02045 323232.

The contract for bookings is between the customer/passenger and V.I.P.Cars Ltd (trading name is VIPCARS Chauffeurs). We handle both booking acceptance and service provision.

VIPCARS Chauffeurs assumes no liability for transportation services if our client(s) doesn’t use the seat belt or they failure to follow safety guidelines.

We reserve the right to refuse or withdraw bookings, subject to Private Hire Licensing Law.

Luggage dimensions for all cars ( except Mercedes V class ) are : 4 * Cabin ( 55*40*25 cm) , or 2 * Medium (66*44*27 cm) + 1* Cabin, or 1* Large (75*52*31 cm) + 2*Cabin , or 1* Extra Large (81*55*36 cm) + 1* cabin .

Luggage dimensions for Mercedes V class are : 12 * Cabin (55*40*25 cm) , or 6 * Medium (66*44*27 cm) + 4 * Cabin , or 5 * Large (75*52*31 cm) + 3* Cabin , or 4 * Extra Large (81*55*36 cm) + 2 * Cabin.

We strictly enforce a zero-tolerance policy towards harassment, discrimination, and rudeness directed at our employees and contractors, whether verbal or written. In the event of such behaviour, we reserve the right to immediately withdraw our goods and services from the offending consumer.Please note that in such instances, any funds paid for goods and services will not be refundable, and also we may inform the local authorities and police .

PAYMENT POLICY

In order to charge our rates, V.I.P. Cars Ltd uses services of third party payment processors like Stripe Payments UK Limited. V.I.P. Cars Ltd is not responsible or liable for errors by these payment processors.

Clients must pay upfront to book a chauffeur service, either for a single job or multiple engagements.Once a job begins, we adhere strictly to the specified address ( ONE WAY ) or time( BY THE HOUR or DAILY HIRE ) . If a client wishes to extend the service or change the destination, payment for the extension must be received before the current job expires.Failure to make the requisite payment will result in cancellation at the expiration time or distance.

We do not store payment details on our company systems. Instead, we securely reference them with trusted payment providers, such as Stripe Payments UK Limited. Your payment security is our top priority, and we take every measure to ensure the protection of your financial information.

Any booking made by a customer amounting to £2,000 or more, regardless of the booking period, must be paid via BACS transfer. Until the funds are received and confirmed in our company’s bank account, we will be unable to proceed with the booking.Flexibility may be considered at our discretion.
Failure to complete the payment may result in the cancellation of the job, with any deposit forfeited, without prior notice.
Please note that between the hours of 22:00 and 07:00, a night surcharge of 10% will be applied Monday to Sunday.
We kindly remind you that during surcharge periods, discount codes cannot be applied. Additionally, bookings exceeding £1000 may be eligible for flexible arrangements, subject to our discretion.
Our online prices are applicable for travel within the UK. For European travel inquiries, our customers must contact our office directly.
Online quotes exclude public and bank holidays; surcharges apply on Christmas Day, Boxing Day, and New Year’s Day at our discretion.Major events such as Wimbledon and Ascot incur premium rates, and online bookings for these events may not be valid.

All prices are subject to 20% VAT already included.

Payment is due in full before services are rendered; online bookings are charged at the time of booking.

We accept most Credit or Debit cards, including American Express, and BACS transfers.

Wedding bookings and any other special service , require direct contact with our office, and a minimum of 30% advance payment in order to reserve the cars, with the balance due 14 days before the booking.

Changes to bookings, such as additional waiting time or address changes, will be charged automatically on client card without any notice if permitted , if not we will end the service without advance notice.

The charge on your credit card statement will appear as V.I.P.Cars Ltd.

We may pre-authorise your credit card to ensure sufficient funds.

Customers may link multiple credit cards to their account; alternate cards will be charged if the preferred card fails.

Payments are processed directly by V.I.P.Cars Ltd; chauffeurs do not collect fares, but only their tips.

Additionally, please be aware that all transactions are subject to a 3% transaction fee when paid with a credit or debit card. These fees are non-refundable.

BUSINESS ACCOUNTS

To establish a Business Account with VIPCARS Chauffeurs, we kindly request a bank letter of warranty for monthly payments. This ensures transaction security and account approval.
Invoices are due within 30 days, unless otherwise agreed.

Approved business accounts can opt for monthly billing, receiving detailed invoices.

Overdue payments may result in account suspension and will incur additional charges daily .

Late payments accrue interest at 10% above the Bank of England base rate.

REFUND, POSTPONE and CANCELLATION

In the event of a booking cancellation, the following refund policies apply based on the timing relative to the start of the hire period:

For all bookings : ONE WAY , BY THE HOUR and DAILY HIRE , is cancelled by the Customer more than 48 hours from the start of the hire period, a full refund of all monies paid will be issued, but less the 3% transaction fee , within 14 business days.
For all bookings: ONE WAY , BY THE HOUR and DAILY HIRE is cancelled by the Customer less than 48 hours but more than 24 hours from the start of the hire period, only 50% of all monies paid will be refundable, but, less the 3% transaction fee within 14 business days.
If a booking is cancelled by the Customer less than 24 hours from the start of the hire period, the entire amount paid will be non-refundable.
For wedding bookings, if cancellation occurs 30 days prior to the start of the hire period, the deposit will be non-refundable.
In the case of multiple vehicle bookings cancelled by the Customer within 7 days before the start of the hire period, 100% of all monies paid will be non-refundable.
Should the customer fail to appear at the designated pickup point at the scheduled time within 60 minutes (for airport pickup )and 30 minutes (for address pickup) ,we will cancel the booking and all monies paid will be considered non-refundable.
For all jobs waiting time charges will apply according the car(s) in service.Only first 60 minutes ( for airport pickup ) and 30 minutes ( for address pickup ) are free of charge.
To ensure a smooth process for postponing bookings, we kindly request that any changes be made with a minimum of 48 hours’ notice prior to the initial booking. Failure to provide such notice will result in automatic cancellation of the booking, with the entire amount paid deemed non-refundable.
Furthermore, each booking may only be postponed a maximum of two times from the original booking date, with each postponement requiring at least 48 hours’ notice beyond the previous rescheduled date. Upon the second postponement, the booking will be canceled, and the full amount paid will remain non-refundable.
Once a client has initiated a postponement request, they forfeit the option to cancel the booking and request a refund. It’s important to note that any booking that has been postponed at least once and maximum twice is ineligible for a refund.
When a booking is confirmed, our clients can reschedule it if they notify us at least 48 hours before the original appointment time. They are allowed to reschedule up to two times. If the client misses the first rescheduled appointment, the payment will be kept in their account for 30 days.During this period, they must arrange the second rescheduling. If the client fails to reschedule the second postponed appointment within the given timeframe, the entire payment becomes non-refundable.

Exceeding the designated luggage capacity of our vehicles may lead to the cancellation of your trip and incurring full charges. Please note that luggage limits are specific to each vehicle type.Before traveling please read in our Terms and Conditions : Requirements for Booking Transportation.

Prior written consent is required for any animals apart from guide and hearing dogs. If not , additional charges may apply for accommodating other pets or we may even cancel your trip without any refund in place.

At VIPCARS Chauffeurs, we strictly adhere to child restraint laws, which apply to children up to 135 cm in height or 12 years of age. Failure to comply may result in service refusal and potential booking cancellation without any refund in place . It is the responsibility of the parent or guardian to ensure the child’s safety throughout the journey.

CONSUMER RIGHTS

Customers have legal rights concerning service quality; guidance is available from: Citizens’ Advice Bureau(www.citizensadvice.org.uk ) and Trading Standards (www.gov.uk/find-local-trading-standards-office)

These terms do not affect customers’ statutory rights.

COMPLAINS

Customers should report any issues within 7 days of the booking for resolution by email at : office@vipcarschauffeurs.com .

We aim to address complaints promptly and may offer refunds or account credits, at our discretion within 30 working days.

INTELLECTUAL PROPERTY AND LICENSE

All intellectual property rights related to VIPCARS Chauffeurs are owned by V.I.P.Cars Ltd .

DATA PROTECTION AND PRIVACY

Customer data is handled in accordance with our privacy policy.

We use third-party payment processors with PCI-DSS certification.

COOKIES AND PRIVACY

By using our website, you agree to our use of cookies; refer to our privacy and cookie policies.

PROMOTION TERMS

Promotional offers are subject to change; we reserve the right to revoke offers in case of suspected fraud.

TERMS and CONDITIONS UPDATES

We maintain the right to modify the terms and conditions at any time.