Terms and Conditions

These Terms and Conditions constitute the entire agreement regarding the provisions of car booking and/or account services by VIP CAR SERVICE LTD (Company Registration Number in England and Wales: 10335760 licensed by Public Carriage Office and Private Hire Operator number is 0096040102 Registered and Contact office address is 1 Furzeground way, Stockley Park East, Uxbridge, UB11 1BD, Telephone Number: 0333 444 3300 trading as “WeDriveLondon” Completion of the booking with WeDriveLondon is your unconditional acceptance of the Terms and Conditions set out in this agreement.

In these Terms and Conditions the expressions “we” and “us” refer to WeDriveLondon and “the Customer” and “you” “Company” refers to any passenger or passengers carried in the private hire vehicle.

1.0 Credit and Debit Card Services

1.1 When making a booking with a Credit or a Debit Card the Customer agrees to pay a card handling fee, as detailed in clause 1.2 will be payable.

1.2 In accordance with clause 1.1 the following fees will be payable on credit or debit card transactions.

Transaction Type

Charge per transaction

Debit Card

 0%

Credit Card

0%

Business Card

0%

 

All Prices are exclusive of VAT charged @ 20%

2.0 Cash Services

2.1 When making a payment for a transfer in cash (“Cash Services”), the contract shall be made by WeDriveLondon acting as an agent for the chauffeur (as principal) resulting in the Customer entering into a direct contract with the chauffeur. Such Contract shall be subject to these Terms and Conditions.

2.2 In consideration for the performance of the Cash Services, the Customer shall pay the Charges to the Chauffeur (as principal) upon completion of the transfer. However, the Chauffeur in their discretion could request payment upfront.

2.3 In respect of Cash Services, payment shall be made in cash and the chauffeur shall not accept any other form of payment. However, card payment can still be administered by contacting WeDriveLondon prior to the end of the journey where payment will be taken over the phone. The charges set out in clause 1.2 will apply.

2.4 If you require a receipt for your journey which has been paid in cash, we must advise you that drivers are self-employed and are not registered for VAT. Therefore, any receipt given by the driver for a cash payment will not include VAT or have VAT added.

3.0 Booking & Booking Confirmation

3.1 The price quoted at the time of making the booking will be the price payable subject to any additional charges including, but not limited to, reasonable repair or cleaning charges as set out in clause 4.1, extra luggage requirements as set out in clause 4.6 and additional waiting times including parking tariffs as set out in clauses 4.9 and 4.10. WeDriveLondon also reserves the right to amend the quotation if there is any material change to the original itinerary, the number of passengers or the type of vehicle required.

3.2 The price quoted takes into account our chosen route between initial pickup and final destination and there will be no negotiation between you and the chauffeur as the price is payable for the journey owing to the route taken by the chauffeur.

3.3 We reserve the right to provide an upgraded vehicle type from the original booking.

3.4 If a Booking is cancelled by you, WeDriveLondon will charge a Cancellation Fee as set out Clause 4.2.

3.5 Bookings made through the WeDriveLondon website will result in an automatic WeDriveLondon Journey Acknowledgement email being sent. You are responsible for checking that the details received from WeDriveLondon are correct.

3.6 Telephone bookings made direct through WeDriveLondon will result in a “WeDriveLondon” email being sent. You are responsible for checking that the details received from WeDriveLondon are correct.

3.7 WeDriveLondon will not accept any responsibility to refund any customers who do not wait for their Chauffeur and take an alternative mode of transport.

3.8 WeDriveLondon accept no liability for the incorrect address being given by you when the booking was made. Any additional mileage incurred owing to the incorrect address being provided by you will incur additional charges per mile which will be calculated at a rate dependent upon the vehicle being used.

3.9 All booking times advised or made on the booking will be assumed to be for United Kingdom times only.

3.10 WeDriveLondon will not allow drivers to accompany any minors of less than 16 years of age except in exceptional circumstances and with prior written consent from the parent/guardian. Therefore it must be made clear at the time of the booking that this is the case. WeDriveLondon may refuse to accept the passenger who is a minor on collection and indeed may ask the passenger for the proof of age. WeDriveLondon accept no liability for any costs or delays caused by your failure to inform us.

3.11 Chauffeurs do not carry car seats as a matter of course, but on request WeDriveLondon will take reasonable endeavours to provide baby seats or child booster seats free of charge. However you are responsible for fitting the seat and satisfying yourselves that the seat is suitable for your child needs and for the safety of your child whilst within the vehicle.

3.12 At the time of the booking the customer must clearly inform WeDriveLondon that they wish to transport any domestic animals within the vehicle. All domestic animals, other than Guide dogs who are exempt from this requirement, must be carried in a suitable locked box or cage, if appropriate and/or be suitably restrained. If WeDriveLondon have not been informed of this requirement at the time of the booking, the Chauffeur reserves the right to cancel the booking with the full fare still being chargeable.

3.13 You must allow sufficient time when booking your transfer to allow for the check-in times required and for any delays that could be caused by the traffic conditions along the route. WeDriveLondon shall not be responsible for any delay caused by your failure to allow enough time to reach your destination or if you or the persons who are being carried are not ready for collection at the agreed time.

4.0 Fees and Charges

4.1 WeDriveLondon will charge a minimum of £100 for reasonable repair or cleaning charges in the event of spillages in the vehicle or in the event that any Customer vomits in or otherwise soils, contaminates or damages a passenger vehicle.

4.2 WeDriveLondon reserves the right to charge the following fees as a result of a booking being cancelled before booked delivery time.

 

For Mercedes S Class / V Class & E Class

Cancellation Period

Charge

More than 24 hours notice

0% Cancellation Fee

Between 12 hours and 24 hours

50% Cancellation Fee

Between 12 hours and 0 hours

100 % Cancellation Fee

No Show

100% Cancellation Fee

 

For Mercedes Range Rover / Bentley Muslanne & Rolls Royce (For Transfers Only)

Cancellation Period

Charge

More than 48 hours’ notice

0% Cancellation Fee

Between 48 hours and 24 hours

50% Cancellation Fee

Between 24 hours and 0 hours

100 % Cancellation Fee

No Show

100% Cancellation Fee

 

For Range Rover / Bentley Muslanne & Rolls Royce (For As Directed journeys and Weddings)

Cancellation Period

Charge

More than 2 Months

25% Deposit Retained

Between 2 Months and 1 Month

50 % Cancellation Fee

Between 1 Month and 0 Days

100 % Cancellation Fee

No Show

100% Cancellation Fee

 

* If paid by Credit or Debit card a £5.00 processing fee will be deducted for processing the refund.

4.3 All cancellations must be made via an email to which you will receive Cancellation email confirmation from WeDriveLondon. If you do not receive an email from WeDriveLondon confirming the cancellation we have not received your original request to cancel the booking. In this circumstances please call +44 (0) 333 444 3300 immediately.

4.4 Bookings made for services on the following times and dates will be subject to an additional 50% surcharge on published prices: 12:00 hours on 24th December to 23:59 on 26th December, in any year and from 12:00 hours on 31st December to 23:59 on 1st January, in any year.

4.5 To ensure we send the correct vehicle in terms of passenger and/or luggage capacity it is important that the correct passenger and/or luggage requirement for the requested vehicle is booked. If there are additional passenger and/or pieces of luggage on pick up this may result in WeDriveLondon not being able to safely load the vehicle and may result in the transfer not being able to be carried out and delays in your onward journey.

Please note any wheel chairs, golf bags or push chairs count as 1 piece of luggage. You are responsible at the time of booking to inform WeDriveLondon of any oversized luggage requirements including ski’s, snowboards, surfboards or anything else of similar size.

You must order a suitable car size for the number of passengers and luggage. Please note that a child, regardless of their age, will count as one passenger.

4.6 If the amount of luggage exceeds vehicle size selected, an additional amount equal to what the required vehicle size would be, will be chargeable.

4.7 Only luggage that can be carried on your lap will be classified as hand luggage, items of luggage that exceed this criteria will count as a piece of luggage under our booking terms and conditions clause 4.6.

4.8 For airport pickups WeDriveLondon will provide 45 minutes of discretionary waiting time from the time of the flight landing. After this time WeDriveLondon will charge waiting time as set out in clause 4.12 plus any additional car park charges.

4.9 All other journey will include 15 minutes of discretionary waiting time from the time of pick-up time, as confirmed by you at the time of booking. After this time WeDriveLondon will charge a waiting time as set out in clause 4.12

4.10 WeDriveLondon will wait for a maximum of 90 minutes after the flight has landed. Unless you have contacted WeDriveLondon to advise otherwise. Waiting times will be charged as set out in clauses 4.12

4.11 For cruise terminal pickups WeDriveLondon will provide 30 minutes of discretionary waiting time from the time mentioned at the time of booking. After this time WeDriveLondon will charge waiting time as set out in clause 4.12

4.12 Waiting Times at Airports and Cruise Terminals

Vehicle Type

Waiting Time

Charge Every 15 Minutes

Mercedes E Class

15 Minutes

£8.75

Mercedes V Class

15 Minutes

£11.25

Mercedes S Class

15 Minutes

£12.50

Range Rover

15 Minutes

£20

Rolls Royce Phantom

15 Minutes

£25

Bentley Muslanne

15 Minutes

£27.50

 

4.13 WeDriveLondon reserve the right to charge additional monies for tolls if any incurred on route.

4.14 For any extra stops or route diversions. There would be a minimum charge payable as set out in clause 4.15 which would cover up to a 5 mile radius after which another additional charge per mile would be chargeable as per the type of the vehicle booked as specified in clause 4.17 However, if you need any additional pick-up or drop off .Clients must contact the office so that we can offer you an accurate price.

4.15 Extra Stop Charges

Vehicle Type

Extra Stop Charges

Mercedes E Class

£20

Mercedes V Class

£22.50

Mercedes S Class

£25.00

Range Rover

£40.00

Rolls Royce Phantom

£50.00

Bentley Muslanne

£55.00

 

4.16 Hourly Rates are charged for a minimum of 4 hours and includes a maximum mileage allowance of 12 miles per hour. Additional mileage is chargeable as set out in clause 4.17

4.17 Hourly Rates (As Directed) and Per Mile Tariff

Vehicle Type

Minimum Hire

Rate Per Hour

Maximum Mileage Allowed

Charge Per Mile

Mercedes E Class

4 Hours

£40

12 Miles Per Hour

£4:00

Mercedes V Class

4 Hours

£45

12 Miles Per Hour

£4:50

Mercedes S Class

4 Hours

£50

12 Miles Per Hour

£5:00

Range Rover

5 Hours

£80

12 Miles Per Hour

£8:00

Rolls Royce Phantom

5 Hours

£100

12 Miles Per Hour

£10:00

Bentley Muslanne

5 Hours

£110

12 Miles Per Hour

£11:00

 

5.0 Account Services

5.1 Before WeDriveLondon can accept any Account work, the Customer/Company must first open an Account with WeDriveLondon. Once this has been approved, the Customer/Company would then have the ability to make Account bookings.

5.2 WeDriveLondon would require the customer / company to submit a credit application form in order for the company to open up an account.

5.3 By filling out the credit application form you are authorizing WeDriveLondon to conduct a credit check in order to assess your application.

5.4 WeDriveLondon reserve the right to refuse the application for the customer / company if we feel that the credit rating of your company is not satisfactory.

5.5 The decision of the credit offered on successful acceptance of the application would be sent via an Email confirming the amount of credit offered by WeDriveLondon.

5.6 WeDriveLondon will provide the company with a unique Account Number that must stay confidential and only be used by the nominated person/s in the company to make a booking

5.7 For all account services bookings, the Customer/Company must quote its unique Customer Account Number. If the Company fails to do the needful then we shall not be compelled to perform the Account Services.

5.8 Any account bookings received by the company would need to come from a nominated person or persons in the company. The names of the authorised persons shall be made available to WeDriveLondon in writing in order to authorise the booking for the company.

5.9 In order for the successful running of the credit account, the Customer / Company shall settle all Charges, and any applicable VAT as invoiced by WeDriveLondon in full , within 14 days of the date of an invoice. WeDriveLondon, at their absolute discretion, reserve the right to reduce this time period.

5.10 Payment will be accepted by direct debit, cheque, telegraphic transfer or BACS to such bank account as we shall notify the Customer. We will not accept cash unless specifically agreed between both parties.

5.11 We shall invoice the Customer / Company each month in respect of the account bookings carried out for the Company during the previous month or at such other intervals as may be agreed by the parties in writing. Each invoice will be accompanied by a statement detailing the Services invoiced. Any additional requirements will need to be agreed up front between both parties.

5.12 In the event of non-payment of any Charges by the Due Date, we reserve the right to charge and the Company shall pay interest at a rate of 5% above Bank of England Base Rate on any amount outstanding until payment is made, both before and after any judgement.

5.13 We may at any time set a limit on the total credit given to any Customer / Company at any one time and we shall not be obliged to provide Account Services once that limit has been reached. Any such limit shall be notified to the Company in writing.

5.14 Any dispute in relation to the Invoice shall be submitted, in writing, within 7 days of receipt by the Customer / Company for the relevant invoice.

5.15 WeDriveLondon reserve the right to terminate the account at any time without giving any notice and the customer / Company shall settle all outstanding invoices which are owed to us as at the date of termination.

6.0 General

6.1 All our vehicles are non-smoking; therefore customers are not permitted to smoke in the vehicle, for the avoidance of doubt this clause covers electronic cigarette (e-cig or e-cigarette) personal vaporizer (PV) or electronic nicotine delivery system (ENDS)

6.2 Customers are not permitted to consume alcohol within the vehicle. The chauffeur has the right to decline any customer who, in their opinion, is intoxicated. The full fare quoted at the time of the booking would still be fully payable.

6.3 WeDriveLondon will accept no responsibility for the loss or damage to any luggage which is transported in the vehicle. The Customer acknowledges this and accepts this position.

6.4 All Customers are required to use seatbelts at all times.

6.5 WeDriveLondon will not be responsible for any property left by the passenger in the vehicle. Where property is found it will be stored by us, in absolute discretion for a period of 28 days. The full process for dealing with Lost property can be found within our Lost Property process and is available on request. WeDriveLondon also reserves the right to charge a fee for returning the lost property.

6.6 WeDriveLondon uses their own Vehicles wherever possible but also makes use of third party companies and affiliates when required. If you require us to transport with your wheelchair please let us know at the time of making the booking as we will need to make special arrangements with third party companies to ensure that your requirements can be dealt with. If you do not advise us at the time of the booking that you have this specific requirement, WeDriveLondon cannot be held responsible if we are not able to do the Transfer due to unreceived information.

6.7 WeDriveLondon reserve the right and without prior notice to vary the prices shown on the WeDriveLondon website.

6.8 Any complaints relating to the service or the chauffeur should be made in writing within 14 days of the event giving rise to the complaint. The Complaints procedure is available on request.

6.9 WeDriveLondon will not accept any responsibility for any late arrival to destination. WeDriveLondon will also not accept any responsibility in any way for missed flights for whatever reason including, but not limited to, traffic delays, accidents, breakdowns, severe weather conditions or any road conditions out of WeDriveLondon or their Chauffeurs control.

6.10 You permit and authorise WeDriveLondon to store, process and use all information regarding your personal details in accordance with the requirements of the Data Protection Act 1998. The terms of this agreement shall prevail if a discrepancy arises between a quotation and this agreement.

6.11 This agreement contains the entire agreement between the parties relating to the subject matter and supersedes any previous agreements, arrangements, undertakings or proposals, oral or written.

6.12 Nothing in this agreement is intended to, nor shall it confer any rights on a third party.

6.13 We reserve the right to make changes to the Terms and Conditions from time to time.

6.14 Each party irrevocably agrees that courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out or in connection with this Contract its subject matter or formation (including non-contractual disputes or claims).

6.15 WeDriveLondon will refuse or terminate any booking with immediate effect if any of the Chauffeurs consider themselves to be at risk of damage, violence or abuse by you or anyone associated with you or other passengers. As soon as it is safe to do so, you will be asked to alight from the vehicle. There will be no refund given to you owing to any circumstances.

6.16 We are committed to providing Services in accordance with the Equality Act 2010. We may assist any Passenger who is not capable of boarding and alighting a Passenger Vehicle unaided, at our sole discretion but at the Passenger’s risk.

7.0 Liability & Exclusions

In the event of any claim against VIP CAR SERVICE LTD arising out of their performance of hire, the company’s liability shall be limited to a refund not exceeding the cost of the journey. VIP CAR SERVICE Ltd shall be under no liability to the Customer whatsoever for any indirect loss and/or any expense including loss suffered by the Customer arising out of a breach by VIP CAR SERVICE Ltd of these terms and conditions