Please read these terms and conditions carefully. We are happy to clarify anything, please just ask.

Definitions 

“You”,”Your” and “Hirer”  refers to the person who is the customer

“Booking” the confirmed details to contract the hire of a vehicle, which includes payment of the booking fee and/or full payment.

“Customer” means the person nominated as the hirer and named as the Hirer on the Rental Agreement.

“Booking Fee” means the amount paid at the time of Booking to confirm your hire and secure the Vehicle.

“This Agreement” means the Booking Confirmation, Rental Agreement and these Terms and Conditions.  In the case of any discrepancy the provisions of these terms apply.

“Depot” means the location of the Vehicle collection and drop off as per the Booking

“Driver/Drivers” means the named person or persons on the booking insured to drive the Vehicle

“Final Payment” means payment of the remaining Vehicle Hire Charge, Security Deposit, Excess, optional extra’s and surcharges.

“Incident” means any event that has caused damage to the Vehicle either by the Hirer or another person, any third-party property or breakdown to the Vehicle.

“Insurance Excess” means the excess amount payable (typically £750) sometimes more, in the event that the estimated cost of repair exceeds this amount. The excess amount payable is per Incident. This amount is taken as a deposit on the Hirer’s card.

“Non-insurable Damages” means the Hirer is responsible for all damage costs and expenses incurred as a result of offences against the Road Traffic Accidents, other Incidents and any other costs arising from non-insured damages found during the Post Hire Inspection. This can be up to the full value of a like for like replacement vehicle.

“Campervan” means the vehicle as stated on the Rental Agreement and any replacement or substitute Vehicle which may be provided at the discretion of the Company.

“Rental Period” means the period of hire of the Vehicle as stated on the Booking and Rental Agreement including any agreed variation from the original Booking.

“Security Deposit” means a deposit of £750 to be made by the Hirer to Smart Sleepers. The Security Deposit is used for the following but not limited to, traffic violations, low or incorrect fuel, cleaning fees, repairs, surcharges and insurance excess.

1. Hire Charges

Hire rates quoted at the time of Booking include:

• 120 miles per day allowance, unlimited Mileage allowance on hires of 7 days or more
• UK & EU Roadside Assistance. Smart Sleepers hires include roadside assistance to cover any mechanical faults.  Any call out charges relating to hirer or driver error including but not limited to, the wrong fuel, insufficient fuel or DEF, clutch burnout, improper user of the handbrake, lost keys, flat battery, etc will be the responsibility of the Hirer.
• Handover prior to hire
• Kitchen equipment
• Electric Hook-up cable
• Projector and screen
• Standard £750 excess
• Up to 2 family pets
• Gas bottle with variable amount of gas after system testing *Please note Smart Sleepers do not provide a Full Gas Bottle at the start of the Hire*

Optional Extras:

*All optional extra product, Booking fee and Security Deposit are required to be paid in full upon request, typically 1 working day prior to the hire collection date* 

• Additional driver £15 per hire
• Unlimited mileage allowance £25/night, capped at 6 nights

 

2. Payments

The Booking fee that forms your deposit, which is 50% total hire price is payable at the time of making the Booking and is non-refundable. A Booking is only confirmed by an email from Smart Sleepers and the Booking Fee paid. Smart Sleepers terms and conditions and cancellation policy apply from this point forwards.

Payment of the remaining Vehicle Hire Charge plus security deposit (£750) is due typically one day prior to the hire commencement. If the Booking is made within one week of the hire commencement then the full Vehicle Hire Charge is due at the time of booking. The Security Deposit will remain payable at the hire commencement.

Smart Sleepers reserves the right to cancel the booking if the remaining balance is not received before pick-up, in this event no refunds will be due to the Hirer.

3. Cancellations & Refunds

The Booking of a Vehicle Hire online is protected, in part, by the distance selling regulations that protects and provides the Hirer with UK consumer rights.  However, Campervan hire is considered the same as booking for services such as car hire, booking a flight or theatre tickets, meaning it is exempt from the distance selling regulation protection that entitles the Hirer to a 7-day cooling off period.  Therefore, once the Booking is confirmed by Smart Sleepers there is no entitlement to a refund if the Hirer subsequently cancels.

If you cancel prior to receiving confirmation of the booking, you are entitled to a full refund. The refund amount is all payments made up to the cancellation date and is paid up to 28 working days after notification of the cancellation in writing.

Cancellation charges

Once a Booking Deposit has been paid and the Booking confirmed, no refund can be given, the Booking can only be re-arranged for a future date when the Hirer gives Smart Sleepers at least 21 days of notice before the Hire date.

A no show is deemed as a same day cancellation.  The booking will be cancelled, and all hire charges will be forfeited by the Hirer. Smart Sleepers cannot postpone or transfer money from one booking to another for a no show.

4. Booking Amendments

On completion of a Booking the Rental Period, Vehicle and Collection Location are deemed to be confirmed.

In the unlikely event that the Campervan originally booked cannot be supplied Smart Sleepers reserves the right to substitute it for a comparable vehicle to that booked. If the daily rental cost of the substituted vehicle is higher than the original hire charge then no additional charges will be levied on the hire. If the daily rental cost of the substituted vehicle is lower than the original hire charge then a refund of the difference will be given. Substitution of the Campervan does not entitle the Hirer to any refund nor does it constitute a breach of this agreement. If the Hirer does not accept the replacement vehicle offered, the Booking will be deemed cancelled and clause 3 will apply. If no replacement vehicle can be offered by Smart Sleepers, the booking will be cancelled and the Hirer will be refunded in full, in this instance the Hirer is not entitled to claim any consequential losses incurred from Smart Sleepers.

If the Hirer wishes to change the Campervan, pick-up dates, Drop-off location, Smart Sleepers will try to accommodate the request.  If the daily rental cost of the substituted vehicle is higher than the original hire charge then the Hirer will pay the increased charges.  If the daily rental cost of the substituted vehicle is lower than the original hire charge then no refund will be given. 

Smart Sleepers may extend the Rental Period at the request of the Hirer subject to availability. The Hirer will pay additional charges incurred as an additional payment prior to the commencement of extension of hire. In the event of an agreed and paid for extension the new date agreed for the return of the Vehicle shall then become the revised for the Rental Period

5. Eligibility, Proof of Identification and Driving Licences

Confirmation of the Booking will be sent to the Hirer by email. A subsequent administration process will be completed to accurately process the Booking and provide the adequate level of insurance cover for the Rental Period.

The Hirer is required to provide Smart Sleepers with Identification documents and documentation for each Driver named on the Booking as requested both during the online booking process and also when collecting the vehicle. Smart Sleepers cannot release the vehicle without these items being present. Identification documents required are:

• 2 items of proof of residential ID of the Hirer and all named drivers matching the address stated on the Booking (utility bill, bank statement or credit card statement, Polling card, Loan statement, Tax return, Student loan, TV License) dated within 6 months of hire

 

• Valid driving licence for each Driver (Non-UK drivers will also require a copy of a valid passport)

 

 

• Valid DVLA check code for each Driver (Not applicable for Non-UK driver)

The Hirer will notify Smart Sleepers of any changes to any of the above identification prior to Rental Period. Failure to do so could invalidate the Vehicle Insurance.

Smart Sleepers reserves the right to cancel the hire if, at the commencement of hire, the Drivers’ licences are invalid or not in accordance with the required conditions or if insurance is declined for any reason.

Smart Sleepers reserves the right to decline hire to any person at any time without reason.

Smart Sleepers reserves the right to vary the conditions of Booking at any time, prior to the Hirer final acceptance of the contract.

By signing to accept these terms, the Hirer confirms that the information he has given is true, complete and correct, to the best of their knowledge and belief, and undertakes to inform Smart Sleepers of any changes thereto immediately.

The Hirer agrees that he or she is responsible for all costs, expenses and fines (including parking and congestion violations) which may be incurred during the Rental Period as a result of a breach of any Road Traffic laws, except where the breach is due to the fault of Smart Sleepers. *Each individual violation is subject to an admin fee of £25

6. Collection and Return of the Vehicle

The hirer agrees and understands that the Campervan collection time is usually 2:00PM on the day of collection.

A Pre-Hire Inspection of the Campervan will be carried out at the time of collection. The Hirer or Driver is advised to inspect the vehicle themselves before they leave with the Campervan.

The Hirer agrees and understands that the Campervan return time is usually 11:00AM on the final day of the Rental Period. Smart Sleepers have a strict no late return policy.

Should the unauthorised late return of the vehicle make Smart Sleepers liable for extra costs (e.g. compensation for the next hirer), Smart Sleepers reserve the right to pass on these costs to the Hirer and deduct from the deposit.

No refund is given for the early return of the Campervan.

All returned Vehicles must be returned undamaged, with the same or a higher fuel level when collected, all rubbish and personal belongings removed and the interior clean and in the same condition as when collected *Failure to comply with this clause will incur additional costs.

Please note, there are no facilities at the Smart Sleepers Depot for emptying rubbish or waste, so all waste MUST be emptied prior to return. Any applicable charges due following the Post-Hire Inspection will be deducted from the Security Deposit prior to the Refund being made. Should the charges exceed the amount of the Security Deposit the Hirer will be liable to pay the additional amount within 7 days of the Company notifying the Hirer.

The return of the Campervan will be confirmed by the Post-Hire Inspection signed by Smart Sleepers. If a full Post-Hire Inspection has been carried out and charges incurred then the Hirer will be able to view any additional charges by email. Hirers are advised to inspect the motorhome upon return in the presence of a Smart Sleepers employee.

It may be possible to collect the Campervan early, requests should be sent to hello@smartsleepers.co.uk and will be confirmed or declined by Smart Sleepers via email or WhatsApp to the Hirer. If confirmed, additional charges may apply.

Unapproved or non-returns of the Campervan will incur additional costs.

The Hirer is responsible for the care and security of the vehicle for the duration of the Rental Period and agrees to return the Campervan to Smart Sleepers in the same condition as the Pre-Hire Inspection. The Hirer will be liable for any costs and charges relating to additional damage caused during the Rental Period as per Clause 14.

7. Other Charges 

• Valeting fee *For any reason = £75
• Any evidence of smoking*Including smell = £100
• Diesel Refuelling = Minimum £35 fee plus £2.50 per litre *Per litre charge is subject to market fluctuation
• DEF refuelling = Minimum charge of £20 and up to full tank
• Admin fee for processing damage *Per damage = 10% of damage
• Late return after 11:00AM = £10 every hour (plus any additional costs incurred by Smart Sleepers for late collection of the next Hirer)
• The cost of any damage to the Vehicle or third-party property, subject to the standard insurance or excess cover are subject to an additional administration charge
• All parking fines, penalty fees and notices are subject to an additional administration charge
• Any additional costs over and above the security deposit value should damages exceed the insurance deposit value
• Smart Sleepers reserves the right to recover full costs in the case of gross negligence to return the Campervan to its original state.

8. Insurance  
   The Vehicle Hire Charge includes Vehicle Insurance subject to full and accurate information and documentation as per clause 2. Payments, for the Hirer and for each named Driver. The Vehicle is insured for the Rental Period only. Unauthorised late return of the vehicle will invalidate the Vehicle Insurance and will be classified as an offence under the Road Traffic Act. The Hirer is responsible for any consequences of driving an uninsured vehicle.

Except in the instances listed below, where the hirer accepts full liability for costs:

• Roof and/or awning damage
• Gross Negligence
• Any internal damage
• Associated Damage Costs
• Windscreen, wingmirror and tyre damage
• Fresh water tank or fuel tank/DEF tank contamination

The insurance excess applies in respect of each separate insurable damage claim during the Rental Period.

Insurance cover cannot be provided unless the Final Payment is made. The Company reserves the right to cancel the Booking if the Final Payment is not received when requested, prior to the Rental Period. In these circumstances the Company reserves the right to recover any costs or losses from any payments previously received.

Should these Terms and Conditions not be adhered to, the Hirer will be liable for all charges relating to any damage arising during the period of hire.

Optional extras can only be purchased prior to commencement of the Rental Period currently but Smart Sleepers reserves the right to extend these products to be sold on the day of collection.

Insurance surcharges are based on the Driver information provided prior to the Rental Period.

Note: *At the time of publishing these Terms & Conditions, but subject to changes* Insurance can be provided for drivers between the ages of 21-79. Insurance cannot be provided for drivers with more than 9 current driving endorsement points or drivers who have held a licence for under 2 years. All drivers are subject to be reviewed by our insurers before approval.

Incidents must be reported to the Company within 24 hours.

The Vehicle Insurance policy excess is £750 in respect of each and every Incident resulting in damage to the Vehicle, the hirer shall pay to the Company an amount up to the appropriate excess on such Vehicle Insurance, towards or in settlement of the cost of making good any such damage on a full indemnity basis and the cost and expenses incurred by the Company in proceeding to recover the same from any Third Party.

9. Security Deposit  
   The Security Deposit will be held by the Company and refunded within 28 working days after the Rental Period providing there is agreement by the Hirer to any post-hire charges to the Deposits, refunds may take longer in the event of any non-standard post hire charges arising.

The Hirer irrevocably authorises Smart Sleepers to deduct from Deposits any amounts due to Smart Sleepers, arising out of this agreement.

In the event that damages and charges exceed the amount of the Security Deposit the outstanding balance becomes due 7 working days following notification of the charges by Smart Sleepers.

The Security Deposit will be refunded less any non-insured costs and any upfront costs not paid within 28 days of the return date.

10. Travel To The EU
    Smart Sleepers allow any vehicle to be taken out of the UK and into the EU only, therefore we must be made aware in writing if this is your intention, for the insurance policy to be made correct and the provider notified. In the event it is discovered that the Campervan has been taken into the EU during the hire, without our knowing, Smart Sleepers will report the vehicle stolen to the authorities and request the immediate return of the Campervan and the hirer will forfeit their full security deposit and will not therefore be entitled to a refund.
11. Conditions and Limitations on Use
    The Hirer Agrees to:

• protect the interests of the Company and the Company’s Insurers by ensuring the Vehicle is always locked and windows closed when unattended and the keys are secure.
• to drive only on a maintained public highway, private road or driveway;
• not carry more passengers than the seatbelt capacity of the vehicle or allow the vehicle to be overloaded;
• not operate the vehicle or permit the vehicle to be operated in any way that would violate this contract, including but not limited to carrying passengers or goods for hire or reward;
• not to participate in motor sport events;
• not to propel or tow any vehicle or trailer;
• not to allow any person to drive when unfit through drink or drugs or with blood alcohol concentration above the limit prescribed for the time being by Road Traffic Legislation;
• not to violate any law, ordinance or regulation;
• not to allow any person to drive under authority of any licence other than his own;
• not to drive in a reckless or imprudent manner.
• not to allow any other person to drive other than those Driver’s named on Booking
• not travel the campervan out of UK or EU countries.

In the interests of security and safety, all Campervans are fitted with a tracker.

A Campervan is unstable over 70 mph. The Hirer may be charged £100 per night when this limit is exceeded. All speed limits must be followed and abided by.

12. Road Toll Fees, parking and other fines
The Hirer is responsible for all Road Tolls & Congestion fee’s. The Hirer is advised to pay these in advance of the journey.

Non-payment of Road Toll fees will incur a charge being added to the Booking to the equivalent of the original fee, any fines imposed and an administration fee of £45 per notification of non-payment received by the company.

All parking, road-traffic or other legal violations are subject to a minimum £25 administration fee. If required, the relevant details relating to the hire will be given to the necessary authorities.

13. Problems, Incidents and Accidents
    Smart Sleepers will carry out a full inspection prior to each hire and the hirer will be shown how to operate the systems in the campervan. Should an onboard system fail during the Rental Period, Smart Sleepers will use best endeavours to remedy the problem but in some circumstances, this may not be possible, in this instance Smart Sleepers cannot be held responsible and will not refund any monies nor have any obligation to provide a replacement motorhome.

Smart Sleepers cannot and will not be held responsible in the event of any damage or inconvenience caused by weather, for example freezing conditions, flooding, etc.  This is the responsibility of the hirer and any damage will be subject to being charged to the hirer.

Should you experience any difficulties with the operation of the Vehicle during the Rental Period, please contact your Smart Sleepers contact number, the relevant roadside assistance company may require your phone assistance prior to them attending your location.

Smart Sleepers shall have sole right and responsibility to repair the Vehicle. The Hirer is authorised to request emergency repairs up to the value of £50. Repairs costing in excess of £50 must be authorised by the Company prior to the work being undertaken. The Hirer remains responsible for all in Hire repair costs.

In the event of an Incident that results in damage to the Vehicle or the involvement of a Third Party, the Hirer must report the Incident details to Smart Sleepers within 24 hours of the Vehicle being damaged and complete and deliver to Smart Sleepers the relevant Incident report within 4 working days of receiving the Incident report from Smart Sleepers.

The Hirer shall pay or reimburse Smart Sleepers against all losses, liabilities, costs, actions, claims or demands which it may incur or have brought or made against them in relation to the Vehicle or its use and which are not recoverable under a policy of insurance whether the same is affected by The Company or Hirer.

The Hirer is responsible for the full cost of making good any damage to the vehicle caused deliberately, by improper use or by an act of negligence or user error.

In the event of insurable damage, the following charges may apply:

• A minimum administration charge of 10% of the total costs associated with the repair costs.
• The prevailing daily hire rate (maximum 7 nights per Incident) plus other associated charges, if applicable, transfer to warranty approved repairing garage and for the time incurred by the repairing garage to carry out the required repairs arising from an Incident, even if an account is forwarded to a third party.
• Hirer will be liable for associated administrative fees, plus loss of revenue at the prevailing daily hire rate (max 5 days), transfer to warranty approved repairing garage and storage fees.
• If Vehicle is stolen the Hirer should report to Smart Sleepers immediately upon detection. It should also be reported to the Police immediately and a crime reference number should be obtained and provided to Smart Sleepers.
• The Vehicle Insurance does not cover personal items or losses. We shall not be liable for any indirect or consequential losses. The Hirer is advised to take out personal travel insurance cover prior to the Rental Period.
• If any damage is due to negligence of the Hirer, the Hirer will be liable for the Insurance Excess liability, administrative fees, plus loss of revenue at the prevailing daily rate (max 5 days), diminishment of value, towing, transfer to warranty approved repairing garage, storage, impound fees. In such cases the Security Deposit shall be forfeited.
• If Hirer breaches this agreement, Hirer agrees to cease using Vehicle and to pay all expenses incurred by Smart Sleepers in returning Vehicle to the rental collection point.

14. Damages NOT covered by standard excess £750

At the commencement of hire a full inspection with photographs which will show any existing damage to the motorhome, the hirer is responsible for checking that any pre-existing damage is recorded.

On return of the motorhome a post hire inspection will be carried out and should any new damage be found the charges will be the responsibility of the hirer.  The damages listed below are NOT included in the standard excess.  The hirer is liable for the full cost of non-insurable damages

• Over-head, under side of vehicle, habitation door and step damage, incurs unlimited costs of repair to make good with a minimum charge of £2750
• Wing mirror (casing). Damage to the wing mirror casing, incurs a replacement fee of £175
• Wing mirror (glass). Damage to the wing mirror glass, incurs a replacement fee of £80
• Wing mirror lens. Damage to the wing mirror lens, incurs a replacement fee of £75
• Tyre puncture replacement incurs a replacement fee of £250
• Wheel damage refurbishment incurs a fee of £150 per wheel
• Wheel replacement incurs a replacement fee of £500 per wheel
• Windscreen damage incurs a replacement fee of £600
• Damage incurred to Hire vehicle or 3^rd party during a reversing manoeuvre full cost of repair to Hire vehicle and 3^rd party vehicle with a minimum charge of £1500 per vehicle

15. Damage charges on standard excess £750

• Exterior running light. Exterior running light that are missing or damaged, incurs a replacement fee of £175 per running light.
• Window damage. Cracked or damaged window incurs a replacement fee of £400 per window.
• Habitation window (scratches). Scratched or scarred Habitation window incurs a repair fee up to £750 per window.
• Vehicle body marks (dinks, scuffs & light scratches). Marks to the habitation body, incur repair fee of £500 per dink, scuff or scratch.
• Flyscreen replacement of £375
• Skylight replacement. Skylight window damage incurs a replacement fee of £495 per skylight window
• Skylight mechanism damage. Skylight window winding mechanism damage incurs a replacement fee of £350 per skylight window.
• Skylight blind damage. Skylight window blind damage incurs a replacement fee of £175 per skylight window.
• Light clusters. Damage to rear Light cluster are subject to a bumper replacement charge up to £1200
• Light or indicator replacement fee of £125
• Side marker of £99
• Wheel Arch. Damage to wheel arch incurs a replacement fee of £400
• Front or rear Bumper replacement fee of £1200
• Vent flue cover, requires full replacement fee of £145
• Hob and sink glass replacement fee of £750
• All punctures to the bodywork will incur full excess liability £750

All/any Interior (habitation) damages including:

• Interior lights. Broken or damaged interior lights are subject to a £95 replacement charge per light.
• Interior scrapes and scuffs. Flooring, doors, work surfaces, cupboards, shelves, seating and bed structure, and interior walls found with scuffs or scratches are subject to a £500 repair charge for each.
• Upholstery damage, curtains, blinds & nets charged at £100 per item
• Appliances, including but not limited to, taps, heater, electrics, fridge and microwave will all be charged at the full excess £750 (standard).
• Floor damage leading to replacement charge up to £2000.

All damage sustained to driver cab will be assessed on an individual basis. Hirer is liable for the full cost of repair up to standard insurance excess.

Damage not itemised on Exterior damages or Interior damages list, charged at the cost of replacement, parts & labour @ £125 per hour.

Time Off Road Fee. All damages are subject to a time off road fee. The time off road fee is charged at a daily rate of £95 per day and is for the loss of revenue attributed to repair time. Depending on the extent of the damages, the time off road fee is added to the final charge applied. The minimum time off road is 0.5 days. The maximum time off road is 5 days.

Associated Damage Costs charged at the prevailing rate.

16. Complaints Procedure

Complaints should be submitted by email to hello@smartsleepers.co.uk to be received by Smart Sleepers as soon as possible to allow an effective investigation to ensue. Acknowledgement of complaints will be sent within 5 working days.

As a customer centric Company we respectfully request that the Hirer gives us the chance to resolve any complaint prior to writing an online review so that we have a chance to resolve any issues or complaints prior to the review being written.

17. Governing Law
    This agreement is governed by and construed in accordance with the Laws of UK.  All disputes arising out of or in connection with the agreement shall be subject to the jurisdiction of the UK Courts.
18. Property Left at Hirers Risk
    All property left in motorhomes at hirers own risk. Smart Sleepers accepts no responsibility for recovering property, however we will try our best to keep it safe for you to recover it from us ASAP.