HCS Terms and Conditions
1. Only the hirer named on the hire proposal form may drive the lorry. Additional drivers can be added by providing their information.
2. Drivers must be aged between 25 and 75.
3. Drivers must have held a valid UK or EU driving licence for at least two years by the pick-up date.
4. All drivers must complete a 'Hire Proposal Form' and sign a copy of the terms and conditions before driving the horsebox.
5. The horsebox must not be used for hire and reward, illegal purposes, driving instruction, driving under the influence of alcohol/drugs, racing, pace making, testing its reliability, or outside England, Wales, or Scotland without prior arrangement.
6. The horsebox will be provided clean and with a full tank of diesel. It must be returned clean and free of droppings, hay, mud, or belongings. Failure to do so may result in retaining the deposit.
Terms of Hire
1. A £50 booking payment is required via online booking for self-drive hire. Full payment is due within 24 hours of the hire start date. For bookings made within 7 days of the hire date, full payment is required at the time of booking.
2. A £200 damage deposit must be paid within 24 hours of the hire start date. If no damage occurs, this will be refunded in full within 24 hours after the hire ends.
3. The following documents must be emailed at least 24 hours before the hire begins:
- Photocopy/photo of current UK or EU driving licence for all named drivers (front & back)
- Proof of age (25-75, shown on the driving licence)
- Proof of a minimum of two years of driving experience
- Proof of no licence suspension in the past three years
- Proof of no more than one fault accident in the past three years
- Proof of no more than two driving convictions with no more than six points per conviction
- Proof of no BA, DD, or UT convictions
- Two utility bills dated within 90 days to confirm identity/address
- Complete a driving licence check on https://www.gov.uk/view-driving-licence and agree for HCS Horse Transport Ltd to access the code and licence details.
4. Complete and sign a Handover Condition Report before the hire begins and after the hire ends.
5. A full day hire includes 250 miles. Additional miles can be arranged at extra cost.
During Hire
1. The hirer is financially liable for any insurance excess due to damage.
2. The hirer collects the horsebox at the agreed start time, there will be 30 minutes before and after the time agreed. If the hirer is more than 30 minutes after the agreed time, the hire may be terminated.
3. The hirer will drop off the horsebox at the agreed finish time. There will be 30 minutes before and after the time agreed. If the hirer is more than 30 minutes after the agreed time, the late surcharge will be deducted from the damage deposit.
4. Secure and look after the keys. Keep the horsebox locked when unattended.
5. Consider travel routes in adverse weather conditions.
6. Only use diesel (not red diesel) for refueling.
7. Do not sell, rent, or dispose of the horsebox or its parts.
8. Do not grant legal rights over the horsebox.
9. Do not allow any unauthorised work on the horsebox.
10. Report any faults immediately and refer to breakdown information.
11. Return the horsebox to the designated address on time and in good condition.
12. The hirer is responsible for any loss or damage caused by negligence or misuse.
13. Repair costs must be paid within 14 days.
14. Remove all personal belongings before returning the horsebox. HCS Horse Transport Ltd is not obliged to return any personal belongings.
15. The horsebox is insured for UK use only.
16. The horsebox has a maximum capacity of three people.
17. Adhere to load and weight regulations; fines for overloading will be charged to the hirer. Maximum payload 1000kg.
18. Ensure all horses travel with their passports and are insured to travel.
19. No refunds for early returns.
20. Any faults or malfunctions after handover will be rectified as soon as possible.
21. HCS Horse Transport Ltd reserves the right to refuse hire if the hirer is deemed unsuitable.
22. An emergency service is available in case of breakdown or accident.
23. Use of the gas stove is forbidden unless prior agreement with HCS Horse Transport Ltd.
24. Upon agreement of the gas stove usage, DO NOT leave the gas stove unattended whilst in use and ensure the correct use is applied and the stove is turned off when not in use.
25. Horses are travelled at owners risk and owner's responsibilities to HCS Horse Transport Ltd and our horsebox can be invaluable.
Drop off and collection service
1. The hirer must contact HCS Horse Transport Ltd with the collection and drop-off postcodes and suitable timings for a quote, which must be paid in full within 24 hours of the hire date.
2. The drop-off and collection service is subject to availability.
3. HCS Horse Transport Ltd reserves the right to refuse this service upon arrival at any time for any reason.
Surcharges
1. Excessively dirty interior or exterior: £50
2. Smoking in the horsebox: £50
3. Not returning with a full fuel tank: Cost of diesel plus £30
4. Damage to the horsebox: Insurance excess of £500
5. Fines for parking, speeding, congestion, clamping, etc.: Total cost plus administration charges, plus court costs
6. Charges arising from HMRC or Immigration Authorities seizing the horsebox
7. Late returns: £10 per hour
8. Lost or damaged keys, the hirer will be liable for the full cost of the replacement.
Damage Deposit
1. A refundable Rental Damage Deposit of £200 is payable in advance to cover any damage or loss caused to the horsebox or its equipment.
2. The condition of the horsebox upon its return will be compared to its condition at pickup, as detailed in the Handover Condition Report and the Return Report.
3. If the horsebox is returned in the same condition as at the Pick Up Date, with a clean interior and no extra charges, the Rental Damage Deposit will be refunded within 24 hours after hire ends.
4. If the horsebox is returned in a worse condition than at the Pick Up Date, the costs for repairs, replacement, or cleaning will be deducted from the Rental Damage Deposit, up to the full £200, regardless of the cause (including damage by horse or other people).
5. Lost or damaged keys, the hirer will be liable for the full cost of the replacement and the first £200 will be taken from the damage deposit.
6. This paragraph does not affect HCS Horse Transports Ltd's right to recover any additional amounts due beyond the Rental Damage Deposit for damage or loss caused to the horsebox during the Rental Term, whether under these Terms or otherwise.
Cancellation Policy
1. Cancellations up to 14 days before the hire date: hire refund minus deposit (£50)
2. Cancellations 13-7 days before the hire date: 50% hire refund minus deposit (£50)
3. Cancellations within 7 days of hire commencement: The hirer is responsible for covering the full cost of hire and the deposit (£50).
4. A change of date can be arranged within 7 days of the hire date.
5. A deposit refund will not be issued under any circumstances.
6. Every effort is made by HCS Horse Transport Ltd to ensure the horsebox is available when booked; however, in events beyond HCS Horse Transport Ltd's control where the horsebox is not available, a full refund will be given.
In the Event of an Accident
1. HCS Horse Transport Ltd is not responsible for any loss, damage, or expense from an accident.
2. Obtain names and addresses of all involved, including witnesses, and take photographs.
3. Contact the police in case of injury or disagreement on responsibility, and secure the horsebox before contacting HCS Horse Transport Ltd.
4. Contact HCS Horse Transport Ltd at the earliest opportunity.
5. Fill out the motor accident report form located in the glove box.
Driven Transport
1. A booking payment of £50 will be required to secure the date.
2. Ensure all horses travel with their passports and are insured to travel.
3. Full payment to be made prior to pick up.
4. All of the above terms and condition also apply to driven transport bookings.
5. Horses are travelled at owners risk and owner's responsibilities to HCS Horse Transport Ltd and our horsebox can be invaluable.
Information Disclosure
If any hire conditions are not met, HCS Horse Transport Ltd can disclose the provided information to relevant authorities and organisations as allowed by the Data Protection Act 1998.
