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TERMS & CONDITIONS

The following terms & conditions apply to Fields & Freedom Campervan Hire only. For Caravan Hire T&C’s please see here.

Deposit & payment

A 50% deposit is required to confirm your reservation. The balance of the hire charge, along with any optional extras, must be paid no later than 4 weeks before the start of the hire. If the balance is not received by the due date, Fields & Freedom reserves the right to cancel the booking.

Security Deposit & Hirer’s Liabilities

A security deposit will be invoiced and must be available as cleared funds by the collection date. The standard deposit is £500, but it may be increased based on our insurers’ advice.

The security deposit generally limits your liability for any partial or total loss or damage to the vehicle or equipment. However, you will be fully liable for all uninsured losses, including consequential losses, in the event of:

  • Transfer of the vehicle to a third party without permission.
  • Driving illegally, such as under the influence of alcohol or drugs.
  • Allowing anyone other than the named drivers on the hire agreement to drive.
  • Damage caused by improper use of cooking or heating equipment, lighters, or candles.
  • Continuing to drive despite dashboard warning lights or faults.
  • Mis-fuelling the vehicle.
  • Reporting the vehicle stolen but failing to provide the original key and alarm fob.

Liability may also apply if you breach any other terms and conditions.

Refund of Security Deposit

Your security deposit will be fully refunded if the vehicle is returned:

  • On time and without damage.
  • With a clean interior.
  • With no loss or damage to any listed items or extras.
  • With a full tank of fuel (we operate on a full-to-full basis).

We typically process refunds within 7 days of the vehicle’s satisfactory return. If there is a reason to withhold repayment, we will contact you to explain and provide an estimated timeline for repairs or replacements. Note that third-party insurance claims may take considerable time to resolve. We will not make unfair or excessive deductions, and minor repairs due to normal wear and tear will not be charged.

Smoking/Vaping Policy

Smoking and vaping are strictly prohibited in the campervan. The hirer is responsible for covering any cleaning or repair costs resulting from smoke or vape contamination or heat damage.

Pet Policy

Pets and animals may be allowed in the campervan, but only with prior consent.

Drivers & Licence Checks

UK driving licence holders must share their licence information via the DVLA website: https://www.gov.uk/view-driving-licence. Please generate a share code and provide it, along with the last 8 digits of your licence, to Fields & Freedom.
At pick-up, each driver must present the following:

  • Personal Identity: Valid photo ID (driving licence)
  • Proof of Address: Two utility bills dated within the last 3 months
  • Authorisation to Drive: A valid UK/EU or foreign licence (with English translation)

Fields & Freedom reserves the right to cancel the hire if the driver’s licence is invalid, ID is insufficient, or the security deposit has not been paid as cleared funds. In such cases, all payments (excluding the security deposit) will be forfeited.

Insurance Eligibility

The vehicle may not be driven by:

  • Drivers under 25 or over 70 (unless agreed by the insurer).
  • Those without a valid UK/EU licence for at least 2 years.
  • Persons with serious driving convictions or medical licence restrictions.
  • Those whose insurance has been refused or cancelled.
  • Professional entertainers, sports persons, or persons associated with racing or gaming industries.
  • Persons involved in more than one accident in the past 3 years.
  • Foreign service personnel without a valid UK/EU licence for at least 2 years.

All drivers must confirm eligibility at collection. Any changes to your driving record must be reported immediately.

Restrictions on Use

The vehicle must not be taken outside mainland Wales, England, and Scotland without approval and appropriate insurance. It can only be driven on made-up roads; no off-road use is permitted except at campsites or designated parking areas. Towing is prohibited without prior consent. The vehicle cannot be used for transporting hazardous goods or for hire, reward, or profit.

Collection and Return

Please allow 1 hour for both collection and return of the vehicle for inspection and paperwork. Each driver must present original documents as listed above. If the required documents or deposit are not provided, the hire may be cancelled, and all monies forfeited (except the security deposit).

Cancellation and Vehicle Availability

No refunds are available for late arrivals, cancellations, or curtailed hires. We recommend purchasing holiday insurance. If the vehicle is unavailable at collection, we will offer a suitable alternative or refund your hire fee. We also reserve the right to cancel the hire if weather conditions make driving unsafe.

Motoring Offences

The hirer is responsible for any motoring offences or penalties incurred during the hire period.

Vehicle Condition

The hirer is responsible for daily vehicle checks, including tyres. Any issues must be reported immediately, and the vehicle should not be driven if warning lights are displayed.

Windscreen and Tyres

The hirer is responsible for any windscreen, window, or tyre damage. Repairs should be completed promptly, with like-for-like replacements. If not, repair costs will be deducted from the deposit.

Fuel

The vehicle must be returned with a full tank of fuel. Failure to do so will incur a refuelling fee. The hirer is also liable for damages from mis-fuelling the vehicle.

Mileage Limits

The hire includes 100 miles per day. Excess mileage will be charged as per the rate quoted.

Insurance & Legal Requirements

Comprehensive insurance is included in the hire. However, hirers are responsible for personal travel insurance. The vehicle is only insured for the hire period; driving beyond this period may result in legal consequences. The hirer is also responsible for ensuring all passengers comply with UK seatbelt and child seat regulations.

Breakdowns

In the event of a breakdown, recovery services are available. Repairs under £50 can be authorised by the hirer and reimbursed with receipts. Repairs above £50 must be pre-authorised. Fields & Freedom is not responsible for consequential expenses but will refund for complete days lost due to breakdowns.

Accidents

In the event of an accident, a full report must be submitted upon return. Collect all relevant information from third parties, including insurance details, and document the scene. Report all incidents to Fields & Freedom as soon as possible.

Parking Facilities

You may leave one car on our premises during your hire, but it is left at your own risk. We accept no responsibility for loss or damage.

Disclaimer

We strive to make our website and vehicle specifications accurate. However, we do not accept liability for minor variations in the actual vehicle or equipment. Fields & Freedom reserves the right to adjust hire rates and conditions or refuse hire without explanation.