Accounts Business Terms

THE BOOKING PROCESS

When requested, we will issue a quotation either verbally or via Email, which will be valid for 28 days. If the quotation is accepted, in order to secure the booking(s), we will request full advance payment via your preferred method of either bank transfer or card payment, which must be made by the requested date, prior to a booking confirmation unless you have a credit account with us.

NO PAYMENT, NO BOOKING - Why? Visit our FAQ page.

We will require either an email address or WhatsApp number to send your payment and booking documents to. We will usually respond and send documents using your chosen contact platform. We do not send documents by post.

Once payment has been received, your booking(s) will be confirmed by an authorised representative of Executive Private Hire. We will send a booking confirmation, which will display all the transfer details that were agreed. We ask you to acknowledge that booking confirmation, stating that all the details are correct. If a response is not received, then we cannot be held liable for any errors or missing information.

We cannot be held liable in the event of Emails not being delivered or received due to spam, junk or virus filters or other technical factors outside of our control. If we do not receive a delivery failure notification, it shall be deemed that the E-mail was delivered. We check our Junk folders often, but not necessarily daily, so for urgent enquiries, we recommend you call us.

Where available, 'A.S.A.P call outs' must be paid immediately via card, and documentation will be sent at the earliest convenience.

Changes or variations to any journey, that were not agreed and quoted for at the time of booking, may be charged accordingly. If these changes, are are made during transfer, we do not guarantee to be able to fulfil them, based on our logistical requirements at that time, and any charges may be requested immediately via card, in the vehicle or to the office, over the phone.

By confirming a booking with us, you are agreeing that you have read and agree to our terms of business.

credit accounts

Credit accounts are subject to a minimum annual spend of £5,000 and are more suitable for our regular travellers or corporate clients.

In most cases, we will start supplying to you on the Pay As You Go terms of business, and monitor travel frequency, and average spend for up to three months before we consider offering an account.

Account limits will be considered based on your profile and requirements. Although we ask invoices to be settled via bank transfer, we may request that we hold credit card details on file, with your authorisation.

We will apply any transfers and incurred costs that take place between the first and the last day of the month to your account.

We will invoice monthly, on the first working day of the month and full payment must be received within seven working days.

Accounts are preferred to be paid via bank transfer, however if you wish to settle your monthly invoice by credit or debit card, we reserve the right to charge an additional flat rate fee of £30.00, regardless of the amount.

There is no interest charged to accounts; we simply ask for the invoice to be settled on time, however late payments will incur a 10% fee charged on top of the balance for up to 14 working days.

If the agreed payment method is bank transfer and payment is still not received by the specified time, we will apply an additional 10% fee to the new balance for a further 14 working days or up to 28 days from in the original due date.

Any unpaid balance after this time will be charged to your credit card details that we may hold on file, with your authorisation. If for any reason, the transaction is declined or unauthorised, this will result in immediate account termination and may result in legal action to recover the amount owed.

PAYMENT METHODS

We offer two payment methods, either bank transfer or card payment, including AMEX.

Credit & Debit Card

We accept card over the phone or alternatively, we can issue a secure payment link for you to use online. This link will have to be Emailed or can be shared via WhatsApp. We will usually request payment using your chosen contact platform.

If you choose card payment, we will not send an invoice unless requested, as this saves admin time if the document is not required. If you require an invoice, please request one and it will contain a card payment link.

Once requested, payment will be expected within 48 hours, in order to secure your booking(s).

Bank Transfer

If you wish to pay via bank transfer, we will Email an invoice, which will state all the relevant information and payment instruction.

Invoices must be paid by the due date stated, which may be within 24 hours of issue. You should notify us once you have made payment.

AMENDMENTS

If you need to amend your booking, we may honour it free of charge, provided that we are notified within the following time frames, and it is in line with our cancellation policy.

If an amendment is made, with more than 72 hours notice from your booking date & time, in most cases, no charge will be imposed, however we reserve the right to impose special terms and retain some or all of the amount paid, for some bookings, however if this applies to your booking, we will be make this clear to you prior to taking payment and confirming a booking.

If an amendment is made, within 72 hours notice from your booking date & time, in most cases, no charge will be imposed, however we reserve the right to retain 25% of the original booking fee and charge or refund any difference. We also reserve the right to impose special terms and retain some or all of the amount paid, for some bookings, however if this applies to your booking, we will be make this clear to you prior to taking payment and confirming a booking.

If an amendment is made, within 24 hours notice from your booking date & time, at our discretion, we reserve the right to retain 100% of the booking fee, in line with our cancellation terms, unless your transfer can still be carried out that same day.

cancellationS

If a cancellation is made, with more than 72 hours notice from your booking date & time, in most cases, a full refund will be issued, however we reserve the right to impose special terms and retain some or all of the amount paid, for some bookings, however if this applies to your booking, we will be make this clear to you prior to taking payment and confirming a booking.

Please note that if your payment was made via credit or debit card, if no other charge is made, we will retain the original handling fee of 3% of the transaction; as this will not be refunded to us from our P.O.S merchant.

If a cancellation is made with less than 72 hours notice, we will retain 25% of the booking fee.

If a cancellation is made within 24 hours of the booking, we will retain 100% of the booking fee, and no refund will be issued. For example, if you decide that you cannot travel on the day of your transfer, or if your airline cancels your flight, we cannot be expected to accept any financial loss, due to driver and logistical arrangements or the potential of having to had rejected alternative work.

AIRPORT MEET & GREET

At airports, we include 60 minutes of parking fees within your quote. When meeting you after a flight, we will not enter arrivals until at least 20 minutes of gate arrival, depending on flight origin, passenger numbers and luggage quantity.

Customs and baggage queues can be unpredictable and premature entry can result in unnecessary parking fees, which we will not pass on to the client.

If you are travelling with hand luggage only, we will enter arrivals within 15 minutes of gate arrival.

Your driver will make contact with the lead passenger on the number provided. If you stay in touch with your driver by keeping them updated on your progress, an accurate meeting point and time can be arranged, which will benefit everyone.

We use official airport data to obtain accurate information on flight progress, delays and arrival times. We can track landing time, gate arrival, baggage and customs status in order to be as punctual as possible.

PARKING CHARGES

If you are aware that your requirements may cause a parking contravention, please notify us and we may be able to apply for a waiver permit from the appropriate local authority.

We will not be held financially responsible for waiting or parking in a chargeable zone, undesignated areas or where a Penalty Charge Notice could be imposed. In circumstances where the driver is requested to wait in one of these areas, then the hirer of the vehicle will be entirely responsible for any fees or fines incurred.

These charges will either be paid prior to booking, provided that any potential contravention is discussed prior to booking. In the event of unexpected requirement, immediate payment of any potential parking fees or fixed penalty must be paid in full to the driver via cash or credit/debit card where possible, or to the office via credit/debit card.

Under no circumstances, will the driver commit any endorsable contraventions at the request of the passenger.

ADDITONAL CHARGES

Additional charges may be necessary for multiple pick up/drop off locations, however this remains at our discretion and will be verbally discussed and/or written in your quotation.

Our rates include parking fees for airport meet & greet and remain the same 24/7, with no extra charges, except from the following dates:

Public holidays + 25%
Boxing Day, New Years Day and Christmas Eve after 18:00hrs +50%
Christmas Day +100%
Click here for 2022 public holiday dates.

We reserve the right to increase prices without notice, with ever increasing operating costs, however our prices will always be updated and quoted transparently, so what you see is what you pay.

passenger responsibilities

Although we make our best efforts to load your possessions appropriately, customers property is carried at their own risk and Executive Private Hire shall not be held responsible/liable for any loss or damage to such property whilst in transit.

Our insurers will not cover injury caused by passenger’s irresponsibility such as not wearing a seat belt or opening doors before the vehicle has come to a halt. On occasions, our child locks may be activated and your driver will open your door to optimise safety. You can request that they are removed before your journey commences.

Under no circumstances will the vehicle convey more passengers than the vehicle is licensed for and insured to carry. Any requests or insistence for us to convey more than our legal capacity, will be treated as a cancellation, in line with our cancellation policy.

It is the responsibility of every adult passenger to make sure that they and/or any minor that they accompany, are fit for travel. If a medical emergency arises, the driver will stop at the nearest safe area to seek help.

In the event of sickness, spillages or soiling of the vehicle, the cost of an appropriate valet and downtime will be a minimum of £75.00 with no maximum, must be paid. The amount will be determined by the nature and extent of the soiling and may be payable immediately at the discretion of management, to the driver, where possible via cash or credit/debit card or to the office via credit/debit card. We will issue a receipt for any payment made.

We do not tolerate any abuse and reserve the right to terminate your journey if any passenger becomes abusive or displays inappropriate or impaired behaviour. It is at the drivers discretion whether or not to stop the vehicle and leave passengers in a safe place where alternative transport can be organised.

CHILD SEATS

By law, children up to the age of 12 or below 135cm or 4ft 5in, require additional appropriate seating or restraints. Click here for more information.

We neither provide nor assist in the fitting of child seats or restraints. It is the adult passengers entire responsibility to make sure any children in their care are properly secured in the appropriate seat/restraint, using the ISO-Fix anchor points (if applicable).

We are able to store customer car seats free of charge whilst you are away. If there is no return journey required, then we cannot store car seats.

UNACCOMPANIED MINORS

For Unaccompanied Minor (U.M) transfers, we will escort and wait with the minor(s) until the airline representative takes over the duty of care. This service will ensure young passenger safety.

This service will incur parking charges and hourly waiting time. All charges are applicable immediately upon entry of the car park.

On average, the UM service will cost around £28 per hour, generally requiring 1-3 hours; depending on the airline status and customer requirements.

We can also hand over young passengers to an authorised and instructed parent or carer. This appointed adult will need to present identification to the driver before they are handed over.

DELAYS

We endeavour to get you to your required location on time, every time. In order to do this we will recommend pick up times for certain transfers based on your preferred arrival time.

We will generally allow 'more than enough time for your journey which you may feel will get you to your destination too early, however you should allow ample time for any unforeseen delays.

If you do not agree to our suggested timing, then you may request your own time to suit. We cannot be held responsible for unforeseen delays that are our of our control. In the unlikely event of a breakdown, onward travel will be organised as quickly as possible.

We except no financial responsibility for missing flights, boats, trains or appointments, due to unforeseen circumstances, regardless of their value.

TERMS OF BUSINESS - ACCOUNT CLIENTS

account clients

pay as you go clients

ACCOUNT CLIENTS

Skip to

THE BOOKING PROCESS

credit accounts

PAYMENT METHODS

AMENDMENTS

cancellationS

AIRPORT MEET & GREET

PARKING CHARGES

WAITING TIME

ADDITONAL CHARGES

passenger responsibilities

CHILD SEATS

UNACCOMPANIED MINORS

DELAYS

COMPLAINTS