Terms & Conditions - Executive Private Hire

THE BOOKING PROCESS

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

Even if there is some time until your travel dates, if we do not receive payment, we cannot confirm your booking(s) and reserve the dates. Why? Visit our FAQ page.

If you would prefer not pay in advance, then you will be welcome to check our availability at a later date, however this cannot be guaranteed. We may be able to offer a payment plan at our discretion. You are protected under our refund policy, however we reserve the right to impose special terms for some bookings which may effect refunds.

We will require an email address to send your payment and booking documents. We will either take card payment over the phone, send a card payment link or send an invoice as detailed in our payment methods section.

We will send documents in PDF format via email or in some instances. Please note that 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.

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

PAYMENT METHODS

Credit & Debit Card

We accept card including AMEX over the phone or alternatively, we can issue an invoice or payment link.

Payment links can only be paid manually by the card holder and can be shared via Email, SMS or WhatsApp.

Invoices can be paid manually by the card holder or we can take payment over the phone.

We can securely store card details and either take full payment or recurring payments if agreed at our discretion. We cannot see your card details at any point which are stored with our P.O.S merchant. You will automatically be notified by email when a payment is charged to a card held on file.

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, otherwise, we will not send confirmation and may cancel your booking.

AMENDMENTS

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 made during your transfer, we do not guarantee to be able to fulfil them, based on our booking commitments at that time, and any charges may be requested immediately via card, in the vehicle or to the office, over the phone.

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

If an amendment is made, with more than 72 hours notice from your booking date & time, no charge will be made, however we reserve the right to impose special terms for some bookings where we may retain some or all of the amount paid. If this applies to your booking, we will make this clear to you in writing, 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 made , 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. If this applies to your booking, we will be make this clear to you in writing, 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, there may be no charge made if your transfer can still be carried out that same day, however we reserve the right to retain up to 100% of the booking fee, and request a payment for the new journey, in line with our cancellation terms.

cancellationS

If a cancellation is made with more than 72 hours notice from your booking date & time, in most cases we only retain £25.00 as an administration fee, and the remainder will be refunded. However, if we have imposed special terms to your booking, we reserve the right to retain another amount or all of the amount paid. If this applies to your booking, we will make this clear to you prior to taking payment and confirming a booking.

If a cancellation is made with less than 72 hours notice, we will retain 25% of the booking fee, regardless of the payment method or amount, and refund the remainder.

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 any reason, you cannot travel with this time, 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.

REFUNDS, credits & GIFT CARDS

If any refund is due to you, in line with our cancellations policy, we will pay the amount via the same means that payment was made to us. We can automatically refund full or partial card payments to the card used.

We will require bank details of the account to which you would like the refund paid if you paid us via bank transfer.
Alternatively, if you would prefer, we can retain the amount due to you as a credit for your future use. If we hold the credit for more than six months, we will automatically refund a card payment or contact you for bank transfer details.

Refunds are usually completed within two working days of request, however it may take up to 14 working days to fully process, and we cannot be held liable for any external delays.

Gift cards can be purchased via our website for your own future use or for someone else. They do not expire, however once purchased, they have no alternative value, cannot be refunded and cannot be credited to an account.

AIRPORT MEET & GREET

At airports, we include up to 1 hour 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 keen 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 as the flight arrives at gate.

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 can be arranged, which will benefit everyone.

We use official airport data where possible, 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. Where this data is not available, we must rely on previous experience and/or customer contact.

PARKING CHARGES

At airports, we include up to 1 hour parking fees within your quotation.

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 issued to us. 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. We may require advance payment of any charges, which will be refunded if necessary.

Charges will either be paid prior to booking, provided that any potential contravention is discussed. 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 tot the office. If you cannot pay immediately or have not done so in advance, then the driver will not be able to complete your request.

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:

General Public Holidays + 25%
Christmas Eve and New Years Eve - after 18:00hrs +50%
Christmas Day, Boxing Day & New Years Day +100%
Click here for 2022 / 2023 public holiday dates.

We apply the surcharge to the main transfer rate, vehicle variation charges and waiting time. We do not apply the surcharge to soiling deposits, tolls and parking charges.

With ever increasing operating costs, we reserve the right to increase prices without notice, 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 we, or our insurers shall not be liable for any loss or damage to such property whilst in transit.

Our insurers will not cover damage or injury caused by passenger negligence, such as not wearing a seat belt or opening doors before the vehicle has come to a complete stop and/or not checking any relevant blind spot. On occasions, our child locks may be activated and your driver will open your door to optimise safety, however you can request that they are disabled prior to your journey commencing.

Under no circumstances will the vehicle convey more passengers than the vehicle is licensed and insured to carry. Any requests or insistence for us to convey more than our legal capacity, will be treated as a cancellation, and the driver will refuse to commence your journey with no refund being issued.

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 in private passenger vehicles, children up to the age of 12 or below 135cm or 4ft 5in, require additional appropriate seating or restraints and it is the responsibility of the hirer to provide this. We neither provide nor assist with the fitting of child seats or restraints. Click here for more information.

If you do not have the appropriate seating or restraint, they are not a legal obligation when hiring a private hire vehicle, however it is the adult passenger(s) entire responsibility to make sure that any children in their care are either properly secured in the appropriate seat/restraint using the ISO-Fix anchor points (if applicable), or otherwise accept all responsibility of outcome, in the event of an incident.

We are able to store customer car seats whilst you are away at a charge of £10.00 per item per week. Items are stored inside, in protective bags with the customer name attached. If there is no return journey required, we reserve the right not to 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 £38 per hour, generally requiring 1-3 hours; depending on the airport, 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 and predicted journey 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, however 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 and offer no compensation for missed flights, boats, trains or appointments that are caused by unforeseen circumstances, regardless of their value or importance.

BLUE LIGHT CARD

Executive Private Hire Hastings are offering 10% discount on all transfers for BLUE LIGHT CARD holders. We will also accept an official identification card, from the Police, NHS, Fire & Rescue, Air Ambulance, RNLI or Armed Forces.

To qualify for this discount, you are required to provide an image of your BLUE LIGHT CARD or other accepted I.D in a way that does not breach your privacy. Proof of identification must be sent to us via Email or your preferred messaging platform. If you prefer, you can send us your data securely via Egress.

We simply need to see your name and organisation, so any photo or other sensitive information can be obscured; therefore your personal information is not compromised. If you do not wish to identify yourself as emergency staff, then full price will apply.

All images are viewed once for verification purposes only and are erased immediately; they are never shared or stored.

We only apply this discount to the main transfer rate, and not to chargeable extras, such as vehicle variation charges, waiting time, soiling deposits, tolls and parking charges.

Discounted bookings cannot be made by a 'blue light card holder' on behalf of someone else who is not going to be onboard the transfer. The booking must be made in the name of the card holder and that person must to be on board the transfer.

The discount is a personal thank you to individuals who may use our services once in a while, and is not intended for regular use, and therefore cannot be redeemed in conjunction with a credit account.

The offer is long-running and has no expiry date, however we reserve the right to withdraw it or refuse it at any time.