Terms and Conditions | Motorhome Hire Dumfr

Terms & Conditions

Carlos the Camper from October 2025 onwards

These terms & conditions are with the hire company, Swan on the Quay ltd trading as Motorhome Hire D&G with you the customer, signed below. By signing these terms and conditions you, the customer, legally agree to have read and understood the terms and conditions prior to hiring the motorhome.

1. Confirmation process –

Once dates have been confirmed we will hold your booking as provisional and send to you an email requesting details such as copy of your photographic driving license information, contact details and 2 suitable forms of proof of name and address (dated no more than 3-month-old). Suitable forms of ID are utility bills, bank statement etc. We ask that you supply a photo of the header only and do not include any sensitive information. We will hold this provisional for no more than 10 days from the date of the email. Once all of the details have been received and the deposit has been paid you will receive a confirmation email with a reminder of next steps. You can then consider your booking confirmed. Motorhome Hire D&G will require a check code prior to hiring out our motorhomes from our insurers. The customer must provide the named driver (and additional drivers) driving licence number and postcode to complete this. The customer and named drivers (if different) will also be required to read, understand, and sign acceptance of the Motorhome Hire D&G T&C on behalf of himself/herself and the travelling party.

2. Payments –

A non refundable deposit of £150 is required to secure your booking. Final and full payment is due 6weeks before the start of the hire period. A returnable security deposit of £900 will be required to be paid 48hours prior to the collection date. If the security deposit is not paid, Motorhome Hire D&G reserve the right to cancel your booking with no refund. Our vans will be checked with you before your departure and on your return to assess any damage/s done during the period of your hire. Additional charges (see list below) will also be identified at the time of return. Any damage caused to tyres/windscreens that need replacement or repair, are excluded from our insurance and would need to be paid for by the customer in all instances. This will be deducted from the customers security deposit. Your security deposit will be returned to your bank once these have been agreed and any deductions required made. This may not always be instant, but we will endeavour to make it as timeous as possible. Should the motorhome be returned to us with damage more than the security deposit we reserve the right to charge the additional cost plus the loss of income incurred by any time required to repair.

3. Drivers and Fully Comprehensive insurance –

Drivers must be between the ages of 25 – 79 and hold a full UK license for a minimum of 2 years. Any penalty points must be disclosed at time of booking and may result in additional insurance costs. In any case there should be no more than 6 penalty points from 2 minor offences. The driver should not have had their license suspended in the last 3 years or have been involved with more than one fatal accident. They should not have obtained a BA, DD or UT conviction. Our fully comp insurance is for 1 main driver, additional charges (see below) will be made for any further drivers but the same conditions apply. In the event of an incident which results in an insurance claim being made, the named person (customer) on the booking is responsible for paying the £900.00 excess (security deposit). This vehicle is not insured to drive out with GB.

It should be noted that the insurance covers damage to the vehicle and the property of a third party but does not include any personal insurance for the customer or their possessions.

4. Use of the Vehicle -
You agree that during the Rental Period, you will not and will not allow the Vehicle to be:

Driven otherwise than in a cautious, prudent, and normal manner and always obeying the highway code.
Used in a manner which could cause damage.
Driven by a person under the influence of alcohol or drugs or with a blood alcohol level more than that permitted by law.
Seat belts should be always worn when the vehicle is in motion.
Left open whilst the Vehicle is unoccupied.
Left with the ignition key in the Vehicle while it is unoccupied.
Driven by person/s not named on your agreement/booking form.
Damaged by:
1. Submersion in water
2. Contact with Salt Water
Used for any illegal purpose for any race, rally, or contest.
Used to tow any Vehicle or trailer.
Used to carry passengers or property for hire or reward.
Used to carry more persons than is permitted by any relevant authority or detailed in the Vehicle manual or on the Vehicle or specified in This Agreement.
Used to carry volatile liquids, gases, explosives or other corrosive or inflammable material.
Otherwise used in breach of my obligations under This Agreement
Only white diesel is to be used no other fuels to be used ie red diesel

5. Road/Parking Restrictions -

All Vehicles may only be driven on sealed / bitumen roads, so not off road or rough road

You acknowledge that Motorhome Hire D&G reserves the right at any time, at its sole discretion, to restrict Vehicle movements in certain areas due to adverse road or weather conditions or any other reasonable cause.
Should only be driven in GB.
Our vehicles are fitted with tracker devices and can be located at all times.
Vehicles may only be driven on sealed/bitumen roads, so not off road or rough roads.
Parked legally at all times and the right to respectful access to parking and over night stays be observed
All road tolls and bridge tolls to be paid. Should any parking tickets or access fines arrive after your hire you still remain responsible for the payment of these.

6. Collection / Drop Off -

The customer will be responsible for collection and drop off of the motorhome at Motorhome Hire D&G, Rowanbank Mainshead Terregles Dumfries DG2 9TJ. Motorhomes are available to collect from 2pm on the day of hire and must be returned no later than 10.30am on the day of termination. To make the most of your motorhome experience, we ask you allow for a 45minute handover to explain how to use your motorhome to its full potential. Additional charges will be enforced for late return, this will be charged per hour. If the vehicle is returned early, no refunds will be given. Motorhome Hire D&G staff will check the motorhome to assess for damage or breakage on drop off.

7. Mileage –

For hires of 7 nights or more you can enjoy unlimited miles. On all other occasions an average of 150 miles per night will be allocated. For miles above this allocation a charge of 35p per mile will be charged.

8. Smoking -

Smoking is strictly prohibited both in the drivers cabin and living area.

9. Cancelation by Motorhome Hire D&G –

It is critical that vehicles are returned undamaged and on time to avoid any onward cancelations or delays but in the unlikely event that Motorhome Hire D&G have to cancel the customers booking we will endeavour to find a suitable replacement or alternative hire date with the customers agreement. Failing that we will refund in full any payments made. Motorhome Hire D&G will not be held liable for costs over and above the hire amount. We suggest that you seek your own insurance to cover cancellation costs if you require.

10. Cancelation by hirer -

In this case the following will be applied:

£150 deposit is non refundable. Although in certain circumstances we may carry it forward to an alternative booking

35-21 days before your collection date we will refund 50%

20-8 days you will be refunded 25% of the hire amount.

7 days or less you will be charged the full amount.

11. Additional charges & penalties -

£100.00 - Toilet Cassette not emptied and cleaned to include the storage compartment

£100.00 - Fuel tank unfilled (or cost to refill plus time if greater)

£30.00- Pre arranged pet

35p Charge per mile when limited mileage is exceeded

£70.00 Fully comp insurance for the second driver

12. Breakdown, Accidents & Insurance -

In the event of a serious accident, the customer should call emergency services. The safety of our customers is paramount. When it is safe to do so, we ask you to contact us. All accidents and breakdowns - no matter how big or small must be reported to Motorhome Hire D&G. As part of your hire you will benefit from 24/7 roadside assistance. No repairs should be carried out until agreed with us.

13. Car parking facilities

Motorhome Hire D&G will allow customers to leave one vehicle at their own risk onsite for the duration of their motorhome hire free of charge. As long as customers lock and secures their vehicle and removes any personal items on show.

14. Confirmation & Agreement of these hire terms & conditions

By signing these terms & conditions you warrant that all information supplied by you in connection with This Agreement is true and that you have read, understood, and agree to the terms above

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