Rental Terms

Rental Terms

Please be advised if you do not adhere to the Terms & Conditions regarding Driver Age, Payment, Driving Licences & history, Identification Required and Rental Payment Terms when collecting your vehicle our Cancellation Policy will be enforced. Should you be unable to fulfil the stated ID Requirements please contact your renting location to discuss options prior to making a booking (typically Photographic DL or Passport, proof of address Utility bill and 1 bank statement or credit card statement matching the card used for transaction).
Some Gatwick Airport Car Rental vehicles are fitted with tow bars however use of these tow bars is strictly prohibited when renting a vehicle booked through this website (or any other website advertising the Gatwick Airport Car Rental brand name) and will render insurance cover invalid.

Cancellations

Reservations made via the Gatwick Airport Car Rental web site are at special rates which reflect our Cancellation and No-show policies.
If a reservation is not collected or not cancelled in advance of the start time then Gatwick Airport Car Rental will levy a charge. For pay on arrival reservations made online, the no-show/cancellation fee will equal pre-paid deposit. No refund will be due. For fully pre-paid reservations made online, the amount due for no-show or cancellations will be calculated in line with the below:
7 or more days before start date: £15
3-6 days before start date: 50%
2 days before start date: 75%
0-1 days before start date: 100%
The notice period is based on a day being a 24 hour period, up to the start time, not a calendar day.

Reservations confirmed and pre-paid on-line
Unless you have cancelled your reservation in accordance with the above terms, if you do not collect your vehicle at the time specified on the prepaid rental voucher, no refund will be made.
The Gatwick Airport Car Rental location will, however, hold your rental vehicle available for you for 2 working hours after the time of the reservation.(unless this is outwith the renting location’s opening hours)
Reservations confirmed on-line but paid on pick up
No charge will be made for failing to pick up your rental vehicle if you have not prepaid for your hire.
Reservations confirmed on-line or off-line by the Gatwick Airport Car Rental location
If you do not arrive to collect your vehicle at the time specified in the Reservation confirmation, and you do not let the Gatwick Airport Car Rental location know that you are cancelling your hire as above, the Gatwick Airport Car Rental location may charge your credit or debit card in accordance with the agreement made at the time of confirmation, subject to a maximum amount equal to the value of the hire.

Vehicles images
Vehicle images are examples only. Specific models cannot be guaranteed.

Price
Rates include insurance (subject to the damage liability of the vehicle), VAT & breakdown cover. If your mileage is likely to exceed 500 miles per week please contact the renting location for full details before placing your booking. Gatwick Airport Car Rental reserves the right to determine and charge unreasonable mileage incurred within any rental period

Driver Age

All drivers must be aged 25 or over. Drivers of vehicle categories Prestige, Luxury and Elite must be aged 30 or over.

Damage Liability
Insurance is subject to a damage liability which varies according to vehicle size.
Some Gatwick Airport Car Rental vehicles are fitted with tow bars however use of these tow bars is strictly prohibited when renting a vehicle booked through this website (or any other website advertising the Gatwick Airport Car Rental brand name) and will render insurance cover invalid.
Damage Liability Reduction is available at participating locations for an additional cost but is not available to drivers aged 21-24 or 70 and over or available on our Luxury or Elite range.
Reduction of damage liability (Otherwise known as Collision Damage Waiver (CDW)), reduces the excess from £995 to £0 (economy to standard cars only) for a fee of £14.95 per day

Reduction of damage liability (Otherwise known as Collision Damage Waiver (CDW)), reduces the excess from £995 to £250 (economy to standard cars only) £9.00 per day

Reduction of damage liability (Otherwise known as Collision Damage Waiver (CDW)), reduces the excess from £1500 to £0 (full size cars and people carriers)
£19.00 per day

Reduction of damage liability is not always available for certain premium, prestige or Elite cars.

Reduction of damage liability from £1500 or more Dependent on vehicle type. Please check with location
Damage Liability for car groups Economy to Standard Size is £1000, all other groups, including Full Size People Carriers are £1500. This also includes the Premium and prestige 4 x 4s and the Luxury Automatics which are also £1500, the Luxury 4 x 4 and Elite vehicles range from £2000 to £5000.

Please note Glass and Tyre cover is not always available for Elite/prestige rentals
Glass and Tyre cover (economy to full size cars and vans)
Glass and Tyre cover (premium & prestige vehicles) – dependent on vehicle type, please check with location £5.95 per day

Damage Liability waiver may be withdrawn at any time (for example, due to extreme weather conditions) at the discretion of Gatwick Airport Car Rental management.
Fuel Policy
All vehicles are supplied with a full tank of fuel at the start of the hire. Customers may:-
• purchase this tank of fuel at a preferential rate and return the vehicle empty, or
• return the vehicle full at the end of the rental, or
• return the vehicle part full and be charged for missing fuel at the end of the rental at the locally determined price. Please note a surcharge will be applied for this facility

Payment

Payment is required by credit card or debit card. Cash, cheque, and pre-paid credit cards are not accepted. Third parties may not pre pay for a rental on line and the credit or debit card presented at the start of the hire must always be in the name of the main driver. Vouchers cannot be transferred, ie the person named on the voucher as the hirer must be the person who drives the vehicle. Third parties paying for the rental at pick up (or additional rental charges in the event of a pre-payment) is not acceptable.

Overseas hires
• All cars are not allowed outside the UK without consent from Gatwick Airport Car Rental
• The rental price quoted for taking a vehicle outside the UK does not include the provision of vehicle documentation legally required (form VE103, which indicates approved drivers and limit of countries to be visited and European breakdown cover) Charges for this documentation and breakdown cover are charged locally at time of pick up.
• Unless otherwise stated, there is a mileage limit on rentals during which the vehicle is driven as follows:
100 miles per day. Additional miles charged at 0.20p per mile
7 days + 700 miles per week + 100 miles per additional day
Any miles driven in excess of these limits will be charged at 20 pence per mile (including VAT) at the end of the rental
Excess waiver products are not available on rentals during which the vehicle is driven overseas

Driving Licences & history

Anyone who will be driving the Gatwick Airport Car Rental vehicle must present a valid driving licence with their current address, in person, at the time of collection. No copies of licences will be accepted.

On collection of vehicle, renter must produce: valid driving licence – we cannot accept an expired photo card
Drivers must have held a full driving licence for at least 12 months. Licence endorsements up to 9 points are accepted. If the driver has been banned from driving for a DD, DR or UT offence, or has been disqualified for 12 months or more, we will only rent 5 years or more after the return of the licence.
Drivers must be aged 30 or over to rent a prestige, luxury or elite vehicle.
Identification required if UK Resident. If you cannot fulfill the stated ID requirements please contact the renting location prior to booking to discuss options.
When collecting the vehicle, the Lead Driver must present
• a valid driving licence. If old (paper-only) style, official photo ID must also be presented. Official photo ID must be valid, we cannot accept expired official photo ID.If new photo card style, we cannot accept an expired photo card (see Driving Licences section for further details)
• if the licence does not show current home address (this includes licences issued in EU countries and driver resides in UK), a valid passport or national identity card must be presented
• 2 additional forms of ID to confirm home address. One must be the credit card statement/bank statement for the credit card/debit card being presented for deposit and additional charges. The other should be a formal document (eg. utilities bill) both must be dated within 8 weeks of date of hire and be the original documents
• a credit or debit card in their own name (see section on Rental Payment terms for further details).
• additional drivers must present a valid driving licence – we cannot accept an expired photo card – plus passport or national identity card if licence does not show current home address
• please contact the location prior to hiring if you have any questions regarding identification required.

Driving Licence; Identification Requirements and Insurance Conditions
Due to insurance restrictions, licences issued in the following countries are not accepted. Other issuing countries may result in higher insurance excesses. Please check before collection (Click here for list)

Some occupations such as professional sports people or entertainers or foreign service personnel are excluded from the insurance policy, please enquire before booking.

Vehicles used for hire and reward are excluded from the insurance policy unless with explicit and written authority.

The Lead Driver may be subject to a search with Experian for the purposes of verifying his/her identity. To do so Experian may check the details supplied by the Lead Driver against any particulars on any database (public or otherwise) to which they have access. They may also use these details in the future to assist other companies for verification purposes. A record of the search will be retained. By agreeing to Gatwick Airport Car Rental terms & conditions, you are consenting to this search.
Identification required if non UK Resident. If you cannot fulfil the stated ID requirements please contact the renting location prior to booking to discuss options.
When collecting the vehicle, the Lead Driver must present
• passport (or national identity card if European citizen if this has been used to enter the UK)
• a credit card in their own name (please note debit cards are not accepted).
• a valid driving licence from country of residence (licence must show an English translation if not issued in Europe)
• travel documentation confirming dates of arrival and departure to/from the UK
• additional drivers must also present a valid driving licence from country of residence (licence must show an English translation if not issued in Europe)

Rental Payment Terms

When you book online you accept the conditions set out below:
The Gatwick Airport Car Rental location will do its best to have the vehicle which is the subject of a confirmed reservation available on the day and at the time you have requested. If you decide to cancel your reservation or do not arrive to collect your reserved vehicle on the day and at the time you have reserved it, charges may be made and these are explained in these Rental terms.
Please read this carefully. If there is anything you do not understand or do not agree with, please ask any member of staff at your Gatwick Airport Car Rental location.
By booking online and accepting these Terms & Conditions you consent to Gatwick Airport Car Rental applying charges to your credit or debit card account. Your initial rental charges are paid for at the time of booking. You will not be required to make the excess deposit/pre-authorised payment or pay for any possible additional rental costs until you collect your vehicle. Gatwick Airport Car Rental guarantees to have the vehicle you reserve or a similar and possibly a higher classed vehicle available at the time and date you request.
Should you book and pre pay on line you must present your prepaid voucher in exchange for the hire

Methods of Payment

Gatwick Airport Car Rental locations accept all major credit cards for payment (Master Card and Visa). American Express and Diners are not generally accepted. Credit cards are accepted for pre-authorisations.

Unembossed cards and cards marked Electronic use are not accepted for preauthorisation. Cards must be in the driver’s name. Cash deposits /pre-authorisations are not accepted.

Cheques are not acceptable.

Pre-paid cards may not be accepted, please check with your renting branch at the point of booking.

Excess

Our standard excesses are shown below along with the a deposit or pre-authorisation required by credit card that must be in the driver’s name. Our excess excludes damage to the wheels, tyres, glass, roof and underneath of the vehicle. Other exclusions apply; please refer to rental agreement for more details. Locations reserve the right to request a higher deposit based on premium vehicles, licence endorsement history etc.
A pre authorisation is the method by which a deposit amount is ring-fenced rather than transacted as a sale. The monies must be available in the account but will not leave it. The amount will not be available to the account holder until released by their bank. The period until the funds are released is usually up to 15 working days but can be longer depending on the type of card and country of issue.

Car Group
7 Seater/MPVs – Standard Excess = £1500 Pre auth required £395
Small Cars – Standard Excess = £995 Pre-auth Required £395
Large Cars – Standard Excess = £1500 Pre-auth Required £395

*Premium/Luxury cars and 8/9 seat minibuses between £395 – £2495 Full excess Charge (No pre-auhorisation)

Please note if paying for a Prestige 4×4, Luxury or Elite vehicle payment for the rental charges and the full value of the excess will be charged; a valid CREDIT CARD must also be presented when picking up the vehicle. Payment for the rental charges will be charged to the VISA/MASTERCARD DEBIT CARD and the value of the excess up to £5000 will be charged to the CREDIT CARD provided.
When you return the vehicle at the end of the hire period, the total additional charges, including any charges for fuel, damage, etc will be calculated and any overpayment will be credited to your card(s). Please note this process may take up to 10 working days.
c) payment by debit card (excluding Visa/MasterCard – see above) – if you choose to pay by debit card (Switch, Solo, Maestro, Visa Electron) your card will be charged at the start of the hire for the rental charges and any additional charges agreed to plus the value of the damage liability excess on the vehicle. In the event that you have pre paid only any additional charges plus the value of the damage liability excess will be charged. Should you choose to accept a damage liability waiver reduction your card will be charged for the additional charges plus a further £250 (economy to standard cars) and £500 (vans, 17 seat minibus, full size to prestige excluding prestige 4x4s) however, please note that Gatwick Airport Car Rental reserves the right to withdraw the option to purchase damage liability waiver, for example, due to extreme weather conditions. Please note if paying for a Prestige 4×4, Luxury or Elite vehicle payment for the rental charges and the full value of the excess will be charged; a valid CREDIT CARD must also be presented when picking up the vehicle. Payment for the rental charges will be charged to the debit card the value of the excess up to £5000 will be charged to the CREDIT CARD provided.
When you return the vehicle at the end of the hire period, the total additional charges, including any charges for fuel, damage, etc will be calculated and any overpayment will be credited to your card(s). Please note this process may take up to 10 working days.
In the event that you return the vehicle earlier than the date originally specified on the voucher, no refund will be made.
If you wish to return the vehicle after the time originally specified, you should contact the branch to agree this. You will be charged for every day or part-day you have the vehicle after the original agreed date and time at the rate specified on the rental agreement when you collect the vehicle.
Rental period
You will have the vehicle for the rental period shown in your Reservation Confirmation. If you do not bring the vehicle back on time, or if you do not contact us and get our agreement to an extension of your rental, you are breaking the conditions of this agreement. We can charge you for every day or part-day you have the vehicle after you should have returned it to us. Until we get the vehicle back we will charge you the daily rate specified on the rental agreement when you collect the vehicle.

Fines, Penalties and Administration Charges

It is the responsibility of each hirer to cover the cost of any parking fines and traffic violations including but not limited to unpaid tolls and Congestion Charges. When fines or traffic violations occur and Gatwick Airport Car Rental is involved in administering the violation a management fee will be charged (typically up to £75 admin fee). This is a non waiverable fee.

Smoking

Gatwick Airpor Car Rental operates a no smoking policy for all vehicles. If you have smoked or allowed smoking within the vehicle charges will apply. This includes allowing cigarette (or cigar) smoke or ash into the vehicle, which would imply the above. Charges apply depending on damage. However a Valeting fee as below will be charged.

Valeting/Animal in our vehicles
We request no animals be transported in our vehicle unless contained. A valeting fee may be applied to rectify any soiling due to animal transportation. The minimum fee will be at least £60 plus VAT (£72 incl VAT). In the event that a vehicle is returned in an unclean condition (internally or externally) and requires more than our standard clean, a valeting charge of £60 plus VAT (£72 incl VAT) will apply. Hazardous soiling requiring specialist cleaning will be charged according to the nature of the specialist required.

Customer Service
All customer queries or complaints for hires within the UK should be made in writing or by contacting:

Email:
info34@carhiregatwick.co.uk

Tel:
01293403404

Post:
Suite 117 Timberham House World Cargo Centre Gatwick Airport RH6 0EY

The Query or Complaint will be investigated by the Customer Service team and where possible a decision reached. Further information may be required from you to enable the decision making process.

A decision will be communicated to you within 5 working days

If no resolution can be reached you are entitled to refer your complaint to the conciliation service managed by the British Vehicle Rental and Leasing Association:

Email: complaint@bvrla.co.uk
Rental Agreement: Please note you will be required to sign a Rental policy on collection of Vehicle (Click here to view)