Terms of Business

Renewals

Renewal Process: A member of the SUPERCAR LEASE team will contact you at renewal time. They’ll discuss available options and pricing. Renewals depend on availability. Accounts with arrears cannot renew.

Rental Extensions and Early Termination: For rental extensions or early termination, follow the same procedure as for renewals.

This information sets clear guidelines for how vehicle renewals, extensions, and early terminations are managed within your company, ensuring a smooth and consistent process for your customers.

Delivery & Collection

Initial Collection or delivery: First vehicles must be signed for and collected from the main site or delivered as per the customers instructions.

Renewal Delivery & Collection: Renewal offers a Delivery & Collection service for a fee. SUPERCAR LEASE staff can provide a quote for this service.

Operating Hours: Most deliveries and collections occur during normal operating hours (Mon-Fri 0800-1700). Saturday morning collections are possible with mutual agreement.

This information ensures clarity about vehicle delivery and collection procedures, fees, and operating hours, providing customers with essential details for their convenience.

Cancellation of Hires and Abortive Delivery/Collection

Cancellation Notice: SUPERCAR LEASE requests ample notice for cancellations to prevent abortive charges. Please inform us of changes to on or off-hired vehicle delivery or collection at least 48 hours in advance.

Abortive Charges: Failure to provide the required notice will result in an abortive charge. Charges are based on distance in miles and personal time.

This policy encourages customers to provide timely notice for changes to delivery and collection arrangements, helping both parties avoid unnecessary charges.

Terms of Hire

Maximum Rental Period: The maximum rental period is 89 days, but we can do a rolling contract

SUPERCAR LEASE’s Right to Cease Hire: SUPERCAR LEASE can terminate the hire agreement with 2 weeks’ written notice. This applies to vehicle exchange and ending the agreement.

Governing Law: The agreement is governed by English Law.

These terms define the rental period, SUPERCAR LEASE’s termination rights, and the legal framework for the agreement. They provide transparency and establish the duration and conditions of the rental.

Vehicle Condition

Inspection and Signing: All vehicles undergo pre and post-rental inspections. Customers can inspect and sign a vehicle damage control sheet upon delivery and collection.

BVRLA Guidelines: SUPERCAR LEASE adheres to the BVRLA’s off-hire damage guidelines.

Delivered Vehicles: If vehicles are delivered without being signed for, they should not be moved without a self-inspection.

Reporting Damage: Any unnoted damage should be reported to Head Office. After hours, leave details on the answer phone. Failure to follow this procedure makes the hirer.

By providing these guidelines, you’re ensuring transparency and proper procedures for vehicle inspection, damage reporting, and adhering to smoking policies. This safeguards both the company and the customers.

Keys

Lost Keys Responsibility: Lost keys are the responsibility of the hirer. All associated costs (replacement keys, locks, programming, recovery, loss of use) will be charged.

Theft or Damage Due to Keys: The hirer is also responsible for theft or damage resulting from keys being left in or around the vehicle.

Key Identification: The vehicle condition sheet will specify the number of keys issued at the time of hire.

Return of Spare Keys: Spare keys must be returned to SUPERCAR LEASE within 7 working days. Failure to do so results in replacement charges. After 7 working days post-offhire, no re-credit is provided.

These policies clarify the hirer’s responsibility for keys and associated costs, ensuring proper handling and return of keys to avoid extra charges.

Fuel

Fuel Type: All vehicles are petrol-powered.

Fuel Level at Delivery: Vehicles are supplied with delivery fuel. The fuel level is marked on your on-hire sheet.

Fuel Return Requirement: Return the vehicle with an equivalent fuel level. A charge will apply for returning the vehicle with less fuel (refer to the table of charges).

Incorrect Fuel Filling: Filling the vehicle with incorrect fuel results in costs for getting the vehicle back on the road, including recovery charges and required parts.

By outlining these guidelines, you’re ensuring that customers understand their responsibilities regarding fuel levels and avoiding potential charges for fuel-related issues.

Mileage

Contract Mileage: Your mileage allowance is based on 700 miles per month.

Excess Mileage: Mileage beyond the agreed contract amount will result in charges debited to your account, as per the table of charges.

Advanced Notice for Exceeding Mileage: If you expect to exceed the contractual monthly mileage, notify us in advance. We can consider adjusting your monthly payments accordingly.

Pro-rata Mileage Basis: Your mileage is calculated on a pro-rata basis, reflecting the annual mileage allowance.

Monthly Mileage Updates: Providing monthly mileage updates is essential to ensure you stay within your mileage allowance.

Mid-term Rate Adjustment: If you’re tracking over mileage, we can adjust your monthly rate mid-term to reduce the risk of a final off-hire excess mileage charge.

These guidelines ensure clear understanding of mileage allowances, charges for excess mileage, and proactive measures to manage mileage-related costs.

Vehicle Alterations

Prohibited Alterations/Additions: During the hire period, you’re not authorized to make alterations or additions to fleet vehicles. This includes illegal tinting, changing alloy wheel colour, and removing fleet management devices.

Mileage Tampering: Tampering with vehicle mileage instruments using electronic mileage blockers is strictly prohibited.

Consequences of Violation: If violations occur, associated repair costs will be recovered. In case of mileage tampering, the company may involve the Police, prosecute for tampering, and recover repair costs.

These policies protect the integrity of the fleet vehicles and ensure that any unauthorized alterations or tampering are treated seriously with appropriate consequences.

Tracking Units

Purpose of Electronic Device: An electronic device may be installed in the hire car to achieve various goals, including maintaining the car’s condition, preventing crime, and providing assistance during accidents or breakdowns.

Tracking and Telematics Data: By agreeing to this Agreement, you grant explicit authorisation for us to access and use location and/or telematics data related to the hire car and its usage.

Usage Scope: SUPERCAR LEASE is authorized to use the obtained information to locate the hire car at any time during and after the hire period, for any valid reason.

By providing this information, you’re ensuring customers are aware of the presence and purpose of electronic tracking devices in the hire cars and are granting consent for their use.

Vehicle Maintenance

Routine Maintenance: All rental fleet vehicles adhere to manufacturers’ recommendations for maintenance. It’s the hirer’s responsibility to inform the company when services are due. If the vehicle exceeds its service mileage significantly, charges may apply.

Day-to-Day Maintenance: Hirers are accountable for day-to-day maintenance, including topping up fluids such as windscreen wash and oil, at their own cost.

Additional Maintenance: If other maintenance work like MOT or manufacturer recalls is needed, the company will contact the hirer to arrange for these tasks.

Availability for Maintenance: The hirer must make the vehicle accessible for any necessary maintenance or service work within 24hrs of any request by Supercar lease.

These guidelines ensure the hirers understand their role in maintaining the vehicles and keeping them in good working condition.

Tyres

Replacement Tyres: We provide free replacement tyres due to fair wear and tear.

Charges for Damage: Damage to wheels or tyres, including punctures and side wall damage, will result in charges.

Continued Driving Damage: If tyres are damaged due to driving with a puncture, charges will apply.

Off-Hire Damage: If the vehicle is returned with damaged tyres upon off-hire, charges for replacement tyres will be billed.

These points offer clear guidance on responsibilities and charges related to tyre maintenance and damage.

Responsibility of the Hirer

Service Notification: Hirers are requested to notify SUPERCAR LEASE when a service is due to arrange convenient service arrangements.

Routine Services and Replacement Vehicle: SUPERCAR LEASE handles routine services and basic maintenance, providing a replacement vehicle if needed, at no extra cost.

Timely Maintenance: Hirers must ensure timely routine maintenance. Failure to notify timely maintenance may result in re-charges for damages.

Driver Responsibilities: Drivers should regularly check tyre pressures, tread, and engine fluids (e.g., oil and water) on a weekly basis.

Monthly Checks on Longer Hires: For hires of 28 days or more, SUPERCAR LEASE requires monthly mileage and condition checks. Hirers will receive automated emails for mileage updates as part of the Terms and Conditions.

Breakdown and Recovery

Breakdown Assistance: All vehicles are covered by a breakdown service that provides advice and guidance. Manufacturer breakdown services are typically through AA or RAC.

Response Time: The normal response time for breakdown assistance is 60 minutes. However, factors like time of day, day of the year, distance, or geographical location may affect this time frame.

Costs and Responsibility: There is no charge to the customer for recovery, repair, or replacement vehicles, unless the fault results from accident, misuse, or negligence by the hirer. Charges for such incidents will be communicated to the hirer in writing and invoiced separately.

Customers own insurance C.O.I

Customers are required to use their own insurance for the rental. We ask that the insurance coverage is fully comprehensive, and we kindly request that a copy of the insurance documentation (not a cover note) is sent via fax to 07525 653439 , marked for the attention of the Rental Team. It is the customer’s responsibility to ensure that the hire vehicle is adequately insured for the entire duration of the rental period.

Off hire Insurance Liability

Accident/incident resulting in vehicle damage

If any damage occurs to a hired vehicle, we kindly ask that the driver contacts SUPERCAR LEASE promptly at 07525 653 439

In case a vehicle becomes inoperable due to damage, the following procedures apply:

We request the right to perform repairs in our own workshops and to pursue a third-party claim for any uninsured loss. To expedite authorization for repairs, we ask that any negotiations or paperwork related to a claim be completed within 5 working days. If this timeline is not met, SUPERCAR LEASE Rental reserves the right to initiate repairs and, if necessary, arrange an independent engineer’s report with the associated fee borne by the hirer. Should repairs face unreasonable delays, SUPERCAR LEASE will impose a charge for the loss of vehicle use. Any charges arising from misuse or damage resulting from hirer negligence will be invoiced. We adhere to BVRLA recommendations following fair wear and tear guidelines.

Total Loss

In cases where the accident damage to the hire vehicle, covered by the customer’s insurance, is extensive enough to lead to a “write off” or “total loss” classification of the vehicle, the rental charges will persist and be invoiced until an agreed settlement offer is received.

The settlement amount imposed will be equivalent to the value of the vehicle at the time of the incident, determined by a Super Car Lease appointed valuer who’s decision on the replacement value will be final. Reimbursement based on the vehicle’s purchase cost or the purchase price of an equivalent replacement vehicle will not be accepted.

Fines / Penalties / Additional charges

Any rentals will be subject to additional charges related to the delivery or collection of a vehicle, which might include costs for ferry crossings, bridges, congestion zones, tunnels, etc. These additional charges will be included on the rental invoice.

The hirer assumes responsibility for any parking fines, congestion charges, road traffic offenses, and fines incurred during the rental period. An administration fee of £35.00 + VAT will be applied to handle these matters. This applies regardless of whether the rental agreement has been signed by the hirer or a representative of the hiring company. Whenever possible, fines and penalties will be transferred to the hiring company or individual. Hirers are accountable for all fines and charges linked to the vehicle while it’s in their possession and on hire.

To manage any parking or speeding fines, driver details must be submitted promptly. Failure to comply will result in liability being transferred to the name associated with the account.

Invoicing

Our billing process is managed from our Head Office in Nottingham to ensure accurate and timely invoicing. Invoices are generated on the first working day of each month for the previous month’s transactions, and payment is expected by the 15th of that month. If payment is not received by the 15th of the month, additional charges may be applied until your monthly lease payment is settled.

Upon request, we can separate the rental and service elements on your invoices.

Invoices will include details such as your account number, order number, department code, vehicle information, hire dates, driver’s name, rental agreement number, and itemized costs for rental, fuel, delivery, etc.

Please note that late payments may result in an administration fee, as outlined in the table of charges below.

Prices

All rates are provided in British Pounds (£) sterling and are stated excluding VAT.

SUPERCAR LEASE retains the right to implement a Rate Percentage Increase (RPI) should there be any alterations in taxes or market trends related to vehicles.

In cases where factors beyond our control, such as government modifications in VAT or Road Fund License (RFL) occur, early rate adjustments may be necessary. These changes are not within our control, and we may need to adjust your monthly rate accordingly, either increasing or decreasing it.

VAT

The relevant rate of Value Added Tax (VAT) will be applied to the charges and will be clearly listed on the invoices. If necessary, separate invoices can be generated for charges related to accidental damage or fines.

Rate of Charges

If a vehicle is rented for a specified duration and is returned before the agreed end date, or if factory or dealer extras have been added to the vehicle, the rental charges will be adjusted to reflect the actual hire period. The cost of any extras will be included in the final rental invoice, and any remaining rental charges may still be applicable.

Road Fund License

The quoted price includes the cost of the road fund license (also known as vehicle tax) for the duration of the rental period.

Payment Terms and Credit Limit

We have initially approved a credit limit of 1 vehicle for your account. We accept payments only through monthly standing orders or bank transfers, and we request that invoices be settled within the agreed-upon period. Please note that late payments may result in additional charges.

If you exceed the specified credit limit, your account will be temporarily suspended while we conduct a review to determine if an increase in the limit is possible.

In cases where payment on your account is not received as per our demand, and there are outstanding balances, we reserve the right to suspend your account. Should this occur, we will require you to arrange for the immediate return of all vehicles currently on hire. Any costs associated with collecting the vehicles will be added to your account and pursued accordingly. Should your account be escalated to our legal department, we may initiate proceedings to issue County Court Judgments (CCJs) against you.

Breach of Contract

SUPERCAR LEASE Rental retains the authority to levy penalties against any client found to be in violation of general or specific terms and conditions. The amount of the penalty will correspond to the financial losses incurred by SUPERCAR LEASE Rental as a result of the breach.

Off hire damage & procedures

SUPERCAR LEASE utilizes on/off hire damage sheets as part of its process.

These sheets are completed and signed during the vehicles on hire and off hire periods. Your vehicle will undergo an initial off hire damage assessment when returned. It will then undergo a more comprehensive evaluation at one of our workshops, which will take place within 7 working days after the off-hire date.

Within 10 working days of off hire, SUPERCAR LEASE will provide a damage pack. This pack will highlight any damage that exceeds normal fair wear and tear.

SUPERCAR LEASE will furnish a copy of the on/off hire damage sheet, an independent damage repair estimate, and digital images as needed.

The hirer has a 3-working-day window to contest any identified damage. Failure to contest within this timeframe will lead to SUPERCAR LEASE proceeding with the damage repairs and issuing an invoice for the work carried out. If you choose to dispute the damage, you must provide a clear explanation for why you believe you should not be responsible for the damage costs.

Should you wish to handle the damage recharge through an insurance claim, you must furnish us with an insurance claim number.

If, after 5 days, you have not provided authorization or your insurance claim number, SUPERCAR LEASE retains the right to initiate repairs and issue an invoice accordingly.

Insurance Referral

If the hirer intends to initiate a damage claim through their insurance company, it’s important to promptly inform the SUPERCAR LEASE damage team. Please provide the insurer’s claim reference number when notifying us. As the policy holder, it is your responsibility to manage the claim process to its resolution, as the damage team can only assist with communications initiated by the insurer.

In many instances, we will agree to invoice the insurer for specific repair costs if they provide written authorization accepting liability, as long as they meet our credit requirements. However, we maintain the right to seek the full or partial claim amount directly from you, the customer and hirer of the vehicle. In such cases, the repair work will be put on hold, and Loss of Use (LOU) charges will be incurred for up to a maximum of 28 days. After this period, SUPERCAR LEASE reserves the right to proceed with the repair and arrange invoicing for both the total recharge and LOU charges based on the applicable daily rental rate.

Complaints Procedure

SUPERCAR LEASE makes every effort to minimize the occurrence of complaints by providing top-notch service and maintaining our vehicles to the highest standards.

For minor complaints, you can address them verbally with your Account Manager. However, if you have a formal complaint, whether in written or verbal form, it should be directed to our Management Team. Once received, we will promptly provide a verbal acknowledgment within 24 working hours.