APPLICATIONS:
These conditions apply whether a contract has been made verbally or in writing. The hirer acts on behalf of all the passengers travelling on the vehicle/s. The hirer is responsible for the actions and decisions of all passengers.
QUOTATIONS:
Quotations are given on the basis of the most direct route. The route will be at the discretion of the company unless it has been particularly specified by the hirer, in which case it will be clearly shown on the confirmation. All quotations are given subject to the company having available a suitable vehicle at the time the hirer accepts the quotation. Unless otherwise stated by the company the quotation will not include other charges such as admission or event parking. Quotations are valid for 28 days unless otherwise notified.
BOOKINGS:
All bookings must be made in writing by the hirer either by fax, e-mail or post.
USE OF VEHICLE:
The hirer cannot assume use of the vehicle between outward and return journeys, nor should it be presumed that the vehicle will remain at the destination for the hirer’s use, unless this has been agreed with the company in advance on the written confirmation.
ROUTE AND TIME VARIATION:
The company reserves the right to levy additional charges for mileage or time other than that agreed. The vehicle will depart at times agreed by the hirer, and it is the responsibility of the hirer to account for all passengers at those times.
DRIVERS HOURS:
The hours of operation for the driver are regulated by law and the hirer accepts the responsibility of ensuring the hire keeps to the hours and times agreed by the company. Neither the hirer nor any passengers shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time.
SEATING CAPACITY:
The company will specify the legal seating capacity of the vehicle. The hirer must not load the vehicle beyond this capacity.
CONVEYANCE OF ANIMALS:
No animals (except guide or hearing dogs notified to the company in advance) may be carried without prior written agreement from the company.
CONFIRMATION:
Written confirmation by the company is the only basis for the acceptance of a hiring or for a subsequent alteration to its terms.
PAYMENT:
Payment is required 48 hours in advance of the date of travel, unless otherwise agreed with the company. Such payment is strictly non-refundable except in circumstances where the company, due to causes beyond its control, has to cancel the booking.
DEPOSITS:
In order to hold your booking, a 20% non-refundable deposit must be paid upon booking.
REFUND POLICY:
A full refund will be given if we (a) receive your cancellation request at least 48 hours prior to the booking. (b) circumstances beyond our control prevent us from reaching you to carry out the service. Any other refunds offered through our customer service department will be determined on an ad hoc basis.
CANCELLATION BY HIRER:
Customers are required to cancel their bookings in writing. All cancellations must be made at least 48 hours prior to the date and time of departure. In this instance a full refund of all payments, less the non-refundable 20% deposit will made. In the event of a cancellation being made less than 48 hours prior to the date and time of departure, the full booking cost amount will be entirely non-refundable.
CANCELLATION BY THE COMPANY:
In the event of any emergency, riot, civil commotion, strike, lockout, stoppage or restraint of labour or the happening of any event over which the company has no control, (including adverse weather and road conditions) or in the event of the hirer taking any action to vary agreed conditions unilaterally, the company may return all money paid and without further or other liability, cancel the contract.
VEHICLE TO BE PROVIDED:
While every effort will be made to provide a luxury vehicle, sometimes such vehicles become unavailable. In such instances the company reserves the right to substitute other vehicles (including those of other operators) for all or part of the hiring.
BREAKDOWN AND DELAYS:
The company gives advice on journey time in good faith. However, as a result of breakdown or traffic congestion, or other events beyond the reasonable control of the company, journeys may take longer than predicted and the company will not be liable for any loss suffered by the hirer as a result.
PASSENGERS’ PROPERTY:
All vehicles hired by the company are subject to restrictions on carrying luggage for statutory safety reasons. The hirer accepts that the driver shall be the sole judge as to whether and to what extent passengers’ property is carried. The company accepts any personal property of the hirer and their passengers on the understanding that it will take all reasonable steps to avoid loss or damage. The hirer should notify the company or the driver if items of exceptional value are to be carried on the vehicle. It is the hirer’s responsibility to minimise risk of loss when property is left unattended. Lost property will be held at the company’s premises and is subject to the Public Service Vehicle (lost property) Regulations.
IMPORTANT CONSIDERATIONS (Warning / Disclaimer)
Keep valuables with you: To prevent theft or loss, always keep valuable items on your person, not in stored luggage.
High-value items like jewellery, electronics, cash, and important documents should always be packed in carry-on luggage, not checked baggage, due to the high risk of theft, loss, or damage in checked bags. Other high-value items to keep with you include heirlooms, irreplaceable items like original photos, and prescription medications, especially in places of high traffic such as train stations, coach stations and waiting areas.
Items to keep in your person.
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Jewellery and watches: These should be on your person or in a secure carry-on bag and if you can, insured.
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Electronics: Laptops, tablets, and high-end cameras are safer with you.
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Cash and financial documents: Keep money and important papers in your carry-on to prevent theft and ensure access.
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Medication: Prescription medications should always be with you in case of delays or lost luggage.
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Irreplaceable items: This includes heirlooms, sentimental items, and original photos.
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Critical items: Passport, business papers, and keys fall into this category.
Why you shouldn’t pack high-value items in large suitcases
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Theft: Large baggage goes through many hands and may be left unattended. Whilst our drivers and staff will make every effort to keep luggage safe, there may be occasions where this is not possible e.g. in circumstances beyond our control.
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Damage: Items are more vulnerable to damage during the handling process.
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Loss: Large luggage can be delayed, misrouted, or lost entirely.
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Insurance: Many coach operators and insurance policies will not cover high-value items that have been placed in checked baggage.
Mayfair Coaches will not be liable for any costs if any items of the above nature are lost, damaged or stolen.
If your luggage is stolen, immediately report it to a member of staff, file a police report and contact your insurance company to make a claim.
You will need to provide a detailed list of the stolen items and any receipts and proof of purchase.
We all lose things from time to time, so if you’ve left something on board a coach, we’ll do what we can to get it back to you.
CONDUCT OF PASSENGERS:
The on-board staff are responsible for the safety of the vehicle at all times and may remove any passenger whose behaviour prejudices safety or is in breach of the Public Service Vehicle (conduct of drivers, inspectors, conductors and passengers) Regulations 1990. The hirer is responsible for any damage costs or unreasonable valet costs as so determined by the company which may be caused by its passenger’s actions during the period of hire. The Company reserves the right to recoup the costs for any damage via the Hirer’s credit or debit card.
COMPLAINTS:
In the event of a complaint, the hirer should seek a solution at the time by asking for assistance from the on-board staff or from the company. If this has not provided a remedy, complaints should be submitted in writing within 14 days of the termination of the hire at the following address: 5b Russell Gardens, London W14 8EZ.
NOTICES:
No bill, poster or notice is to be displayed on any vehicle without the consent of the company.
REFRESHMENTS:
Only food & beverages provided by the company may be consumed on the vehicle without prior consent from the company.
SURCHARGES:
Providing there are 30 days prior to the departure date, the company reserves the right to pass on increases in the cost of fuel, taxes imposed by the Governments of the UK and of other countries to be visited during the journey, road tolls, and foreign currency. No surcharges will be levied within 30 days of departure. On notification of such surcharges, the hirer may cancel the booking subject to the cancellation by hirer clause.