HIRE AGREEMENT

1. Booking Deposit and Payment Terms


A non-refundable 20% deposit is payable at the time of booking. The deposit secures a vehicle for your requested dates and is deducted from the overall charges.

Before paying the deposit you must ensure that you have read, understood, and accept the terms and conditions of this Hire Agreement and our Insurance. If you subsequently fail to satisfy any of these terms and conditions you may forfeit the booking deposit and may be liable for other fees.

The balance of the cost of your hire is payable a minimum of 4 weeks prior to the start of the hire period. If you are booking within 4 weeks of the start of the hire period, full payment is due at the time of booking.

Payment of Hire Charges: You understand and agree that we do not accept full payment by cash and that all hires must be paid by credit/debit card, in part or full. Pre-paid credit cards are not accepted. The credit/debit card used for payment must always be in the name of the main driver.

Prices quoted are payable in UK pounds sterling, net of any currency variances and bank charges.

2. Charges

You must pay the agreed hire charge and any other charges incurred during the hire period according to this Agreement, including:

  • the cost of any damage or loss to the vehicle or its equipment which was not noted on our pre-hire inspection and which is not covered by our insurance;

  • any other uninsured damage to, or loss of, the vehicle, the keys or its equipment;

  • excess mileage at the rates shown in this Agreement;

  • the insurance excess (in the event of an insurance claim);

  • all parking fines, traffic violations and other charges incurred (we may charge an administration fee if we have to handle these on your behalf);

  • charges demanded lawfully by a third party as a result of the vehicle being parked or left upon land which is not a public road.


If necessary you consent to us notifying any authorities, organisations or enforcement agencies of your or any driver’s details, to effect a transfer of liability

3. Security Deposit

You must lodge a £750 Security Deposit with us no later than 14 days before your trip to cover:

  • any damage, costs or losses (whether negligent, wilful, accidental or otherwise) not covered by our insurance;

  • any additional charges, costs or losses you incur or are liable for whilst using the vehicle (e.g. the insurance excess, excess mileage, additional cleaning charges, fuel etc);

  • disposal of chemical toilet waste.
    The Security Deposit is refundable on safe return of the vehicle in the condition in which it left us (including all equipment).

The Security Deposit must be paid using a credit or debit card in the name of the hirer. We do not accept cash security deposits. The deposit will be refunded within one week of the return of the vehicle in the condition in which it left us.

Should there be any damage or requirement for any repair or replacement (or other reasonable costs) the costs will be deducted from the Security Deposit before the balance is returned to you. By signing this agreement you agree to pay all charges upon request and authorise us to deduct from the Security Deposit any amounts due. We reserve the right to retain the Security Deposit for such period as is necessary to quantify the charges incurred before deducting them from the Security Deposit.

Where the Security Deposit is insufficient to cover our uninsured or other additional costs, charges and losses, you must pay any additional amounts due.

If we require you to pay for any damage or loss we will always itemise and detail any charges incurred and allow you reasonable time to review them.

4. Hire period

You have agreed to hire the vehicle for the period shown in this Agreement. If you do not return the vehicle on time to the agreed return location you will be charged for every additional day or part-day.

Please note that unless agreed with us, unused hire days (or early returns) are non-refundable.

5. Mileage allowance

The standard mileage allowance is 200 miles for each full day of paid booking. You agree to pay additional mileage charges at the rate set out below.

The mileage will be recorded at the start and end of the booking using our tracker GPS and Drover Camping will calculate the total number of miles driven during the hire period.

Additional mileage will be charged at 50p per mile and we will invoice you for this on return of the vehicle.

6. Drivers

You confirm that you:

  • are over 25 and under 75 years of age;

  • are legally permitted to drive and have not been advised on medical

     grounds to not drive;

  • have held a full valid United Kingdom or EU licence for two years or more;

  • have not been convicted of a motoring offence (of any nature) leading to your licence being endorsed, suspended or more than 6 penalty points imposed;

  • have not been convicted of more than two motoring offences;

  • have not had motor insurance cancelled, declined, a renewal refused or special terms imposed;

  • have not, whilst driving, been involved in more than one motor accident at which you were at fault during the past 3 years.

You agree to declare any DVLA-reportable conditions and any endorsements or accidents to us before driving the vehicle.

Only those named on this Agreement (and who have read and signed this Agreement) are permitted to drive the vehicle. Please note the other terms and exclusions in this Agreement.

7. Additional Drivers

Where you request to add an Additional Driver to the Hire Agreement we will decide whether or not we agree to adding that Additional Driver. You agree to pay an additional fee at the rate of £25 per driver.

8. Collecting the Vehicle

When you collect the vehicle you must complete:

  • a pre-hire inspection with us (this will include fixed equipment e.g.

    awning etc, and the vehicle inventory e.g. table, chairs, stove, cutlery etc);

  • a short ‘orienteering’ session so you are familiar with the vehicle (you must allow 30 minutes for this).


At collection, we will ask to see, and take copies of, your drivers licence and two documents showing proof of address - such as your Council Tax or a utility bill

9. Returning the Vehicle

When you return the vehicle you must:

  • notify us if for any reason you can not return the vehicle at the agreed

     time (you will not be covered on our insurance beyond any agreed return time);

  • ensure it is reasonably clean (our prices include standard valet upon

    vehicle return and additional cleaning charges may apply if return condition is poor);

  • ensure you have disposed of all waste from the chemical toilet in the appropriate place at your campsite (otherwise we will have to take it to an approved site for disposal ourselves, thus incurring a fee that we will have to deduct from your deposit);

  • hand the keys back to us personally (unless otherwise agreed in writing);

  • complete a post-hire inspection with us;

  • ensure it has a full tank of fuel (or pay our refuelling charges).


If you return the vehicle outside of business hours you remain responsible for the vehicle and its equipment until a post-hire inspection is completed (which will be no more than 24 hours after you return the vehicle).

Some damage may not be apparent at the post-hire inspection, such as mechanical damage (for example in areas such as the engine, fuel tank or clutch) or damage may be hidden by adverse light or weather conditions. If we find any damage after you have returned the vehicle we will notify you as soon as we can.

10. Fuel

The vehicle uses standard diesel fuel.

The vehicle will be supplied with a full tank of fuel and should be returned to us with a full tank of fuel. If you return it to us without a full tank of fuel, you will be liable to pay us for the fuel required to fill up the vehicle at our local garage, plus a fee of £10.

11. Driving and Using the Vehicle

You must not:

  • use the vehicle for hire, reward or driver training;

  • carry more passengers than the vehicle has seat belts;

  • fit any additional equipment to the vehicle including racks or tow bar accessories unless agreed with us in advance;

  • apply any livery, branding, transfers or marks or paintwork to the vehicle;

  • drive the vehicle outside mainland England, Scotland and Wales, unless we have given you written permission.

You must:

  • use the vehicle within the limits of the law;

  • accept our right to refuse to hire a vehicle to any driver without providing a reason for our refusal.

This Agreement will be governed by the laws of England.

12. Low level objects and height restrictions

The vehicle is equipped modifications that significantly increase the height of a standard vehicle.

You must note the vehicle height and be aware that the vehicle’s approach or departure angle may increase this height.

You are responsible for any damage to the vehicle caused by hitting any low-level object such as car park height barriers, bridges and low branches.

13. Children

You are legally responsible for obtaining and using a child or baby seat. The fitting of any such equipment is your responsibility and we accept no liability.

You must use your discretion regarding children using any ladders, foot holds, roof racks or roof tents on the vehicle. We strongly recommend that children are supervised at all times.


You must not allow children to climb over the vehicle bonnets, wings or other bodywork.

14. Pets

You are not permitted to have any animals in the vehicle.

A sum may be deducted from your Security Deposit if the presence of an animal in the vehicle results in any damage or any additional cleaning being required.

15. Loads/Towing

You must not use the vehicle for towing or carry any load in or on the vehicle that exceeds the gross vehicle weight for its type. Any loads carried in the vehicle must be secure and safely stored.

16. Smoking and Vaping

You must not smoke or vape in the vehicle or use any naked flame inside the vehicle.

17. Cooking

You may use the stove that is supplied with the vehicle in accordance with the orientation instructions and with the rear tailgate open.

You must NEVER use the stove inside the vehicle.

Whilst using the stove you must ensure that you have easy access to the fire extinguisher supplied with the vehicle.

18. Driving surfaces and ‘off road’ driving

If the vehicle is to be driven on unsealed or unsurfaced roads, byways, ‘green lanes’ or unclassified roads at any point during your hire:

  • you must notify us in advance if you expect to use any of these road types extensively, and we must agree in writing to you doing so;

  • you must only do so under conditions and in an environment appropriate to your experience and skill level;

  • you must only do so under conditions, and in a manner, that are non-damaging to the vehicle;

  • you understand that doing so is at your own risk.

IMPORTANT: many unsealed or unsurfaced roads, byways, and unclassified roads are legally classed as roads and therefore The Highway Code, road safety and vehicle rules, and driving and road traffic law and other relevant legal obligations apply.

You must not drive the vehicle off legal roads unless we have agreed that you may do so in writing in advance of your booking:

  • Under all circumstances you understand that our insurance does not cover damage or loss of any kind whilst driving ‘off road’ (i.e. not on a legal highway);

  • if you drive ‘off road’ intentionally or unintentionally you indemnify us of any consequence of any kind and you agree that any damage or excess wear and tear to the vehicle, any injury to any party, or loss of any kind, or any resulting legal action is your responsibility.

IMPORTANT:
You must not drive a motor vehicle on common land, moorland, Forestry Commission land or any land that is not forming part of a road without authorisation.

Please be aware that the vehicle is equipped with a tracker device that records its movement as a condition of our insurance.

19. Care of the vehicle and equipment

You must:

  • treat the vehicle and its equipment with care and respect;

  • take all reasonable steps to maintain the vehicle;

  • contact us if you become aware of a fault;

  • notify us of any damage caused to the vehicle;

  • not let anyone work on the vehicle without our permission;

  • protect the vehicle and its equipment against weather or other

    environmental conditions which might cause damage (e.g. wind damage resulting from the awning being deployed, or leaving the vehicle windows open when it rains);

  • not allow smoking or vaping in the vehicle, roof tent, awning or any ground tents we hire to you;

  • seek our guidance if you are uncertain about the use of any part of the vehicle or its equipment.

20. Security of the vehicle

You must:

  • lock the vehicle when you are not using it;

  • take the keys out of the ignition when you are not in the vehicle and keep them with you;

  • keep the tracker fob with the central locking fob and keys at all times;

  • use any security device provided, including secondary locks for the

    pop-up roof;

  • not leave vehicle equipment, accessories or your own belongings on display;

  • ensure that the vehicle equipment and accessories are secure.

To maintain and protect the vehicle we may fit and use electronic devices to monitor its condition, performance and operation and/or to live track its movements. This data may be used both during and after termination of the hire period. A condition of hire is that you consent to the use of such devices, and to the collation, storing and use of the information arising from them.

21. Our responsibilities

We assure you that:

  • we have maintained the vehicle to a legal standard;

  • that the vehicle and its equipment are suitable for hire at the start of the hire period;

  • we will identify and tell you about any existing damage before you drive the vehicle.

We are responsible:

  • if someone is injured or dies as a result of our negligence, act or failure to act;

  • for loss or damage to your property left in the vehicle if the loss or

    damage results from our negligence or a breach of contract;

  • if the vehicle or equipment does not match our description.

We are NOT responsible:

● for indirect losses which happen as a side effect of any main loss or

damage and which are not foreseeable by you and us (such as loss of opportunity).

We want you to have the vehicle you choose, however we must allow for unforeseen circumstances. We therefore reserve the right to provide you with a suitable alternative. Should a substitute not be available, our liability is limited to a refund of monies paid by you to Drover Camping.

22. Our Insurance

Our hire charges include the provision of vehicle insurance provided to us by our insurers. We will provide you with full details of our insurance policy separately. Please ask us if you have any questions regarding the extent of the cover provided.

By signing this Agreement you confirm that you have read, understood, and are accepting the conditions of our insurance.


You shall be liable for the insurance excess in the event of the vehicle being damaged or a claim being made under the insurance policy in relation to the Booking.

You shall be liable for any damage to the vehicle arising from your negligence or the negligence of any person who enters the vehicle with your permission.

You may decide to take out separate insurance to cover aspects of your hire that are not covered by our insurance.

23. In the event of an accident

You must:

  • notify the police;

  • get the names and addresses of everyone involved, including witnesses;

  • note the registration numbers, make and model of the vehicles involved;

  • provide your name and address to any other parties;

  • obtain details of the insurers of any third parties;

  • if possible and appropriate, photograph the scene, the vehicles and damage;

  • make the vehicle secure;

  • notify Drover Camping as soon as is practicable.


We will ask you to complete our accident report form. Failure to provide third party details and a completed accident report form may result in liability for double the standard excess.
In the event that the vehicle cannot be driven after an accident, a replacement or substitute vehicle is not assured.

You accept that we will not be liable to pay any compensation or cover other losses or expenses as a result of an accident, subject otherwise to the terms, exceptions and conditions of this Hire Agreement and our conditions of insurance.

24. Breakdown

In the event of a breakdown:

  • if the vehicle cannot be repaired, a replacement or substitute vehicle from Drover Camping is not assured;

  • the vehicle is covered by our Breakdown Policy with RAC;

  • if RAC comes to your assistance but can not get the vehicle working they will take the vehicle, driver and passengers to one of their repairers;

  • if the vehicle cannot be fixed locally the same day, they will:

  • take you to a place of your choice anywhere in the UK or;

  • if available, you may request a small hire car;

  • arrange for overnight accommodation;

  • please contact RAC on 0330 159 8714 and quote the vehicle registration number.


Our breakdown policy with RAC does NOT cover you if you put the wrong fuel in the vehicle. You will be liable for our costs in these circumstances, including the costs of any recovery and repair of the vehicle. If you have put the wrong fuel in the vehicle you must not drive it, but contact RAC and Drover Camping immediately for assistance.


In the event of a breakdown we also recommend you contact Drover Camping directly on and we will do what we can to assist you.


By signing this Hire Agreement you accept that if the vehicle breaks down that our liability extends to either:

  • replacing your vehicle with a similar one, if available, or;

  • refunding your hire charge for any days you lose use of the vehicle.

    You accept that we will not be liable to pay any compensation or cover other costs, losses or expenses resulting from a breakdown (subject otherwise to the terms, exceptions and conditions of this Hire Agreement, our vehicle insurance and our breakdown policy with RAC).


You may wish to consider taking out separate travel insurance to cover you for any additional costs incurred in the event of a breakdown.

25. Stolen Vehicle 

In the event of the vehicle being stolen the first thing you must do is contact the police and report the theft. Please then contact Drover Camping directly as the vehicle is fitted with a tracking device that can help in its recovery.


If the vehicle is not recovered in a safe condition to drive on the same day our breakdown policy with RAC may – subject to your location and other factors – offer the following assistance:

● take you to a place of your choice anywhere in the UK or;
● if available, you may request a small hire car;
● arrange for overnight accommodation.

Please contact RAC on 0330 159 8714 and quote the vehicle registration number.

IMPORTANT: If the vehicle is stolen and the keys cannot be provided, then the loss is the responsibility of the hirer and is unlikely to be covered by our insurance.

26. Data protection

By entering into this Hire Agreement you agree that we can process and store your personal information in connection with this Agreement including data collected from the vehicle. We may use your information to analyse statistics, credit control and to protect our assets.

You agree that if you break the terms of this agreement we can pass your personal information to credit-reference agencies, debt collectors, the police or any other relevant organisation. We can also give this information to the British Vehicle Rental and Leasing Association (BVRLA), who can share your personal information with its members to prevent crime and protect their assets, as allowed under relevant data protection legislation.

27. Cancellation or termination

You may cancel your booking at any time by giving notice in writing, by e-mail, or by phone which will take effect on the date we acknowledge it to you.


In the event of a cancellation or termination, one of the following applies:

  • 90 days or more prior to the Hire Period: Full Refund;

  • Between 89 and 30 days prior to the Hire Period: 50% Refund;

  • Less than 30 days prior to the Hire Period: No Refund.

Before you enter into this Agreement you may wish to consider taking out separate travel insurance to cover you for costs incurred in the event of a cancellation.

28. Ending the Agreement

We are entitled to terminate this Agreement if you break its terms and you must then return the vehicle immediately. If the Agreement is terminated we may repossess the vehicle and any associated costs must be paid by you.

You understand and agree that if you fail to meet any conditions of this Hire Agreement that you will be liable for the fees shown at Clause 27 above.

A COPY OF THIS AGREEMENT WILL BE EMAILED TO YOU WHEN YOU BOOK WITH US.