Full Terms and Conditions for ICE Rental

Hirers are kindly requested to carefully read and accept these Terms and Conditions before signing the agreement and completing the hire process. If there is anything you do not comprehend or disagree with, please don’t hesitate to consult any member of our rental staff for assistance.

DEFINITIONS

1.1. “Us,” “We,” or “The Company” – Direct references to ICE Rental.

1.2. “You,” “The Main Hirer,” “The Hirer,” or “The Driver” – Direct references to the main hirer as identified overleaf, on the cover note, and/or the insurance proposal and/or hire agreement.

1.2.1. If statements and particulars in the proposal are in handwriting other than that of the Hirer or permitted driver, such a person is deemed to have the Hirer’s or permitted driver’s authorization for these Terms and Conditions.

1.3. “Our offices” – Refers to the trading office address at 83 Baker Street, London, W1U 6AG.

1.4. “Hire period” – Refers to the time from the date and time stated on the Insurance cover note until the car is returned to our possession and/or control.

IDENTIFICATION

Each time you hire a vehicle from us, your driving licence must be presented. Additionally, two other forms of identification, including a utility bill or official letter at your present address (dated within the last 3 months), are required. You must also provide a landline or mobile number for contact during the day or evening.

We hold the right to waive these requirements without affecting other terms of these Terms and Conditions. Our rental staff retains the right to refuse rental if the required identification is not produced or for other valid reasons.

DRIVING LICENCE

All drivers must possess a current, valid full driving licence.

UK Licence Holders: Must present their photocard driving licence. We will also require a DVLA licence check code, which you can generate online from the GOV.UK website. This code is valid for 21 days.

Foreign Licence Holders: Drivers with foreign licences must present their national licence. An International Driving Permit (IDP) is required if you are a non-EU/EEA resident or if your licence is not in English. Other drivers may drive in the UK for up to one year from the commencement of residency, subject to current DVLA restrictions; a Passport will be required for proof of entry.

We may terminate your hire agreement if details provided are false, inaccurate, or incorrect. Full payment may still be charged. We retain the right to pursue damages for breach of contract.

FUEL

Our rental staff will record the fuel gauge reading on the pre-rental check form and your agreement. Please return the vehicle with the same level of fuel as when it was rented.

A refuelling charge, which will be specified in your rental agreement, will apply if the vehicle requires fuel to be replenished to the initial level. No refund will be given for any excess fuel.

PAYMENT

The full cost of the rental must be paid before any vehicle is released for rental. Payment must be made by a major credit or debit card in the name of the main hirer. A refundable security deposit will also be taken at the start of the hire.

All refunds are processed within 14 days of the vehicle being returned and checked for any damages or additional charges. Please note that while we will release the security deposit within 1-2 working days for UK bank transfers after the vehicle has been fully valeted and inspected, it may take your bank longer to process the funds back to your account. For international clients and those using credit cards, please allow up to 14 working days for the refund to be processed.

YOUR RESPONSIBILITIES

• You must look after the vehicle and the keys to the vehicle.
• You must always lock the vehicle when you are not using it and use any security device fitted to or supplied with the vehicle.
• You must always protect the vehicle against bad weather, which can cause damage.
• You must ensure that you use the correct fuel, as you are responsible for any resultant damage.
• You must not sell, rent or dispose of the vehicle or any of its parts.
• You must not give anyone any legal rights over the vehicle.
• You must not let anyone work on the vehicle without our written permission. If we do give you permission, we will only issue a refund if you have a receipt for the work done.
• You must let us know as soon as you become aware of a fault in the vehicle.
• You must return the vehicle to our offices at the agreed date and time. If no time is agreed, the time should be assumed as the time noted on the front of the insurance cover note.
• You must not cause damage to the vehicle through negligent, dangerous, reckless or inconsiderate driving.

DAMAGE AND REPAIR WORK

You will have to pay for the reasonable costs of repair if:

• We have to pay extra costs to return the vehicle to its condition when the pre-rental inspection was carried out (for example, if extra valeting time or special materials are needed).
• The vehicle has been damaged whilst in your care.

Any damage caused to the vehicle during your hire period will be repaired by us, and the cost will be recovered from you. Where repair work is required:

• You may be charged a loss of income fee at the daily hire rate for each day the vehicle is off the road for repairs, provided the repairs are carried out in a reasonable timeframe.
• You will lose your security deposit in its entirety or up to the amount required to cover the cost of the repair works. We will provide an itemised invoice for all repair costs. Any remaining deposit will be returned to you.

ROAD TRAFFIC INCIDENTS

If you have an incident, you must not admit responsibility. You should:

• Get the names and addresses of everyone involved, including witnesses.
• Make the vehicle secure.
• Tell the police immediately if anyone is injured or if there is a disagreement over who is responsible.
• Call our office straight away.

You must then fill in our incident report form when you return the vehicle. This must be reported to us within 24 hours of the incident.

INDEMNITY

You will be responsible for the cost of repair for any damages caused to the vehicle during your hire period.

Any payments for fixed penalty notices, congestion charges, or parking fines will be recovered from you. We will only do this after we have made a representation to the issuing authority to transfer liability to you and this has been rejected. An administration fee may apply in these circumstances.

Any charges incurred for the vehicle being seized, recovered, or impounded while in your possession will be recovered from you.

TOWING

You or your authorised named driver must not use the vehicle for towing unless we have given you written permission.

RETURNING RENTAL VEHICLES

Before you return the vehicle, you must check that you have not left any personal belongings. Vehicles must be returned to us during our opening hours. We will not accept responsibility for vehicles damaged or stolen if they are left outside our premises after hours. If we have agreed that you may return the vehicle outside business hours, you will remain responsible for the vehicle and its condition until it is re-inspected by a member of our staff.

If you do not bring the vehicle back on time, you are in breach of this agreement. We will charge you the daily rental rate for every day you have the vehicle after the agreed return date.

OVERSEAS TRAVEL

With prior approval, our vehicles may be taken abroad, although restrictions apply to certain countries. A surcharge and extra charges for a Green Card will apply when taking a vehicle outside the U.K.

OUR RESPONSIBILITIES

We have maintained the vehicle to at least the manufacturer’s recommended standard. We assure you that the vehicle is roadworthy and suitable for renting at the start of the rental period. In line with the Consumer Rights Act 2015, we are responsible for loss caused by:

• The vehicle not matching our description of it.
• The vehicle not being of a satisfactory quality that you would be entitled to expect from a rental vehicle.
• The vehicle not being fit for purpose.
• Us not having the legal right to rent out the vehicle.

We are responsible if someone is injured or dies because of our negligence. We are not responsible for indirect losses which happen as a side effect of the main loss or damage and which are not foreseeable by you and us (such as loss of profits or loss of opportunity).

CHARGES

You will pay the following charges:

• The rental and any other charges as per the agreement.
• Any charge for loss or damage resulting from you not keeping to your responsibilities.
• A refuelling service charge if you have not replaced the fuel supplied at the start of the rental.
• All fines and court costs for parking, traffic, or other offences, plus our reasonable administration charges for dealing with these matters.
• A loss-of-income charge if we cannot rent out the vehicle because it needs to be repaired.
• Any published rates for delivering and collecting the vehicle.
• Interest on any amount you do not pay us on time, at the rate of 4% a year above the base lending rate of Barclays Bank PLC.
• Value Added Tax (VAT) and all other taxes on any of the charges listed above.

You are responsible for all charges, even if you have asked someone else to be responsible for them.

ENDING THE AGREEMENT

We may end this agreement if you do not meet the main requirements of this agreement. If you are an individual, we will end this agreement if a receiving order is made against you. If you are a company, we will end this agreement if you go into liquidation or call a meeting of creditors.

If we end this agreement, it will not affect our right to receive any money we are owed. We can also claim reasonable costs from you if you do not meet the main requirements of this agreement.

DATA PROTECTION

We will process your personal data in accordance with the Data Protection Act 2018 and the UK GDPR. The personal data we collect (including your name, address, driving licence details, and payment information) is required to enter into this rental agreement. We use this information to manage your rental, process payments, and for insurance purposes.

If you breach this agreement, we may share your information with credit reference agencies, the DVLA, debt collectors, and other relevant organisations. We may also use your information for our own market research. You have the right to access, rectify, or erase your personal data. For more information, please see our Privacy Policy.

GOVERNING LAW

The law of England and Wales governs this agreement. Any dispute may be settled in the courts of England and Wales.

SEVERANCE

If any provision of this Agreement is held to be invalid, illegal, or unenforceable, the remainder of the provisions shall continue in full force and effect.

IMPORTANT NOTICE

Unless you have read and accepted these Terms and Conditions as above, we will not hire a vehicle out to you. By signing the declaration on the page preceding these Terms and Conditions, and taking possession of the keys to the vehicle you will be deemed to have accepted these Terms and Conditions.