Terms and Conditions – HireMiles

All bookings made with HireMiles are subject to the following Terms & Conditions. A booking becomes complete and binding once a confirmation is received — whether verbally or in writing — and the required deposit has been paid. Once received, deposits are non-refundable unless otherwise stated.

1. General Terms

HireMiles (including its agents, employees, or subsidiaries) shall not be held responsible for any loss, injury, accident, or delay arising from road incidents or unforeseen circumstances. The matter, if any, shall remain strictly between the group leader, passengers, and the assigned contractor (driver).

Passengers are requested to remain seated while the vehicle is in motion for safety purposes.
No individual is authorised to make any express or implied warranty or representation on behalf of HireMiles unless in writing.

2. Company Rights

HireMiles reserves the right to:

(a) Cancel, suspend, or alter any journey, transport, accommodation, or service due to unforeseen circumstances such as vehicle breakdown, driver unavailability, or safety concerns. In such cases, a full refund will be issued for the affected portion. When possible, HireMiles will arrange an alternative vehicle or driver at no additional cost.

(b) Refuse service or carriage to any person without providing a reason, if deemed necessary for safety or operational reasons.

All charges are based on current pricing and may be adjusted without prior notice in case of changes in exchange rates, operational costs, or government fees.

3. Damage to Vehicle

Any damage to the vehicle or its fittings caused by passengers whether intentional or accidental  is the Hirer’s responsibility. The Hirer shall reimburse HireMiles (or the contracted driver) for:

• Cost of repairs

• Loss of income or vehicle downtime

HireMiles and/or the contractor reserves the right to pursue compensation or initiate legal proceedings for any deliberate or negligent damage.

4. Vehicle Availability and Routing

All bookings are subject to vehicle availability at the requested time and date.
Receiving a quote does not guarantee availability until confirmed by HireMiles.

HireMiles reserves the right to cancel and refund bookings if a vehicle cannot be provided.
The journey route will be determined by HireMiles unless a specific route request is made and agreed upon in advance. Any deviation or additional mileage/time requested during the trip may incur additional charges.

5. Deposits, Cancellations, and Refunds

Deposit

A 30% non-refundable deposit is required to secure your booking.
If HireMiles is unable to complete the journey, a full refund will be issued.

Cancellation Charges

If you cancel your booking:

• More than 25 days before the journey – 25% of total cost

• 14–25 days before the journey – 30% of total cost

• 7–14 days before the journey – 50% of total cost

• 48 hours–7 days before the journey – 75% of total cost

• Less than 48 hours – 100% of total cost

Non-Refundable Once Boarded

Once passengers have boarded, the contract is fulfilled and no refunds will be issued.

Additional Services

If extra services (e.g., meals, accommodation, ferry tickets) are included and cancellation fees apply, these will be charged to the Hirer in addition to the above fees.

Refund Process

All eligible refunds are processed within 14 days of cancellation, minus applicable deductions.

No-Show Policy

Failure to meet the driver at the agreed time/location without prior notice is considered a “No Show.”
Full charges will apply for:

• Incorrect booking details (e.g., time/date errors)

• Failure to contact HireMiles or the driver within one hour of pickup time

6. Passenger and Driver Guidance (COVID-19 & Safety)

Passenger Guidelines

Passengers are advised to:

• Avoid travelling if unwell or showing COVID-19 symptoms

• Use face coverings (optional but recommended)

• Follow hygiene protocols such as hand sanitising and tissue use

• Avoid physical contact with the driver

Driver Guidelines

Drivers are advised to:

• Clean and sanitise vehicles regularly

• Maintain ventilation where possible

• Wear face masks if appropriate

• Follow hygiene and distancing protocols

7. Sub-Contracted Services

HireMiles reserves the right to subcontract journeys to other licensed and insured operators if required.
All subcontracted drivers are fully licensed and vetted.
The company may provide larger, smaller, or alternate-branded vehicles when necessary without additional charge.

8. Passenger Conduct

• No animals, except guide dogs, are permitted.

• No alcohol, smoking, or fast food (chips, pizza, burgers, etc.) is allowed inside vehicles.

• Passengers must not obstruct emergency exits or aisles with luggage.

• The driver’s authority is final — they may refuse entry or discontinue a journey if passenger behaviour is unsafe or inappropriate.

If a driver feels threatened or unsafe, they are entitled to terminate the journey immediately without refund.

9. Waiting Time and Delays

Please be ready at the agreed pickup time.
If passengers delay beyond 15 minutes, additional charges may apply.
If delays cause the driver to miss subsequent jobs, they may cancel the trip without refund.

HireMiles shall not be liable for any missed flights, tours, or events due to traffic, weather, or unforeseen delays. Passengers are encouraged to maintain adequate travel insurance.

10. Payment Terms

Payment must be made in full before departure, unless agreed otherwise.
Accepted payment methods include Credit/Debit Card, Bank Transfer.

Duplicate or mistaken payments refunded by HireMiles will incur a 5% administrative charge.

By paying a deposit or full amount, you agree to all HireMiles Terms & Conditions.

11. Luggage and Personal Belongings

Passengers are responsible for their own belongings.
HireMiles will not be liable for lost, stolen, or damaged items.
Drivers may assist with luggage but are not responsible for its safety.

Heavy luggage should be stored in designated compartments and not block exits.

12. Insurance and Liability

HireMiles and its contractors carry full commercial and passenger liability insurance as required by law.
However, HireMiles shall not be held responsible for:

• Loss or damage to personal belongings

• Missed connections (flights, trains, events)

• Unforeseen mechanical breakdowns or delays

13. Complaints

All complaints must be submitted in writing via email to:
📧 info@hiremiles.co.uk

HireMiles will review and respond to all valid complaints within a reasonable timeframe.

14. Final Provisions

• Displaying posters or notices on HireMiles vehicles is prohibited without prior written consent.

• All passengers are expected to wear seatbelts where provided.

• Any incorrect booking details must be reported immediately to avoid errors or missed pickups.

• HireMiles reserves the right to update or modify these Terms & Conditions at any time.

15. Agreement

By confirming a booking or making payment (deposit or full), you automatically agree to these Terms and Conditions in full.

HireMiles thanks you for choosing our services and wishes you a safe and comfortable journey.