Terms and Conditions
Courtesy Vehicle Solutions will seek to assist and provide a first class professional service to each and every customer and our advisors will clearly explain the booking, delivery/collection and payment processes. We would however request that all customers read these Terms and Conditions and contact us (see Customer Service Contact Details below) without delay if you have any queries.
All customers are expected to agree and adhere to the terms and conditions of the hire company which will supply the vehicle. You book through our website or by telephone but your booking will be subject to the normal terms and conditions of the vehicle supplier. Customers will be required to complete the vehicle supplier’s hire agreement prior to collection of the vehicle and are reminded that these conditions may include a request for credit card details for security purposes. By agreeing to accept our quotation you are deemed to have accepted the following terms and conditions of use.
1. Our Service/Bookings
Courtesy Vehicle Solutions (CVS) is an agency which compares prices from both globally recognised and local independent vehicle hire companies to provide our customers with the most competitive rates for their vehicle hire. Our rates depend on the availability and cost of hire from our suppliers. We will always agree and confirm the total cost of the hire with the customer prior to requesting or processing the payment.
By accepting the quotation, the customer agrees to provide acceptable means of payment to CVS in return for the booking. The customer understands that the vehicle is being provided by a third party supplier and that their contract and any terms attaching thereto is direct with that third party.
2. Privacy Policy
At Courtesy Vehicle Solutions we are dedicated to safeguarding and preserving your privacy when visiting our site or communicating electronically with us. This Privacy Policy, together with our terms of use, explains what happens to any personal data that you provide to us, or that we collect from you when you are on this site. We may update this Policy from time to time so please do return and review this Policy regularly.
Information We Collect
In handling your booking we may collect and process the following data about you:
i. Information provided to us when you communicate with us for any reason including faxes and emails. ii. Any credit or debit card facilities which you may provide to us for the purposes of securing your vehicle booking.
Please note however that such information is never shared with any other party and that all such details are destroyed as soon as we receive formal confirmation from the relevant e-commerce payment processor (currently Paypal) that your payment has been approved.
Use of Your Information
The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:i. To provide you with information requested from us, relating to our products or services. To provide information on other products which we feel may be of interest to you only where you have consented to receive such information. ii. To meet our contractual commitments to you.iii. To notify you about any changes to our website, such as improvements or service/product changes, that may affect our service.If you are an existing customer, we may contact you with information about goods and services similar to those which were the subject of a previous sale to you. For the specific and sole purpose of securing your booking, please note that we will be required to share your name, contact telephone number and email address (if provided) with the specific supplier of your hire vehicle in order to ensure that delivery and collection can be made on time as agreed with you at the time of this booking.
Storing Your Personal Data
We may transfer data such as that we collect from you to locations outside of the European Economic Area for processing and storing. Also, it may be processed by staff operating outside the European Economic Area who work for us or for one of our suppliers. For example, such staff maybe engaged in the processing and concluding of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to make sure that your data is treated securely and in agreement with this Privacy Policy.Data that is provided to us is stored on our secure servers. Details relating to any transactions entered into on our site will be encrypted to ensure its safety.
Disclosing Your Information
Unless we are legally required to do so, we do not disclose your personal information to any Person or Organisation outside Courtesy Vehicle Solutions other than for the purposes of arranging delivery/collection of your hire vehicle (i.e. to the Supplier) and/or for processing your payment (i.e. to Paypal).
Third Party Links
You mind find links to third party websites on our website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.
Access To Information
The Data Protection Act 1998 gives you the right to access the information that we hold about you. Please note that any demand for access may be subject to payment of a fee of £10 which covers our costs in providing you with the information requested. Should you wish to receive details that we hold about you please contact us using the contact details below.
Contacting Us
We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us at enquiries@courtesyvehiclesolutions.com or write to us at: Courtesy Vehicle Soutions, Scottish Provident Building, 7 Donegall Square West, Belfast BT1 6JH
3. Delivery Policy/Availability
Bookings are made on the understanding that the vehicle will be delivered by the supplier and placed at your disposal on the date and at the time and location agreed with our customer service representative. Should this not be possible through circumstances beyond our control, we will arrange with the vehicle supplier (or an alternative supplier) to provide you with a substitute vehicle of similar size and specification at the earliest opportunity. Any queries regarding delivery or collection of the vehicle should be directed to CVS on028 9091 8250 during normal office hours (Mon – Fri 8:30am-5:00pm) or 078 25147700 outside normal office hours. Similarly, we expect customers to return the hire vehicle to the pre-designated location at the date and time agreed with CVS and the supplier. Failure to return the vehicle on time may lead to additional charges (see Condition 4. Extension of Rental Period).
4. Extension of Rental Period
Wherever possible, CVS will endeavour to facilitate customers who wish to extend the rental period provided that the vehicle supplier agrees to such an extension. Customers are urged to contact CVS at the earliest opportunity and must agree to make such additional payment as may be required. Failure to do so may mean that you continue driving without the necessary insurance cover and will be liable for any late return penalties as may be imposed by the vehicle supplier.
5. Insurance
All vehicles will be provided subject to the customer agreeing to adhere to the supplier’s requirements in relation to insurance. In all hires involving transfer of the customer’s own insurance to the hire vehicle, the vehicle supplier will check the customer’s insurance, driving licence and identification before releasing the hire vehicle into the customer’s charge.
6. Additional Drivers
If there is more than one driver named on the rental agreement, the second (or subsequent) driver(s) is referred to as the additional driver(s). Additional drivers can be added subject to prior agreement with CVS and the vehicle supplier. An additional fee may be payable. All drivers will be recorded on the vehicle hire agreement which will be completed at the “pick-up” or delivery location.
7. Early/Late Returns
Vehicle suppliers will be entitled to charge an appropriate additional daily hire charge for any vehicle which is returned in excess of 30 minutes after the agreed time and date for return. Customers are advised that this amount may exceed the discounted daily rate quoted by CVS.
8. Disputes
CVS accepts no liability in relation to any dispute relating to the agreement to hire a vehicle other than in relation to any errors or omissions directly caused by CVS or its staff. Any complaints should be lodged in writing within 21 days of the end of hire. We undertake to investigate and respond to any complaint within 5 days of receipt and to confirm our decision in writing to the complainant within 21 days.
9. Cancellation/Refund Policy
Cancellations and amendments must always be made with us and not directly with the car rental supplier. Amendments to bookings are free of charge. Cancellation charges apply as follows: Within 48 hours of placing the booking there is no charge (unless within 72 hours before the rental takes place). When cancelling after 48 hours of making the booking and up to 72 hours before the rental takes place a charge GBP£25.00 will be applied. When cancelling within 48 hours before the rental takes place the charge is 50% of the agreed rental price and subject to a minimum charge of £25.00. Credit card fees are non-refundable.
Deposit payments in respect of minibus or coach hires are non-refundable regardless of the notice period given.
Cancellations and amendments can only be made during our normal office hours (9:00am–5:00pm Monday to Friday). Any requests received outside our normal office hours cannot be applied retrospectively.
In the event of a Client not turning up to collect the hire vehicle, we are unable to provide any refund. If clients end the hire duration early or are late collecting the vehicle, we are unable to refund any unused hire days unless otherwise agreed with CVS.
10. Complaints Procedure & Customer Service Contact Details
Any complaints should be directed in writing to: The Managing Director, Courtesy Vehicle Solutions, Scottish Provident Building, 7 Donegall Square West, Belfast BT1 6JH. We will seek to respond to you within 48 hours of any written enquiry or within 5 days of any complaint. We regret that we cannot give consideration to any complaint which is not formally notified to CVS in writing within 28 days of the last day of the rental period. Customers are advised to contact CVS for advice or information in relation to any booking. However, we recommend that queries or disputes in relation to the vehicle provided are directed to the vehicle supplier whose contact details may be found on the agreement provided at the “pick-up” time and place. Queries in relation to any of CVS’ Company Policies (e.g. Privacy or Cancellation/Refund Policy) or any other queries should be directed to enquiries@courtesyvehiclesolutions.com or by telephone to 028 9091 8250 (Monday to Friday 8:30am to 5:00pm).