. Eligibility

1. All drivers must attend our office at the time of collection to be added to the vehicle insurance. Drivers must be between 25 and 79 years old and have held a full driving licence for at least two years.
2. Licence requirements: Licences must be free of endorsements, except for up to two speeding offences and parking offences. Any driving convictions, accidents, insurance claims, disabilities, or medical conditions must be declared prior to booking.
3. Identification:
   • Prior to or upon collection, all drivers must provide:
     • A valid driving licence
     • Two forms of proof of identity (e.g., a utility bill or bank statement no older than 90 days)
   • Failure to provide these documents may result in delays or cancellation of the vehicle handover without a refund.
4. DVLA Check: You must provide your National Insurance number for Kala’s Campers to perform a DVLA licence check before collection.
5. Named Drivers Only: Only the drivers named on the agreement are permitted to drive the vehicle.
6. International Drivers: Drivers from outside the UK may be considered, but additional checks will be required.

2. Insurance / Damage Deposits

1. Comprehensive insurance for UK and EU travel is included in the hire charge for each named driver who meets the eligibility criteria.
2. One additional driver can be added at no extra cost.
3. Insurance excess is set at £1,000.
4. The hirer is responsible for any damage to the vehicle, including tyres, windscreen, and windows.
5. Negligent damage (e.g., driving through width or height restrictions) is not covered by insurance, and repair costs will be at the hirer’s expense. Height restrictions are provided in the vehicle’s information folder.
6. The vehicle is only insured for the agreed hire period. Driving beyond this period may constitute a traffic offence.
7. The hirer is responsible for accidental damage and must ensure:
   • The total number of passengers does not exceed the vehicle’s berth limit.
   • All passengers wear seatbelts while the vehicle is in motion.
8. Gas appliances must not be used while the vehicle is in motion.
9. Gas bottles must be isolated before commencing travel.
10. A £1,000 security/damage deposit is required at collection. This must be traceable (not cash) and paid by the main driver. It will be refunded in full within 72 hours of return, provided the vehicle is returned on time, clean, and undamaged.
11. If the vehicle is returned with damage, the deposit will be held until an assessment and repair cost agreement is made.
12. Repair costs will be deducted from the security deposit, with the remainder returned to the hirer.
13. If an insurance claim is made, the full deposit will be used to cover the insurance excess.
14. The hirer must thoroughly inspect the vehicle at collection and is responsible for any new damage not noted on the vehicle inspection sheet.
15. The vehicle must be returned in the same condition as collected. If excessively dirty, a £25 cleaning charge will be deducted from the deposit.

3. Responsibilities

1. While the vehicle is in your care, you are responsible for taking all reasonable precautions to prevent damage, theft, or loss of the vehicle or its contents.
2. When leaving the vehicle, you must ensure that:
   • All windows and roof lights are closed.
   • All doors are locked.
   • Keys remain in your possession at all times.
3. Do not:
   • Give the keys to anyone else.
   • Permit unauthorized persons to drive the vehicle.
4. You will be 100% responsible for any loss or theft of the vehicle, as insurance will not cover theft in the following cases:
   • The vehicle was left unlocked.
   • The keys were left inside the vehicle.
   • Windows and/or doors were left open.
   • An unauthorized driver was allowed to operate the vehicle, and they failed to return it.

4. Payment & Cancellation Policy

1. A 50% deposit is required at the time of reservation to guarantee your booking.
   • This amount is deducted from the total hire charge.
   • If you cancel at least 14 days prior to your booking, the deposit is refundable, minus a 20% administration fee.
2. The remaining balance must be paid at least 14 days before the hire start date. If booking within 14 days of hire, full payment is required at the time of booking.
   • Once the balance is paid, 100% of the booking fee is non-refundable in case of cancellation.
   • We strongly recommend independent travel insurance to cover unforeseen cancellations.
3. A £1,000 security deposit will be taken at the time of collection (as mentioned above).
4. All payments must be made via bank transfer or card payment—this is an insurance requirement. Cash and cheques are not accepted.

5. Cancellations

1. We strongly recommend taking out travel insurance to cover any unavoidable cancellations.
2. Kala’s Campers reserves the right to cancel the hire on or before collection if:
   • The nominated driver’s licence is invalid.
   • ID checks are incomplete or do not comply with the insurer’s terms & conditions.
3. We may also cancel the booking if the vehicle becomes unserviceable or unroadworthy. In this case:
   • A full refund (including the deposit) will be issued.
   • Kala’s Campers is not liable for any associated costs resulting from the cancellation of your holiday.

6. Availability

1. Kala’s Campers guarantees that the vehicle will be cleaned and available at the pre-agreed time and date.
2. If, for any reason, the vehicle becomes unavailable, Kala’s Campers will issue a full refund of all payments made.
   • In this case, the hirer will have no further claim against Kala’s Campers.
3. Kala’s Campers reserves the right to refuse a booking at its discretion, without providing a reason.

7. Collection & Returns

1. The vehicle will be ready for collection at the pre-agreed time and date.
   • Late arrivals may delay the handover process.
2. The vehicle must be returned on time at the agreed time and date.
   • A £50 late return fee will be charged for late drop-offs.
3. No refunds will be given for an early return of the vehicle.
4. Failure to return the vehicle within the agreed timeframe on the final day of hire may result in the vehicle being uninsured.

8. Breakdown / Accident

1. In the event of a breakdown or accident, the hirer has full access to recovery services.
2. The hirer may authorize repairs or replacements up to £75 and will be reimbursed upon providing a receipted invoice at the end of the hire period.
3. Repairs or replacements exceeding £75 require prior approval from Kala’s Campers.
4. Kala’s Campers is not responsible for additional expenses, such as accommodation or travel costs, following a breakdown. However, we will refund hire charges for any complete days of lost use due to a mechanical failure.
   • Kala’s Campers accepts no liability for third-party claims, damages, or consequential losses resulting from a breakdown or accident.
5. In the event of an accident, the hirer must:
   • Immediately notify Kala’s Campers via telephone.
   • Complete an accident report form and submit it upon returning the vehicle.
6. The hirer is fully responsible for any overhead or external damage. The vehicle’s height restriction is 2.1 metres(excluding any roof box).
7. The hirer is responsible for any damage to tyres, including punctures, wheels, and wheel trims, and must report any such damage upon return.
8. When using the bike rack, the hirer must:
   • Be aware of the increased vehicle length.
   • Use a passenger as a guide when reversing to prevent damage.

9. Care & Custody of Vehicle

1. The hirer may only drive the vehicle if they are qualified and hold a valid and current driving licence.
2. The hirer must drive carefully and skillfully, adhering to all legal requirements.
3. The vehicle must not be used for:
   • Racing, pace-making, or any form of competition.
   • Any purpose other than personal, domestic, or social use.
4. The hirer must not carry passengers for hire or reward.
5. The hirer must operate the vehicle responsibly and in a proper manner.
6. The hirer is liable for any damage, faults, or losses to the vehicle, its fixtures and fittings, if caused by negligence or misuse.
7. The hirer must not transfer possession or custody of the vehicle to any other person.
8. The vehicle must be locked at all times when left unattended.

10. Loss

1. Kala’s Campers accepts no liability for loss or damage to personal belongings of the hirer or any other persons.

11. Fuels, Oil, or Coolants

1. Kala’s Campers is responsible for maintaining the correct levels of engine oil and coolant before hire.
2. The vehicle will be supplied with a full tank of fuel and must be returned full.
   • Any shortfall in fuel will be charged to the hirer.
3. The hirer is responsible for ensuring that the correct fuel type is used.
   • Any costs incurred due to incorrect fuel usage will be the hirer’s responsibility.

12. Gas

1. One full bottle of gas is included in the hire rate.
2. If additional gas is required, it can be topped up at petrol stations at the hirer’s expense.

13. Equipment

1. A full inventory of equipment is included in the vehicle.
2. The vehicle must be returned with all items intact.

14. Fines

1. The hirer is fully responsible for any traffic violations, toll charges, or fines incurred during the hire period.
2. The hirer agrees to reimburse Kala’s Campers for any costs incurred in recovering unpaid fines or penalties.

15. Pets

1. Pets are permitted in the vehicle with an additional £25 cleaning fee.
2. The hirer must cover upholstery when pets are using the vehicle.
3. Any damage caused by pets will be the hirer’s responsibility.

16. Smoking

1. Smoking is strictly prohibited in the vehicle.
2. A £500 penalty will be deducted from the security deposit if this policy is violated.

17. Free Parking

1. Customers may leave their vehicle at their own risk during the hire period.
2. Kala’s Campers accepts no liability for loss, theft, or damage to vehicles left in the parking area.

Identity Requirements

It is an insurance requirement that you provide sufficient documentation to support your identity. Without this documentation you will not be insured and therefore unable to hire our Motorhome. These can include electronically downloaded documents.

You must provide the following

• Photographic Driving Licence (It must show the same address as additional documents listed below)
• If you’re taking the vehicle abroad a valid international driving permit that covers all the countries, you will be travelling to/through.
• A valid UK licence ‘Check Code’ click here on how to obtain your code. You cannot hire without a valid working code and all the identification documents.

You must also provide

• Your National Insurance number so that a DVLA check can be done.
• 2 separate Utility bills, as proof of your address. See details below for accepted documents. They must show the same address as your Driver’s License and be dated within 60 days.

Examples of utility bills

The bills need to be in the same name as the driver / hirer and include their home address. Joint names are acceptable, but any in the spouse's name only are not.

Gas bill                                                               HMRC Self-assessment/tax credit

Electricity                                                         Student Loan

Water                                                                   Shotgun License

TV Licence                                                         Payslip

Council Tax (annual accepted)               Mobile Phone bills

Broadband/Landline                                    Pension Letters

Loan Statement                                               Car Finance Statement

Credit Card Statement                                 Property Deed

Bank statement                                               Mortgage Statement

Credit Card Statement

What is not included

Any document relating to insurance and any document that does not meet the above-mentioned criteria.

PLEASE REMEMBER: IF YOU CANNOT PROVIDE THE ABOVE REQUIRED IDENTIFICATION AND METHOD OF PAYMENT, YOU WILL NOT BE ABLE TO HIRE A VEHICLE AND YOU WILL LOSE THE FULL DEPOSIT AND HIRE THAT HAS BEEN PAID TO KALA’S CAMPERS. WE ACCEPT NO LIABILITY FOR YOU NOT PROVIDING THE CORRECT IDENTIFICATION OR A DRIVER THAT DOES NOT FIT OUR DRIVER CRITERIA.

GDPR

Article 5 of the GDPR requires that personal data shall be:

• Processed lawfully, fairly and in a transparent manner in relation to individuals;
• Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
• Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
• Accurate and, where necessary, kept up to date
• Kept in a form which permits identification of data subjects for no longer than is necessary; and
• Processed using appropriate technical or organisational measures in a manner that ensures appropriate security of the personal data.”