HIRE AGREEMENT

These Terms and Conditions apply between Shire Link Ltd and the Hirer/Driver/Company named in the Hire Agreement / Invoice.

Please read carefully. If you do not understand or agree with any part, please speak to a staff member before hiring.

1. DRIVERS:

  • All drivers must be aged 23 or over and have held a full UK, EU, USA, New Zealand, Australian, or Canadian licence for at least 2 years.
  • Drivers aged 70 or over may be accepted with prior management approval.
  • Drivers of 7.2/7.5-tonne vehicles must hold a C1 or HGV licence and have suitable experience.
  • Only drivers who have completed and signed the Proposal for Hirer Driving Insurance Form may drive.
  • Up to 6 speeding points will be accepted. Certain exceptions can be authorised.

2. OPERATOR’S LICENCE:

Companies hiring vehicles over 3.5 tonnes gross vehicle weight (GVW) must hold a valid operator’s licence. Exemptions apply to private removals.

3. CONDITIONS BEFORE YOU LEAVE:

Shire Link Ltd will record a video of the vehicle before hire to document any existing damage. The driver must also sign a Vehicle Hire Check Sheet. Both form part of these terms.

4. DEPOSITS:

Age: 23–24: £500
Age: 25–70+: £300
7.2/7.5T or tow bar vehicle: £500
Travel abroad: £1,000

Deposits may be taken before or after hire at our discretion. They are payable by card and refunded after a damage- or charge-free return. Refunds take 3–5 working days.

5. HIRE PERIOD:

Vehicles must be returned by the time stated on the Hire Agreement/Invoice. Late returns breach this contract and will incur further hire charges.

Hire can be extended—subject to availability—by contacting Shire Link before the end of the rental.

No refunds are given for early returns.

Weekend returns: Return at the stated time or between 5–6 p.m., when a caretaker is available.

Note: Vehicles returned outside office hours incur a £30 fee and are not inspected for damage until the next working day. Dirty vehicles or those returned in poor visibility will also be inspected at a later time.

6. INSURANCE COVER:

Our standard hire includes comprehensive cover.

Not included:

  • Personal injury or death to the driver/passengers
  • Personal property or goods in transit
  • Damage to third-party property resulting from driver negligence

Hirers are strongly advised to obtain separate personal, travel, or goods-in-transit cover.

7. DAMAGE EXCESS PAYABLE:

  • Vehicles up to 3.5 T GVW: £1,500 per claim
  • Vehicles over 3.5 T GVW: £2,000 per claim

8. OWN INSURANCE:

If using your own insurance, a valid certificate and full policy schedule must be presented before hire. The hired vehicle must also be registered on the Motor Insurance Database (MID)..

9. ADDITIONAL CHARGES:

We reserve the right to charge your card for:

  • Fuel, AdBlue, excess mileage, fines, driver error breakdowns, lost keys, wrong fuel, flat battery, valeting, off-road time, or damage. The hirer is liable for all costs resulting from the incorrect use of fuel (diesel or AdBlue).
  • If the vehicle is damaged, off-road charges may apply at the daily hire rate until it is repaired and returned to our depot.

9A. THEFT OR TOTAL LOSS – FINANCIAL SHORTFALL LIABILITY

In the event of theft or total loss—regardless of whether the hirer is insured through Shire Link Ltd or under their own policy—Shire Link Ltd reserves the right to recover any shortfall between the insurer’s settlement and the outstanding financial liability on the vehicle. This includes (but is not limited to) finance agreements, early termination fees, or replacement costs. The hirer remains liable for this shortfall in addition to any excess payable.

10 . VEHICLE USE CONDITIONS

Only authorised drivers who have provided the required ID (driving licence, passport, and one proof of address dated within 3 months) may drive.

The vehicle must not be used for:

  • Illegal activities
  • Driving under the influence
  • Travel outside England, Scotland, Wales or Northern Ireland without prior written permission
  • Carrying passengers for hire or reward
  • Racing, pace-making, speed testing, or learner driving
  • Tail lifts are for goods only. Do not lift people. Keep the engine running during use to avoid battery drainage.

11. YOUR RESPONSIBILITIES:

  • Our insurance does not cover overhead damage. The hirer is liable for repair costs and off-road charges.
  • Only diesel fuel is to be used. Do not use red diesel or biofuel—these will cause damage.
  • Always lock the vehicle and safeguard the keys. Report defects immediately.
  • Windscreens, tyres, and vehicle roofs are the hirer’s responsibility.
  • Returns must be during office hours unless agreed otherwise. Hirer remains responsible until inspected.
  • Check for personal items before return. £ 60 + VAT applies for debris or items left behind.
  • Return fuel level must match what was taken—no refunds for overfilling.
  • Additional charges apply for excessive valeting.
  • No animals or smoking allowed in our vehicles.
  • Daily maintenance checks are the hirer’s responsibility. Charges apply for neglect.
  • Do not overload vehicles—refer to the payload guide.
  • All incidents must be reported during hire or on return.
  • Do not transport hazardous, dangerous, or flammable goods.
  • Secure all loads.
  • The hirer is liable for damage caused to third parties or property.
  • Hired extras (satnavs, dollies, etc.) are used at your own risk. Reimbursement is required for loss or damage.
  • Complaints must be made in writing within 7 days of hire

12. OUR RESPONSIBILITIES:

At the start of hire, Shire Link Ltd will ensure the vehicle is:

  • Roadworthy and suitable for hire
  • Legally compliant (e.g., tyre tread, lights)
  • Topped up with oil and water

13. BREAKDOWNS:

  • In the event of a breakdown, contact Shire Link Ltd using the provided numbers.
  • Stay with the vehicle until recovery arrives.
  • Vehicle replacement is not guaranteed.
  • Shire Link must authorise repairs.
  • We are not liable for delays or costs resulting from a breakdown.

14. ACCIDENTS/INCIDENTS:

  • Do not admit liability. Gather details from all parties and witnesses. Call the police if necessary.
  • Notify Shire Link immediately and complete an accident report upon return.
  • Recovery and off-road charges apply.
  • Failure to report an incident within 48 hours results in full liability and loss of deposit.

15. PENALTY OFFENCES, PARKING CHARGES/CONGESTION CHARGES:

  • You are liable for any fines, penalties, or congestion/ULEZ/LEZ charges.
  • This includes offences under the Road Traffic Acts of 1984, 1988, and 1991.
  • An admin fee of £36 (inc. VAT) applies per charge.

16. MILEAGE CHARGES:

Daily limit: 250 miles.
Weekly limit: 850 miles.
Excess: £0.20 + VAT per mile.

17. RIGHT TO REPOSSESS

We reserve the right to repossess the vehicle at any time if the agreement is breached or misuse is suspected.

18. CANCELLATION:

Cancellations with 48+ hours’ notice incur a 10% fee (min £10).
Less notice: full hire cost is non-refundable.

19.  DATA PROTECTION:

Shire Link Ltd collects and uses personal data solely for hire-related purposes and only shares it with insurers if required following an incident.