Terms & Conditions – These conditions apply whether a contract has been made verbally or in writing between INTX
1. Application
These conditions apply whether a contract has been made verbally or in writing between INTX ‘the company’ and the client. The client acts on behalf of all the passengers travelling on the vehicles. The client is responsible for the actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party. The company agrees to supply the services as per the quotations and will only accept instructions from the client, unless a nominated representative is agreed in advance. Where a copy of these conditions has been given to the client at any time, or the client has been advised verbally of all significant terms, making a booking will be deemed to signify acceptance of them. Where a client makes a booking before receiving these conditions and without being advised verbally of all significant terms, the client may cancel the contract without liability to the operator within 48 hours of receiving these conditions. Otherwise, the client will be deemed to accept these conditions.
2. Quotations
Quotations are given on the basis of the direct route and on information provided by the client. The route used will be at the discretion of the company unless it has been particularly specified by the client in which case it will be clearly shown on the confirmation. All quotations are given subject to the company having available a suitable vehicle at the time the client accepts the quotation. Quotations are valid for 14 days unless otherwise notified. Quotations will identify the services to be provided, any additional charges will be separately identified and will be the client’s responsibility unless otherwise specified. The Company reserves the right to change quotations at any time within the 14-day period provided that a booking has not been confirmed by both parties in writing.
3. Use of the Vehicle
The vehicle will be supplied for the purpose requested. Any variations to this will need to be agreed with the company in advance.
4. Route and Time Variation
The company reserves the right to levy additional charges for any additional mileage or time to that agreed for any reason, including road conditions, diversions and traffic incidents. The charges will be pro rata and in accordance with the formula used for the original booking confirmation. The vehicle will depart at times agreed by the client, and it is the responsibility of the client to account for all passengers at those times. The company will not accept liability for any losses incurred by passengers who fail to follow instructions given by the client.
5. Drivers’ Hours
The hours of operation for the driver are regulated by law, and the client accepts the responsibility of ensuring the hire keeps to the hours and times agreed by the Company. Neither the client nor any passengers shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur, the client will be responsible for any additional costs incurred unless it is outside the control of the client. The calculation of any additional costs will be as in condition 4.
6. Seating Capacity
The company will, at the time of booking, agree and specify the legal seating capacity of the vehicle to be supplied. The client must not load the vehicle beyond this capacity.
7. Payment and Deposits
7.1 Deposits
A non-refundable deposit is required when you confirm a booking. The amount depends on
the total value of the hire:
Booking Value (excl. VAT) Deposit Required
- Under £1,000 10%
- £1,000 – £4,999 25%
- £5,000 – £9,999 30%
- £10,000 – £19,999 40%
- £20,000 and above 50%, plus staged payments as agreed
Your booking is not confirmed until we have received the deposit. If payment is not received
within 5 business days of us issuing a confirmation, we may release the booking.
7.2 Account Clients
If you hold an agreed credit account with INTX, we may accept a signed booking
confirmation in place of a deposit, provided it clearly acknowledges your liability under the
cancellation terms below. We can withdraw this arrangement at any time.
7.3 Balance Payment
The remaining balance is due at least 14 days before the hire date. If a booking is made
within 14 days of the hire, the full amount is payable on confirmation. Late payments may
incur interest at 8% above the Bank of England base rate, in line with the Late Payment of
Commercial Debts (Interest) Act 1998.
8. Cancellations
8.1 How to Cancel
All cancellations must be made in writing — email is fine. The date we receive your written
notice determines which cancellation charge applies. We cannot accept verbal cancellations.
8.2 Standard Cancellation Charges
The following charges apply to standard bookings (single vehicle, single day):
Notice Given Charge
- 29 days or more Deposit retained only (minimum 10% as an admin fee)
- 15 – 28 days 25% of hire value
- 10 – 14 days 50% of hire value
- 6 – 9 days 65% of hire value
- 3 – 5 days 75% of hire value
- 1 – 2 days 85% of hire value
- Day of hire or on vehicle arrival 100% of hire value
If your deposit is more than the cancellation charge, we will refund the difference. If the
charge is more than your deposit, we will invoice the balance, payable within 14 days.
8.3 Administration Fee
A 10% administration fee applies to all cancellations at any stage — including early
cancellations beyond 29 days. For standard bookings this is taken from the deposit. For
multi-vehicle and multi-day bookings (see below) it is calculated on the total booking value.
This is separate from, and in addition to, any cancellation charge.
8.4 Multi-Vehicle Bookings (3 or More Vehicles)
When three or more vehicles are committed to a single booking, the following scale applies
instead of clause 8.2, reflecting the greater commitment involved:
Notice Given Charge
- 22 – 28 days 25% of total booking value (or deposit, whichever is
greater) - 15 – 21 days 50% of total booking value
- 8 – 14 days 70% of total booking value
- 3 – 7 days 85% of total booking value
- Under 3 days or day of hire 100% of total booking value
If you reduce the number of vehicles rather than cancelling entirely, each removed vehicle is
treated as a partial cancellation. The charge is calculated on the pro-rata value of the
vehicles removed.
Where we have already committed subcontracted vehicles or drivers to your booking, those
costs are passed through to you in full at the point of cancellation, regardless of the scale
above.
8.5 Multi-Day Bookings (3 or More Consecutive Days)
When a booking covers three or more consecutive days, the following scale applies instead
of clause 8.2:
Notice Given Charge
- 29 days or more Deposit retained; balance refunded
- 15 – 28 days 50% of total hire value
- 8 – 14 days 75% of total hire value
- Under 7 days 100% of total hire value
If you cancel individual days within a multi-day booking rather than the whole booking, each
cancelled day is treated separately, charged at the pro-rata daily rate using the scale above.
Driver accommodation, parking, and subsistence costs that have been pre-booked or paid
by INTX on your behalf are passed through to you in full at cost, regardless of when you
cancel.
8.6 Other Pre-Purchased Costs
Where we have purchased tickets, permits, meals, or other items on your behalf, these are
charged at cost plus 10%, regardless of when the cancellation occurs. These are in addition
to any cancellation charge above.
9. Cancellation by INTX
In the rare event that we need to cancel due to circumstances beyond our reasonable
control (such as severe weather, road closures, or vehicle breakdown), we will do our best to
arrange alternatives. If we cannot, we will refund any deposit or prepayment in full. This will
be our only liability to you in such circumstances.
10. Sporting Events
In the event that a sporting event has been cancelled for unforeseen circumstances. The company is not liable for a refund to the customer.
11. Vehicle to be Provided
The vehicle provided by the company is at the absolute discretion of the company provided that it meets with the agreed specification.
12. Breakdown and Delays
The company gives its advice on journey time in good faith. However, as a result of breakdown or traffic congestion, or other events beyond the reasonable control of the company, journeys may take longer than predicted. Under no circumstances shall the company be liable (in contract, tort or otherwise) for any loss of profits, business, or for any indirect or consequential loss whatever or inconvenience suffered by the client as a result.
13. Agency Arrangements
Where the company arranges ancillary facilities such as meals, accommodation, ferries, excursions, guides or tickets or any other services provided by another supplier, it does so as agent for and on behalf of the client. Any items and conditions imposed by such other suppliers through the company shall, insofar as they are supplied to the client, be binding on the client as if he had directly contracted such services and the client shall indemnify the company against any loss, claim, damage or award in respect of a breach of such supplier’s terms and conditions brought about by the client’s action.
14. Passengers’ Property
a. All vehicles hired by the company are subject to restrictions on carrying luggage for statutory safety reasons. The client accepts that the driver shall be the sole judge as to whether and to what extent passengers’ property is carried. Large bulky items may not be able to be carried, and the client should take all steps to notify the company in advance of such requirements.
b. The company accepts any personal property of the client and their passengers on the understanding that it will take all reasonable steps to avoid loss or damage. The client should notify the company or the driver if items of exceptional value are to be carried on the vehicle. It is the client’s responsibility to minimise risk of loss when property is left unattended.
c. The Company’s liability for loss and damage to property, however caused, is limited to £50 per bag, case of package with an overall limit of £100 [overall claim value] maximum per passenger. It is the responsibility of the client to ensure that items over this value are insured separately for loss and damage.
d. The limits in this section do not apply to personal injury claims.
e. All articles of lost property recovered from the vehicle will be held at the company’s premises where the vehicle is based and will be subject to the current Public Service Vehicle [Lost Property] Regulations. The company will provide details of this legislation on request.
f. On continental hires it is important that all customer luggage is clearly labelled, even hand luggage and that no baggage is carried for third parties.
15. Conduct of Passengers
a. The driver is responsible for the safety of the vehicle at all times, and as such may remove any passenger whose behaviour prejudices safety or is in breach of the Public Service Vehicle [Conduct of Drivers, Inspectors, Conductors and Passengers] Regulations 1990. These regulations set out certain rights and responsibilities on all parties, and full details of these can be obtained from the company on request. The client is responsible for any damage caused to the vehicle by any passenger for the duration of the hire.
b. Where the hire is to a sporting event, the client should be aware of the legal requirements relating to alcohol, contained in the Sporting Events [Control of Alcohol] Act 1985, [as amended] and the conditions of entry to racecourses as laid down by the Race Course Association Limited.
16. Liability for Injury
The company will not accept any liability for damage, injury or loss for any passenger not complying with legislation whilst traveling in one of the company’s vehicles.
17. Complaints
In the event of complaint about the company’s services, the client should endeavour to seek a solution at the time by seeking assistance from the driver or from the company. If this has not provided a remedy, complaints should be submitted in writing and within 5 days of the completion of the hire. The company will acknowledge all complaints within 14 days and will normally reply fully within 28 days.
18. Refreshment and Alcoholic Drinks
Other than on a vehicle fitted expressly for that purpose, food [except confectionery] and drink [including alcoholic beverages] may not be consumed on the vehicle without prior written consent from the company.
19. Surcharges
Once a confirmation has been issued to the client, providing there are 7 days prior to the departure date, the company reserves the right to pass on increases in the cost of fuel, taxes imposed by the Governments of the UK and of other countries to be visited during the journey, road tolls, and foreign currency. No surcharges will be levied within 7 days of departure. On notification of such surcharges, the client may cancel the booking subject to the scale of cancellation charges shown in paragraph 8. The liability of the company will be limited to the cost of the hire and any ancillary services supplied.