Rental Information/T&C’s

November 18, 2011 by admin

IMPORTANT BOOKING – RENTAL INFORMATION

[These also form part of our Rental T&C’s and Contract]

Required Documents when Booking:-

Credit Card required for Rental
Completed and signed CC Authorization Form
Completed and signed Booking Form
Copy of I.D. documents and Passports of all drivers
Copy of Driver´s Licenses’ and International Drivers Licenses’ [in English with no endorsements + 1 photo] of all drivers
Flight details
Contact details

Important Travel Arrangements (may be required prior to arrival/clients own responsibility):-

Anti-malaria medication
Yellow Fever and/or other required Vaccinations + Certification
Visas
Personal, Medical & Travel Insurance

Standard Extras (that may apply/if applicable):-

Cross Border Fees/vehicle (once off)
Additional Driver Fees (once off)
Administration/Contract Fee (once off)
Collection & Drop off Fees (depending on the venue/once off)
Off-Road Training/per driver (once off)
Wash& Clean/per vehicle *
Tank 100% full on Collection and Drop off

* Evaluated on return

Payment:-

A 25% booking deposit is payable to confirm your rental and the 75% balance, 30 days before collection via a Credit Card or an EFT payment.

A 5.5% Handling Fee charged when paying by Credit Card (VISA & MasterCard only)

Insurance:-

Standard Insurance cover, which covers 95% of the vehicle’s value, is included on all vehicles and in all rates quoted. This is not full cover and an excess is applicable, the monetary value of which depends on the vehicle category
Standard Insurance cover is valid in the following countries: South Africa, Namibia, Botswana, Zambia Zimbabwe, Malawi, Mozambique, Swaziland & Lesotho
*Special permission is required for any other countries in Sub Saharan Africa
Third Party Cover: The standard insurance cover includes 3^rd Party cover for RSA only. Third party cover for any other country must be purchased at the port of entry
Additional insurance cover is available at additional cost (and only for selected vehicles/from selected suppliers) which offers reduced excess for both collision and theft damages only and not for other damages/breakages/losses.
The cost of the collision damage waiver (CDW) and theft loss waiver (TLW) will vary depending on the vehicle category
Insurance exclusions:

Standard cover

Towing costs outside of South Africa
Insurance excess
Tyreand windscreen damage
A double excess applies for single vehicle accident
Theft waiver not included, standard excess applicable

CDW 1

Reduced excess applies
Towing outside ofNamibia,Botswana,South Africa
Tyreand windscreen damages
A double excess applies for single vehicle accident

CDW2

Zero excess applies
Towing outside the countries of Namibia, Botswana and South Africa

Should the vehicle be damaged beyond use or stolen, a replacement vehicle is not included in any of the insurance cover options
Water damages are not covered by any insurance cover
Damages due to negligence or equipment losses are not covered by insurance

At Safari4x4Hire, all our vehicles have standard insurance cover – we don’t offer reduced excess/additional insurance options (CDW/TLW).

InSouth Africa the cost of Third Party liability is included in the price of fuel

Safari4x4Hire takes care of all the cross border exit authorization letters once we have received copies of the Passport, Drivers license and Intl. Drivers license (in English) of all the designated drivers at least 30 working days before collection

The comprehensive insurance includes claims for accident, fire, theft only – negligence is not covered.

If travelling toTanzaniaandKenyayou will need a Carnet de Passage

* Consult at the time of booking if the requested vehicle is permitted to travel to a specific country and which insurance applies.

Insurance Excess Deposit:-

Various Insurance Excesses apply for different vehicles and is “authorized/secured” on your Credit Card for the duration of the rental and will be effected 3 days prior to arrival/before collection.

If the Excess is declined, the vehicle WILL NOT be released.

The CC Authorisation will provide Safari4x4Hire (or alternative supplier) with the card holder’s authorisation to secure the agreed amount on his/her Credit Card for the duration of the rental. We will secure only the agreed Insurance Excess amount on the CC nor will the authorised amount be withdrawn. Our Bank, Nedbank S.A. (or alternative suppliers Bank) will contact the clients Bank/CC Department and request an authorisation for the agreed amount – should this be successful they will provide us with an Authorisation Code – we will renew this process every 7-10 working days for the duration of the rental. The client needs to make sure there are sufficient funds in his/her Bank account/CC and that this has been pre-confirmed/clarified with the client’s relevant Bank/CC Department. Many times the clients Bank/CC Department declines the transaction because the Bank/CC Department may think that it is a fraudulent transaction to protect the client.

An electronic and a manual transaction will be done.

Pre and Post Trip Administration/Inspection:-

Please allow sufficient time (min. 3 hrs.) prior to collection and after drop off for vehicle admin and inspection.

Other Insurances & Cross Border Taxes:-

Clients are responsible for all compulsory 3^rd Party Insurances; TIP Taxes (Temporary Import/Export Taxes) and/or Road Toll when crossing into neighboring countries.

Rental Rates:-

Rental Rates are calculated according to the amount of days [irrespective of the time of delivery/collection and/or time of return/drop off] and the amount of estimated km’s/mileage.

Unlimited km’s/mileage options need to be clarified with the client prior to departure.

Minimum Rental Duration:-

Minimum rental period is 3 days in South Africaand 6 days outside ofSouth Africa.
Each day is a 24 hour period
Where camp equipment is included the day of pick up and drop off are counted as full days irrespective of the time collected or returned.
On vehicles without camp equipment days are calculated on a 24-hour period from the collection time.
No refunds are applicable for early returns unless arranged in advance.

Standard Equipment:-

Roof rack
Roof top tent/s
Extra water tank
Fridge-freezer
Dual battery system
Camping & catering equipment
Toolbox with basic Recovery Equipment
Radio-CD/Aircon/Power-steering

Extra Equipment Available:-

Maps
GPS’ (with Tracks4Africa)
Mobiles & SAT Phones
Jerry Cans
Spare Wheels
High Lift Jacks
Ground Tents
Camping Equipment
Trailers
Inverters
Awnings

Not included:-

Winches, Snorkels & iPod Connections

Important Cross Border Documents:-

All required Cross Border Exit Letters/Authority/Documents & Insurance Cover Confirmation will be supplied by the supplier when crossing into neighboring countries.

Suggested Collection & Drop off Venues:-

OR Tambo Intl. Airport, Johannesburg – SA
Kruger Mpumalanga Intl. Airport, Plaston/ Nelspruit – SA
King Shaka Intl. Airport, Durban – SA
PE Intl. Airport, Port Elizabeth – SA
Cape Town Intl. Airport, Cape Town – SA
Windhoek Intl. Airport, Windhoek – Namibia
Maun Intl. Airport, Maun – Botswana
Lusaka Intl. Airport, Lusaka – Zambia
Harare Intl. Airport, Harare – Zimbabwe
Malawi Intl. Airport, Lilongwe/Blantyre – Malawi
Maputo Intl. Airport, Maputo – Mozambique

Additional Info:-

Vehicles/motorcycles are serviced regularly & well maintained according to manufacturer’s requirements.
Different “High & Low Season” months/rates apply for 4×4’s/motorcycles.
Discounted rates/specials are available – please enquire.
Should we not be able to supply you with a vehicle from our own fleet, we will try and outsource one from another supplier – Rental rates, Terms & Conditions and Insurance Excess policies will differ.
Drivers can be expected to undergo some basic off-road 4×4 training prior to departure as we have had an increase of damages/losses to vehicles due to inexperience and negligence.

Usage:-

The Hirer acknowledges that he is aware of the purpose for which the vehicle was designed, as well as all safety and maintenance procedures. The Hirer is responsible to look after and maintain the vehicle during use and to return the vehicle clean and in good order, fair wear and tear accepted.
In the event of the vehicle or any of its belongings being lost or damaged during the rental period, the Hirer shall be liable to cover the cost of replacement or repair and to make good on any shortages or damages to the vehicle. Insurance cover is included and will cover loss or damage due to theft and collision damages but not lost items or damages due to carelessness or negligence.

Repairs and Mechanical Failures:-

Repairs of up to ZAR 1 000.00 can be effected without prior authorization. On higher amounts prior authorization is required.
In most cases vehicles are still covered under the new vehicle manufacturers warranty and their warranty conditions will apply where mechanical failures occur. It is important to remember that Safari4x4Hire is not the manufacturer of the vehicle or equipment but will do its utmost to select and offer the best and most recommended vehicles and equipment.
Where serious mechanical failures occur due to standard wear and tear and which cannot be repaired timeously a replacement vehicle will be supplied – if available.
Inconvenience and time loss is not covered.
Mechanical failures and repair expenses in countries outside of South Africa, Namibia, Botswana, Zambia, Zimbabwe, Malawi, Mozambique, Swaziland & Lesotho are covered as long as in line with prices in South Africahowever towing, consequential damages and recovery expenses will be the Hirers responsibility.

Collision Damages & Accidents:-

All accidents must be reported to the local police within 24 hours.
Where collision damages render a vehicle unusable, a replacement vehicle can be supplied by Safari4x4Hire if available, but all costs are for the expense of the Hirer.
The hirer is responsible for the return of the damaged vehicle to the original office if outside of the borders of South Africa.
No refund will be given for lost days due to collision damages.
Should the Hirer continue with a new replacement vehicle then a new rental contract and insurance conditions will apply.
The exact insurance conditions and area of liability will also depend on the level of insurance selected.

Road Restrictions:-

The 4wd vehicles are allowed on all bitumen/tar and gravel roads as well as all recognized public 4×4 tracks in South Africa, Botswana, Namibia, Lesotho, Zimbabwe, Zambia, Mozambique, Swaziland, Malawi.

Special permission is required for any other countries in Sub Saharan Africa.

Cross Border Surcharges:-

A once off cross-border surcharge is applicable when leaving South African borders. This is a once off charge irrespective of how many borders are crossed.

Confirm with the supplier if fees apply.

Multiple Rentals:-

Multiple rentals can be combined to qualify for a longer rental rate.

Change of Vehicle:-

If for reasons beyond our control, the reserved vehicle is not available, we reserve the right to substitute the vehicle with another vehicle in the same category or in a higher category. This shall not constitute a breach of contract or entitle the hirer to a refund.

Cancellations:-

In the event of a rental having to be cancelled, the following refund rates are applicable.

A 25% deposit is required to secure a vehicle rental and the following cancelation fees apply;

60 days or more notice: deposit refunded less 20% handling fee

30 – 60 days: booking deposit is not refundable. If total rental has been paid the balance less the deposit will be refunded.

Less than 30 days notice: No refund on booking deposit or full rental. 100% cancellation fee

General:-

The hirer is fully responsible for any damage or related costs to the Safari4x4Hire/Suppliers vehicle or third party if;

The terms of the rental contract are breached.

Damage to the vehicle or equipment caused by careless or reckless driving.
Driving under the influence of drugs or alcohol.
Water submersion or salt-water damage.
If the vehicle is abandoned and no contact is made by the Hirer to the rental company.
Driving on restricted or closed roads.

Damage/ Loss/ Mechanical Breakdown/ Costs/ Repair/ Failure/ Injury/ Death Policy:-

Should there be any damages/ losses/ mechanical breakdowns/ repair costs etc., we will first evaluate the situation/clarify the matter so that we could define the required actions/ procedures.

The following two scenarios will apply depending if the damage/loss/mechanical breakdown/repair cost etc. is due to the client’s negligence/ignorance/inexperience and/or fault etc. or not: -

If the vehicle is not repairable, we will dispatch a back-up (1. if available and 2. a new rental contract/T&C will apply) as soon as possible. The client will be responsible (at his/her own cost) to repatriate the vehicle to the closest SA border (if in any of the neighbouring countries) – the client will be responsible for all the costs unless stipulated otherwise.
If the vehicle is repairable, it will be required to get the vehicle to the nearest authorised Agency/Service Centre – the client will be responsible for all the costs unless stipulated otherwise.

In both situations, we will obtain a quote and present you with same. These damages/repairs/replacements/costs etc. will be deducted from the authorised amount on your CC. Should these damages/repairs/replacements/costs etc. be more than the authorised excess amount, we will claim the full authorised excess amount and the Insurance/supplier will cover the rest/balance – unless stipulated otherwise.

Client’s negligence/ignorance/inexperience and/or fault etc. makes the client liable for all costs damages/losses/mechanical breakdowns/repatriations/recovery etc. incl. over heating/ceasing of the engine, clutch failure, gearbox failure, body/interior damage and accidents/death/injury to others.
Don’t drive at night,
Don’t drive under the influence of alcohol/drugs,
Respect the speed limit/road rules,
Respect weather/road conditions, pedestrians and nature/wildlife,
Know where you are capable/permitted to drive.

Please note (additional T&C’s):-

All vehicles & rental rates are subject to availability/price at time of booking/final confirmation
Replacement vehicles subject to availability, new rates/new contract – T&C Apply
If existing vehicle/s cannot be repaired or serviced as a 1^st alternative option after any breakdown/collision an alternative would be offered/supplied – if available
Vehicles that are not 100% full on return, will be re-fuelled and these costs will be charged to the clients Credit Card
All vehicles due for a Manufacturer’s Warranty Service during the rental period will be compulsory if not, a Penalty Fee will be charged accordingly
Vehicles and/or equipment that are returned dirty/faulty/missing/broken will be subject to a final Suppliers Inspection after a wash/clean – damages, losses, repairs/replacements to be made or noted thereafter will be charged to the clients Credit Card
Cancellation Policy & Fees Apply
Rental Terms & Conditions Apply (incl. Indemnity Form to be signed by each client)
Vehicle Repatriation (after Breakdown/Accident) to closest SA Border – client’s own responsibility
Mechanical Breakdown Advice to be supplied by S4x4H
Extra Mileage (not agreed upon in the Rental Contract) to be charged at a pre-specified rate/km
Quotes valid for 7 days
E&OE

OFFICE HOURS:-

08H00 TO 17H00 Monday to Friday
Deliveries and collections after hours, on Saturdays, Sundays or public holidays will be charged a delivery fee of ZAR 350.00 per vehicle/airport transfer
Mobile contact numbers are available 24 hours, 7 days a week

PLEASE NOTE

Rates and conditions may be subject to change without notice. All information may be subject to change and all measurements and volumes shown are approximate.