Terms and Conditions

VEHICLE & EQUIPMENT RENTAL TERMS & CONDITIONS

1. QUICK GUIDE

We want your adventure to be safe, fun, and stress-free. Here’s a summary of the most important points. Please read the full term and conditions for details.

Age & Licence – Drivers must be 23–70 years old with at least 2 years’ driving experience.

Accepted licences: UK, EU, Australia, US, Canada, New Zealand, South Africa (others by prior approval).

Booking & Payment – a 40% deposit secures your booking. Balance due 4 weeks before hire.
Cancellations – Your booking deposit is non-refundable. If you cancel more than 28 days before your hire start date, we’ll refund any balance paid (excluding the booking deposit). If you cancel 28 days or fewer before your hire start date, charges may apply — see Section 15 for details. We’ll always try to help you rearrange your booking where possible.
Mileage – 120 miles per night included. Extra miles: £0.80 per mile.
Fuel – Return with the same level as collected (diesel for most vehicles).
Off-road driving – Not permitted (insurance is void if you do).
Security Deposit – £1,500 pre-authorisation at collection (certain models require £2500).
Accidents – Call police for accidents, contact us within 48 hours.
Cleaning – Return equipment clean, dry, and in the same condition.

2. CONTRACT FORMATION AND BOOKING

2.1 Contract Formation

The rental contract is formed between the Customer and Nomadic Scotland Ltd upon payment of the booking deposit. The contract is non-transferable and governed by these terms and conditions.

2.2 Booking Confirmation and Deposits

A booking deposit of 40% is required to confirm all bookings
The deposit contributes towards the total booking cost
Payment of the deposit constitutes acceptance of these terms and creates a binding contract
Booking confirmation/invoice will be sent reflecting the rental period and charges
The deposit must be paid within 24 hours of receiving the invoice

2.3 Payment Schedule

Full rental balance is payable four weeks prior to the start date
For bookings made less than four weeks in advance, full payment is due upon booking
Failure to make full payment on the due date may result in booking cancellation
In the event of cancellation for non-payment, the initial deposit is non-refundable but is transferrable (subject to availability)

2.4 Payment Authorisation

By signing the Rental Agreement, the Customer authorises the Company to charge their payment card for:

All rental costs and charges
Additional charges incurred during the rental period
Damage charges, fines, and processing fees
Any extensions or modifications to the rental

3. LICENCE REQUIREMENTS & IDENTIFICATION

3.1 Licence Requirements

The Customer must hold one of the following valid driving licences:

Full UK licence with minimum 2 years’ driving experience & < 6 points*
EU, Australian, US, Canadian, New Zealand, or South African licence with minimum 2 years’ experience
Other licence types require prior approval – contact the Company before booking

3.2 Age Requirements

The Customer must be between 23 and 70 years of age.

3.3 Required Documentation

The following identification must be provided prior to collection of the vehicle:

International Customers: Valid passport
All Customers: Valid photo driving licence (EU, AU, US, CA, NZ & SA covered as standard)
UK Customers: Valid DVLA licence check code from gov.uk/view-driving-licence
All Customers: Two proofs of address from separate sources within 90 days

3.4 Acceptable Proof of Address

Utility bills (electricity, water, gas, broadband)
Council tax, bank statements, credit card statements
Mortgage statements, car finance documents
Mobile phone bills, HMRC self-assessment documents
Payslip, loan statement, property deed

3.5 Driving Convictions (UK Licences)

Two 3-point convictions are acceptable (e.g., 2x SP30s)
Single 4-point offences are acceptable
Single 6-point SP30, SP50, and CU80 convictions are acceptable subject to £2,000 excess
Single 6-point MS90 or IN10 offences require insurer referral
All other 6+ point offences require insurer referral
Previous driving bans must be disclosed
Maximum one fault claim or outstanding incident in the last three years

4. VEHICLE PROVISION AND CONDITION

4.1 Vehicle Condition

The Company must provide the Vehicle in roadworthy condition, properly taxed, licensed, and insured. The Customer must inspect the Vehicle thoroughly before departure and report any defects immediately.

4.2 Vehicle Documentation

The Customer must ensure the Vehicle contains the following at all times:

Valid registration documents
Insurance certificates
Incident report forms
All mandatory safety equipment

4.3 Report

The Customer must ask the Company to rectify the vehicle condition report if there is any unrecorded damage, incorrect fuel levels, or missing mandatory equipment.

5. EQUIPMENT PROVISION AND CONDITION

5.1 Equipment Condition

All Equipment is provided “as is” and the Customer acknowledges receipt in good working order unless defects are noted at collection.

5.2 Equipment Inspection

The Customer must inspect all Equipment at collection and report any defects immediately. Failure to report defects within 24 hours constitutes acceptance of Equipment in good condition.

5.3 Equipment Values (for insurance and liability purposes)

Roof tent system: £4,500
Camping gear package: £1,500
Other Equipment: as specified in the Rental Agreement

6. INSURANCE COVERAGE

6.1 Comprehensive Insurance

The Company provides fully comprehensive insurance covering:

Vehicle damage and theft
Third party liability (driver is not covered as third party)
Coverage for up to 2 authorised drivers
Coverage for the entire rental period

6.2 Insurance Excess

Classic Defenders & Discovery 4 Auto: £1,500 excess
New Defenders: £2,500 excess
Single 6-point SP30, SP50, CU80 convictions: £2,000 excess

6.3 Insurance Exclusions

Insurance does not cover:

Off-road driving
Damage caused by negligent or improper use
Damage from extreme weather conditions
Commercial use without prior consent
Use by unauthorised drivers

6.4 Off-Road Driving Restrictions

Off-road driving is strictly prohibited except for parking within 15 yards of a public road, driving around campsites is permitted.
Landowner permission required for private land access
Off-road use renders insurance void and the Customer liable for all costs
Evidence of off-road use (such as excessive mud, grass, or telematics data) will be considered alongside all relevant circumstances and may result in deduction from your security deposit to cover cleaning, damage, or other losses.

7. SECURITY DEPOSITS AND PRE-AUTHORISATION

7.1 Security Deposit Amount

A security deposit equal to the insurance excess (£1,500 or £2,500) is required at collection, paid by credit or debit card via pre-authorisation.

7.2 Equipment Security Deposit

An further pre-authorisation may be required for Equipment hire, determined by total Equipment value and risk assessment.

7.3 Pre-Authorisation Process

Pre-authorisation reserves funds on a payment card
Customers must ensure sufficient funds are available
Actual charges are processed at the end of the rental
Different payment cards may be used but release times vary

7.4 Deposit Release

Pre-authorisation will be released within 48 hours of return following confirmation of satisfactory condition. Bank processing may take 7-28 working days depending on card issuer.

7.5 Late Return Pre-Authorisation

If the Customer is late returning, on the third day after the return date, the Company will pre-authorise payment for an additional 5 days’ rental charge.

8. CUSTOMER RESPONSIBILITIES AND VEHICLE USE

8.1 Proper Vehicle Use

The Customer must:

Exercise reasonable care and skill when using the Vehicle
Use the Vehicle according to local traffic laws
Use the Vehicle lawfully and for lawful purposes
Use correct fuel (diesel) and maintain appropriate fluid levels
Lock the Vehicle when not in use
Ensure windows, roof openings, and panels are properly closed
Stop using the Vehicle immediately if a fault develops and notify the Company

8.2 Prohibited Vehicle Use

The Customer must not:

Use the Vehicle for commercial purposes without consent
Use for motorsport or related activities
Drive off-road (except as permitted in section 6.4)
Tow vehicles or trailers
Transport hazardous materials (except as legally permitted)
Allow unauthorised persons to drive
Smoke in the Vehicle (£100 fine plus potential £1,000 prosecution)

8.3 Equipment Responsibilities

The Customer must:

Use Equipment according to manufacturer instructions as made available online by the manufacturer
Use Equipment for intended purposes only
Secure Equipment when not in use
Provide appropriate safety briefings and supervision
Ensure users are competent to operate Equipment safely
Use appropriate safety equipment (life jackets, helmets, etc.)
Stop using Equipment immediately if faults develop

8.4 Daily Maintenance

The Customer is responsible for:

Daily visual checks of tyre pressure and condition
Monitoring engine temperature (stop immediately if gauge exceeds halfway)
Basic maintenance to avoid unnecessary damage
Protecting Vehicle and Equipment from adverse weather

9. MILEAGE AND FUEL

9.1 Included Mileage

Up to 120 miles per day are included free. Excess mileage is charged at £0.80 per mile.

9.2 Fuel Requirements

Customer responsible for all fuel costs
Vehicle must be returned full
Fuel shortfall charged at BP Dunkeld Road, Perth rate + 50% (currently £1.42/ltr plus fee)
Correct fuel type (diesel for most vehicles) must be used

9.3 Fuel Charges for Electric/Hybrid Vehicles

For electric vehicles, failure to return with at least 70% battery charge or the same charge level as collection will result in a fixed fee of £65.

10. ACCIDENTS, DAMAGE, AND THEFT

10.1 Immediate Notification Requirements

The Customer must notify:

Police immediately (999) for any accident
The Company within 12 hours for any accident, damage, theft, or loss
Emergency contact: +447506672749

10.2 Incident Reporting

The Customer must provide:

Detailed written report of circumstances and supporting photographs
Contact details of all parties involved and witnesses
Vehicle registration details of all vehicles involved
Police report reference where applicable

10.3 Damage Liability and Charging Structure

The Customer is liable for:

Any damage charges, which will be proportionate to the actual cost of repair or replacement, and we will provide evidence of those costs on request.
Full replacement cost of lost or stolen Equipment
Loss of rental income during repair periods
Recovery and collection costs
Administrative fees as detailed in section 12.1

10.4 Equipment and Vehicle Damage Assessment

For items with a value under £50:

Customer charged replacement cost plus applicable administrative fee
No repair option available

For items with a value of £50 or more:

Customer charged repair cost plus applicable administrative fee
If repair is not possible, Customer charged replacement cost plus applicable administrative fee
Roof tent damage: Customer liable for full repair/replacement cost regardless of deposit value

Vehicle-specific charges:

Standard charge of £300 per panel for scratches requiring repainting
Large dents may result in full deposit forfeiture
Alloy Wheel scratches or damaged charged at the higher of cost and £80/wheel +VAT
Damage to tyres or punctures are to be charged at the replacement cost adjusted for the proportion of tread left on the outgoing tyre at check out.

10.5 Exclusion of Excess

Excess charges do not apply if damage is attributable to:

Company’s failure to maintain the Vehicle/Equipment
Manufacturer warranty coverage
Third party fault (only where properly evidenced)

11. COLLECTION AND RETURN

11.1 Collection Process

Vehicle available at Perth collection point on agreed date unless transfers or vehicle delivery has been arranged
Allow up to one hour for handover process
Customer responsible from check-out until check-in
Delivery & Collection service available (Customer responsible once Vehicle left)

11.2 Return Requirements

Return during office hours to authorised agent at agreed location
Out-of-hours drop-off at Customer’s own risk
Customer remains responsible until check-in acknowledged
All Equipment must be returned clean, dry, and in same condition as collected. “Same condition” means subject to fair wear and tear consistent with normal use during the rental period.

11.3 Late Returns

Unauthorised late returns charged at £25 per hour
Additional transport and recovery costs may apply
After three days late, extended pre-authorisation applies

11.4 Early Returns

No refund for unused days
Loss of special offer benefits if requirements no longer met
May result in higher overall rental cost

12. PROCESSING FEES AND CHARGES

12.1 Administrative Fees

Vehicle damage/repair processing: £50 plus VAT
Replacement camping gear processing: £10 plus VAT
Parking fine/traffic violation administration: £20 plus VAT
Fuel at local rates plus 50% plus VAT
Specialist cleaning charges: as applicable
Smoking violation: £100

12.2 Fee Waiver

Processing fees will not apply if the Customer can demonstrate no loss occurred or loss is significantly lower than the processing fee.

12.3 Equipment Late Return

Late return charges apply at £50 per day per item of Equipment unless otherwise agreed.

13. PROHIBITED USES AND RESTRICTIONS

13.1 Equipment Prohibited Uses

Equipment must not be used:

By persons under 18 years (unless supervised)
Under influence of alcohol or drugs
In extreme weather conditions
For commercial purposes without consent
In breach of manufacturer guidelines
By unauthorised persons

13.2 Water Sports Equipment

Paddle boards and water sports equipment used entirely at Customer’s risk. Customer must ensure all users are competent swimmers and use appropriate safety equipment.

13.3 Weather Limitations

Tent equipment tested up to 35 MPH winds. Customer fully responsible for damage caused by high winds or extreme weather conditions.

14. BREAKDOWN AND EMERGENCY PROCEDURES

14.1 Emergency Contact

In case of breakdown contact the RAC in the first instance, details are provided within each vehicle. Please also inform your booking contact during office hours or out of hours please contact: +447506672749

14.2 Breakdown Procedures

Contact Company immediately
Do not attempt repairs without authorisation
Provide detailed location and problem description
Follow Company instructions

14.3 Replacement Provision

Replacement Vehicle/Equipment provided where reasonably possible, but Company accepts no liability for delays or unavailability.

14.4 Compensation for Breakdowns

If Vehicle out of action due to mechanical breakdown (not accident) for longer than 12 hours through no Customer fault, Company’s responsibility is limited to refunding nightly rental rate for affected period.

15. CANCELLATIONS AND REFUNDS

15.1 Cancellation Notice

All cancellations must be notified in writing as soon as possible.

15.2 Refund Policy

Your booking deposit is non-refundable. This deposit reflects the genuine administrative and re-marketing costs we incur in securing your booking.

If you cancel more than 28 days before your hire start date, we will refund any amounts paid above the booking deposit.

If you cancel 28 days or fewer before your hire start date, the full hire charge will remain payable. We will, however, make reasonable efforts to re-let the Vehicle/Equipment for the same dates, and if successful, we will refund you the amount recovered (less the booking deposit and any price difference).

In exceptional circumstances, we may offer to rearrange your booking for a future date, but we cannot guarantee availability or the same pricing.

• Gift vouchers are non-refundable.

If we cancel your booking for reasons within our control, you will be entitled to a full refund of all amounts paid, including the booking deposit.

15.3 Force Majeure

If we cannot provide the Vehicle or Equipment due to events beyond our reasonable control (including but not limited to severe weather, natural disasters, road closures, accidents, or government restrictions), we will offer you a full refund of all amounts paid. We will not be liable for any additional costs you may incur as a result.

16. TRACKING AND MONITORING

16.1 Telematics Systems

All Vehicles fitted with tracking and telematics technology for:

Insurance purposes
Theft recovery
Accident location
Breakdown assistance
Monitoring compliance with terms

16.2 Equipment Tracking

Equipment may be fitted with geo-location systems and tracking devices for security and recovery purposes.

16.3 Customer Consent

Customer consents to tracking and monitoring for the purposes set out in this agreement. Tracking data will be processed in accordance with our privacy policy and applicable data protection laws, and will not be retained for longer than necessary.

17. DATA PROTECTION AND PRIVACY

17.1 Information Use

The Company uses Customer personal information to:

Provide rental services
Assess future rental eligibility
Comply with legal requirements
Conduct customer surveys for service improvement

17.2 Information Sharing

Customer information may be shared with:

Enforcement/local authorities where legally required
DVLA for driving licence verification
Other rental companies for risk assessment
Third parties acting on Company’s behalf for claims administration

17.3 Customer Rights

Customers have legal rights to access, correct, modify, block, or remove personal information held by the Company, subject to applicable data protection laws.

17.4 DVLA Authorisation

Customer authorises the Company to request driving record information from DVLA for vehicle hire purposes, limited to 30 days after rental cessation.

18. LIABILITY AND INDEMNITY

18.1 Company Liability Exclusions

Nothing in these terms limits or excludes our liability where it would be unlawful to do so, including liability for death or personal injury caused by our negligence or the negligence of our employees, agents, or subcontractors, or for fraud or fraudulent misrepresentation. Subject to that, the Company excludes liability for:

Personal injury or death arising from Vehicle/Equipment use

Damage to Customer’s property
Consequential or indirect losses
Equipment failure or malfunction
Loss or damage to property left in Vehicle
Delays or unavailability of replacement Vehicle/Equipment

18.2 Customer Indemnity

The Customer indemnifies the Company against all claims, damages, costs, and expenses arising from:

Vehicle/Equipment use
Breach of these terms
Traffic violations and fines
Third party claims

18.3 Risk Acknowledgement

Customer acknowledges that Vehicle and Equipment use involves inherent risks and uses all items entirely at their own risk.

18.4 Penalty Charges

Customer liable as owner/hirer for all fixed penalty offences, penalty charge notices, parking charges under relevant legislation including Road Traffic Offenders Act 1988, Traffic Management Act 2004, and Protection of Freedoms Act 2012.

19. LOST PROPERTY

19.1 Recovery Efforts

The Company will make reasonable efforts to contact Customers regarding personal belongings found in Vehicles or with Equipment.

19.2 Disposal Policy

Items containing personal/financial information disposed of within 28 days
All other items disposed of within 3 months
Disposal in accordance with privacy policies

20. PAYMENTS AND CURRENCY

20.1 Payment Processing

When signing the Rental Agreement, Customer agrees to all rental period costs being charged to their payment card.

20.2 Currency Conversion

For payments in currencies other than GBP, the Company uses exchange rates based on wholesale rates plus 4% and performs currency conversion.

20.3 Payment Card Requirements

Customer must ensure sufficient funds available for pre-authorisation amounts and all potential charges.

21. ADDITIONAL DRIVERS AND PASSENGERS

21.1 Additional Driver Requirements

Additional drivers must:

Be authorised and added to the Rental Agreement
Meet all licence and age requirements
Complete driver declaration forms
Be covered by insurance policy

21.2 Customer Responsibility

Customer is responsible for ensuring additional drivers and passengers comply with these terms and conditions.

21.3 Liability for Additional Drivers

Customer is liable for all costs and charges incurred due to additional driver or passenger non-compliance.

22. VEHICLE STORAGE AND PARKING

22.1 Customer Vehicle Storage

Free parking available for Customer’s own vehicle during rental period at owner’s risk.

22.2 Vehicle Security

Customer must ensure Vehicle is always locked and secure when not in use.

23. TERMINATION OF AGREEMENT

23.1 Immediate Termination

The Company may immediately terminate the agreement and repossess the Vehicle if:

Vehicle used irresponsibly (excessive speeding, off-road driving)
Customer breaches any agreement conditions
Vehicle obtained through fraud or misrepresentation
Vehicle appears abandoned
Customer company enters liquidation or calls creditors’ meeting

23.2 No Refund

No refund given for remaining rental period following termination for breach.

23.3 Outstanding Obligations

Termination does not affect Company’s right to receive money owed under the agreement.

24. GENERAL PROVISIONS

24.1 Entire Agreement

These terms, together with the Rental Agreement, constitute the entire agreement between the parties.

24.2 Severability

If any provision is unenforceable, the remainder shall remain in full effect.

24.3 Amendment

The Company reserves the right to amend these terms with 30 days’ notice. The Latest terms will always be available at www.nomadicscotland.com/terms-and-conditions.

24.4 Governing Law

This agreement is governed by Scottish law. If you live in another part of the UK, you can bring legal proceedings in respect of the Vehicle/Equipment in either the Scottish courts or the courts of your home jurisdiction.

25. CUSTOMER ACKNOWLEDGEMENT AND DECLARATION

By signing the Rental Agreement, the Customer:

Confirms all information provided is true, accurate, and complete
Understands and accepts these terms and conditions
Acknowledges receipt of all contract documents
Accepts all risks associated with Vehicle and Equipment use
Agrees to full liability for Vehicle and Equipment damage or loss
Confirms competence to use all hired items safely
Authorises security and driving licence checks
Authorises payment card debiting for all applicable charges
Consents to personal information sharing as outlined in these terms

26. DEFINITIONS

“Company” means Nomadic Scotland Ltd, a company registered in Scotland under company number SC654045.

“Customer” or “Hirer” means the person(s) named in the Rental Agreement who hires the Vehicle and/or Equipment.

“Vehicle” means the motor vehicle hired under the Rental Agreement, including all standard equipment, accessories, and documentation.

“Equipment” means any additional items provided by the Company including but not limited to:

Roof tent and roof rack systems
Camping gear, tables, chairs, lamps and all accessories
Paddle boards and water sports equipment
Portable generators and power stations
BBQ equipment and cooking appliances
Adventure camping packages
Family packages and dry robes

“Rental Agreement” means the vehicle hire agreement document to which these terms are incorporated by reference.

“Rental Period” means the period from collection/check-out of the Vehicle and/or Equipment until return/check-in as acknowledged by the Company.

Company Contact Information:

Nomadic Scotland Ltd
Unit 6 Lawgrove Place
Perth PH1 3XQ
Scotland

VAT Number: 394377159
Email: [email protected]
Emergency Contact: 07506672749

These terms and conditions are effective from 1^st October 2025 and supersede all previous versions.

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