Terms & Conditions of Service

Terms & Conditions of Service

In summary, these terms cover the agreement between you and the Vehicle Owner regarding the provision of wedding car hire services. They explain the responsibilities of both parties and the platform, the process for booking, making changes, and cancellations. They outline pricing, payment methods, liability, and how personal data is used. It also includes terms for issues with service, force majeure, and COVID safety measures.

1. The scope of these terms
2. Information about the Vehicle Owner and how to contact them
3. The Vehicle Owners contract with you
4. The Vehicle Owners services
5. Your right to make changes
6. The Vehicle Owner right to make changes
7. Providing the services
8. Your rights to cancel
9. How to end the contract with the Vehicle Owner
10. The Vehicle Owners right to cancel
11. If there is a problem with the service
12. Price & Payment
13. The Vehicle Owners responsibility for loss or damage suffered by you
14. Summary of the Hirers responsibility
15. How we will use your personal information
16. Other important terms
17. COVID Safe

1. The scope of these terms

1.1 What these terms cover. These are the terms and conditions on which the Vehicle Owner will supply services to you and your and responsibilities as the Hirer.

1.2 Why You Should Read Them. These terms and conditions are essential because they form the basis of your agreement through us and with the Vehicle Owner. They outline the nature of the services provided, your rights, and how any changes or cancellations can be managed. Additionally, they detail how to handle issues or disputes that may arise, including provisions for exceptional circumstances like emergencies, severe weather, and other unforeseen events where adjustments may be required. By understanding these terms, you can ensure that your expectations align with the services offered and avoid any potential misunderstandings. If any part of the terms is unclear or appears incorrect, please contact us for clarification.

2. Information about the Vehicle Owner and how to contact the them

2.1 Who we are. We are Vanguard Travel & Services Ltd, trading as The Yorkshire Wedding Car Company, which is a company in England and Wales. Our company registration number is 08229659 and our registered office is at Suite A 82 James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE. This information can be validated using the companies house website by clicking here.

2.2 Our role.  We, Vanguard Travel & Services Ltd, trading as The Yorkshire Wedding Car Company, act solely as an intermediary between you (the Hirer) and the independent Vehicle Owner. Through our online platform, we promote vehicles and manage bookings on behalf of Vehicle Owners, handling initial inquiries, payments, and communications up until the ‘handover’ process, as described in Section 3.3. After handover, your contract and any further communication are directly with the Vehicle Owner. We do not provide the service on the day of your event, nor are we liable for the delivery or quality of the service. Vanguard Travel & Services Ltd’s role is strictly limited to facilitating the booking process and offering administrative support until handover.

2.3 The Vehicle Owner. The Vehicle Owner, whether an individual or a company, is fully responsible for delivering the agreed services on the day of your event. They may own or operate multiple vehicles and are your primary point of contact after the booking has been handed over. While we act as an intermediary during the booking process, the Vehicle Owner is contractually obligated to provide the service and ensure it meets the standards described in your booking. In return, they pay a fee to use our platform for promoting their vehicles and managing bookings.

This means that after handover, any communication about the service, special requests, or issues should be directed to the Vehicle Owner, who will oversee all arrangements on the day.

2.4 How to contact us. You can contact us by:

We will provide you with the Vehicle Owners contact details at the time of handover.

2.5 How we may contact you. If we have to contact you, we will do so by telephone or by writing to you at the email address or postal address you provided to us in your booking, in line with our privacy policy.

2.6 Definition of “Writing“. When these terms reference “writing” or “written,” this includes various recognized forms of communication, such as email, SMS text, or traditional postal mail. For clarity and ease of communication, electronic formats (such as emails or SMS messages) will be considered valid forms of written communication under this agreement. However, in certain cases where legal requirements or specific terms require a physical document (such as for final contract cancellations or amendments), postal mail may be required and will be clearly specified in those instances.

3. The Vehicle Owners contract with you

3.1 How the Booking is Accepted. The process of booking acceptance begins when we forward your request to the relevant Vehicle Owner. The booking is not confirmed until the Vehicle Owner has reviewed and accepted your request, at which point we will notify you. Once this acceptance is communicated to us by the Vehicle Owner, a binding contract is established between you and the Vehicle Owner under the terms outlined here. From this moment, both parties are contractually obligated to fulfil their respective responsibilities regarding the service.

3.2 If the Vehicle Owner cannot accept your booking when it’s initially placed. If the Vehicle Owner is unable to accept your booking when we initially place it on your behalf, we will inform you of this in writing as soon as possible, and either offer you an alternative vehicle or refund any monies paid as soon as possible.  As we only transfer your Reservation Fee once the Vehicle Owner has formally accepted the booking. This might be because the car you have requested is unavailable on the date you have specified and the Vehicle Owner has net yet updated the online calendar, the car cannot be provided in the requested location, because no chauffeur is available or because we have identified an error in the price or description of the car. This is not an exhaustive list and the reasons may vary.

3.3 The handover process. We will manage your booking on behalf of the Vehicle Owner until the Reservation Fee is received and reconciled, at which point your booking and Reservation Fee will be handed over to the Vehicle Owner, as per 12.9, and you will be provided with the Vehicle Owners contact details. If further payments are due, this must be paid directly to the Vehicle Owner.

3.4 The Vehicle Owner only provides services in specific areas of the UK. Our website is solely for the promotion of services in the UK. Unfortunately, the Vehicle Owner does not accept bookings for services to be provided outside the UK.  The areas of the UK which can be covered will vary from car to car, as they each have a specific radius in which they are able provide their service, they may not be able to accept your booking if it is outside the relevant area.

3.5 You acknowledge that Vanguard Travel & Services Ltd is not a party to any contract(s).  You acknowledge that Vanguard Travel & Services Ltd is not a party to any contract(s) in relation to the provision of the services provided by the Vehicle Owner. Vanguard Travel & Services Ltd will not be responsible for any damages, claims or losses arising out of, or in connection with any such contract(s) (including any services provided or failed under any such contract(s)).

3.6 Who is Responsible for Delivering the Service (Expanded): The responsibility for delivering the service on your wedding day lies solely with the Vehicle Owner. Once the handover has occurred, the Vehicle Owner is fully accountable for ensuring the service is carried out as agreed in the contract. The Agent (i.e., The Yorkshire Wedding Car Company) acts as a facilitator during the booking process and is indemnified against any claims, loss, or damages resulting from the Vehicle Owner’s failure to provide the service. This means that any issues or disputes relating to the service must be addressed directly with the Vehicle Owner.

3.7 What happens if the Vehicle Owner becomes unavailable. In the unlikely event that the Vehicle Owner becomes unavailable, either because they have died, stopped trading and/or their business has gone into liquidation, then the next of kin or appointed liquidator is responsible for contacting you to advise you on the next steps, including the recovery of any monies paid.  You should also speak to your wedding insurance provider about making a claim against your policy.  The Reservation Fee is paid directly to the Vehicle Owner, on your behalf, and as such is not refundable by the Agent or through our platform. However, under these circumstances we can allow the booking to be transferrable, crediting the booking of a new vehicle up to the value of the original Reservation Fee, as a gesture of goodwill, provided only if a replacement is available through the platform and that you have not recovered the funds from your bank, insurance policy or the vehicle owners representatives. You accept that due to availability in your specific area, that the same or similar car may not be available to book. In case of “unexpected availability issues” as outlined in Section 6.4, the provisions of 6.4 apply.

4. The Vehicle Owners services

4.1 Accuracy of Vehicle Representation. The Vehicle Owner is committed to providing an accurate representation of their vehicles on the platform, including images and descriptions. Images provided are intended to be representative. To ensure transparency and consistency, the following standards apply:

  • No Grounds for Complaint: Minor aesthetic differences due to lighting, seasonal variations (e.g., outdoor images taken in different weather conditions), or other factors that do not affect the overall appearance, suitability, or safety of the vehicle are not grounds for complaint or refund.
  • Current and Accurate Images: The images of vehicles on our platform should reflect the actual appearance and condition of the vehicles as closely as possible. The Vehicle Owner agrees to keep images updated and representative of the vehicle’s current condition, including exterior and interior details.
  • Notable Variations: If there are notable differences between the vehicle’s current condition and the images shown due to minor cosmetic updates or routine wear and tear, these will be communicated to the Hirer in advance of the event to set accurate expectations.

4.2 The scope of the Vehicle Owners services. In usual circumstances, the booking form and subsequent contract is for the collection of the Bridal party from the designated collection address and onward transportation to the Church. It also covers the journey of the newlyweds from the Ceremony venue to the designated reception venue. There are no extras to pay unless extra services are requested on the day of the service, these requests are at the Vehicle Owners discretion and will be charged at the Vehicle Owners hourly rate.

4.3 Special services excluded from contract. On occasions, at the Vehicle Owners sole discretion, there may be other special instructions or services that are supplied, by special request, on a ‘no cost’ goodwill basis. Customers should be aware that extras that have not been charged for are strictly excluded from the contract, invoice or any refund which may occur. Therefore, no refund is ever due, in any circumstances, that a discretionary item is cancelled or unavailable for whatever reason. The Vehicle Owner recommends that you are covered with adequate insurance.

4.4 Contracted service completion. Under usual circumstances, the service provided on the day will come to an end when the allocated time slot expires.  This end point is noted on the itinerary as the “free to leave time”, this is the time that you and the Vehicle Owner agree that the contract is complete and the car is free to return to its base There is a degree of flexibility with this, as situations can happen outside of the hirers and Vehicle Owners control, for example but not limited to, traffic & weather.  Any extension should be discussed with and is at the discretion of the driver.  Any additions to the itinerary may result in further fees charged and after the event or covered on a goodwill basis as “special services excluded from contract” (4.4).

4.5 Missed Pickup Due to Hirer Absence

If the Vehicle Owner or chauffeur arrives on time at the agreed pickup location but the Hirer or passengers have already departed or are otherwise unavailable, the following terms apply:

  • Optional Rescheduling and Additional Charges: Where feasible, and at the sole discretion of the Vehicle Owner, rescheduling or additional pickups may be arranged subject to availability. Any such adjustments may incur additional fees.
  • No Refund for Non-use: If the Vehicle Owner arrives on time at the designated pickup location and the Hirer or party is not present or has already departed, no refund or reduction in fees will generally be due, as the Vehicle Owner has fulfilled their contractual obligation to provide the vehicle and chauffeur service at the agreed time and location.
  • Emergency Exceptions: If the Hirer or party is unable to meet the scheduled pickup due to a verifiable emergency beyond their control—such as a medical emergency, severe traffic accident, or other unforeseen critical situation—the Hirer must promptly notify the Vehicle Owner or Agent. In such cases, the Vehicle Owner, at their sole discretion, may offer one of the following accommodations:
    • Rescheduling: If feasible and mutually agreed upon, the Vehicle Owner may offer an alternative pickup time or location, subject to availability. Additional fees may apply to cover extra time, mileage, or resources.
    • Partial Refund: If rescheduling is not possible, the Vehicle Owner may offer a partial refund, calculated based on the distance travelled, time spent, and any other costs already incurred in fulfilling the initial service.
  • Finality of Decisions: Any rescheduling or partial refund offered under this Section is strictly at the discretion of the Vehicle Owner as a goodwill measure in exceptional circumstances and does not constitute a contractual obligation.

4.6 Responsibility to Communicate Changes: The Hirer is responsible for promptly informing the Vehicle Owner of any last-minute changes or cancellations to avoid unnecessary charges. Failure to communicate in a timely manner does not entitle the Hirer to a refund.

4.7 Grace Period for Late Arrivals: If the Hirer arrives late at the designated location, the chauffeur will wait for a maximum of 15 minutes beyond the scheduled time, provided the schedule allows. After this time, the Vehicle Owner reserves the right to depart, and no refund or partial refund will be provided.

End of Service at Client’s Discretion: The service may be concluded early if the Hirer, or a designated representative (such as a member of the wedding party, wedding planner, photographer, or venue representative), instructs the chauffeur that the vehicle is no longer required and is free to leave.

4.8 No food, drinks or smoking in cars. No food or drink will be allowed in the cars unless prior consent has been given by the Vehicle Owner. UK law prohibits smoking in vehicles used by the public and all Vehicle Owners adopt a strict No Smoking policy.

4.9 Choice of route. The Vehicle Owners chauffeurs will choose the route based on experience, knowledge of the local area and use of satellite navigation, they will accept a route requested by you, however, should this result in extra mileage or time being added to the journey a charge may be made.

4.10 Late alterations to booking. Any alterations made to the booking on the day of the service or a request for additional time may incur an extra charge or may not be honoured if that conflicts with another booking.

4.11 Damages to the car. You will be responsible for the conduct of all passengers during the service and the Vehicle Owner reserves the right to invoice or make a charge to you for any losses or damage sustained to any part of the car caused by any passenger or a third party incited to cause damage to the car. A minimum charge of £100 will be applied to cover valet costs should fouling be caused by any passenger through food, drink or illness.

4.12 Passengers’ misbehaviour. Violence, foul language, intimidation antagonism or any form of anti-social behaviour towards the chauffeur or any other member of the Vehicle Owners staff will not be tolerated and will result in the immediate termination of the service and police involvement. Acts of vandalism or malicious damage caused to the car may face prosecution.

4.13 No responsibility for belongings left in the car. The Vehicle Owners chauffeurs will check the car for passengers belongings left in the car after a service. However, the Vehicle Owner cannot be held responsible for any item broken during the journey or left in the car after the service. It is up to you to ensure you have all your belongings at the end of the service.

4.14 Confidentiality of information. The Vehicle Owner offers a policy of total discretion for all clients, the Vehicle Owners chauffeurs will not discuss who travelled with them, to where or with whom unless authorised by you to do so. The exception to this policy is wedding photography for company promotional purposes. Therefore, unless formally instructed to the contrary, the Vehicle Owner may take photographs at weddings and publish them in its literature or on its or our website. If you do not wish to have your images used please make us or the Vehicle Owner aware of this in writing.

4.15 Extras. There are no extras to pay unless extra services are requested on the day of the service, these requests are at the discretion of the Vehicle Owner and will be charged at the Vehicle Owners hourly rate.

4.16 No alcohol generally allowed. The Vehicle Owner does not hold a premises or personal alcohol licence and the Vehicle Owner is prohibited from including the sale of alcohol as part of the Vehicle Owners fee for providing a wedding car service.  However, at the chauffeur’s discretion the Vehicle Owner and at the request of the customer, the Vehicle Owner may provide complimentary bubbly to toast the celebration after the ceremony, this will be non-alcoholic and must be consumed inside the car.  Discretion is applied in a number of scenarios, for example, but not exclusively:

  • where the customer has not requested it.
  • where there is no onward journey from the ceremony venue.
  • where the journey to the reception venue is short.
  • where the Vehicle Owner is prohibited by the local council to which they are based or are providing the service.

Please check with the Vehicle Owner directly if this element of the service is required or expected.

4.17 Vehicle Condition and Cleanliness. The Vehicle Owner agrees to provide a clean, well-maintained vehicle for the Hirer’s event. The following standards and terms apply:

  • Vehicle Condition: The vehicle will be presented in good working order, with a clean and tidy interior and exterior, and free from major cosmetic damage. Minor wear and tear from prior use may be present but should not detract from the vehicle’s appearance or serviceability.
  • Cleanliness Standard: The Vehicle Owner will ensure that the vehicle is cleaned and sanitized prior to service, in line with reasonable standards for a wedding or special event hire.
  • Reporting Issues Upon Arrival: If, upon arrival, the Hirer finds any issue with the vehicle’s cleanliness or condition that materially impacts its suitability for the event, the Hirer should immediately notify the Vehicle Owner or the Agent. The Vehicle Owner will make reasonable efforts to address and rectify the concern promptly, within available resources.
  • Compensation for Condition Issues: If the Hirer deems the vehicle unfit for the event due to a condition or cleanliness issue that could not be reasonably addressed on-site, the Hirer may be entitled to a partial refund. This refund amount, determined by the severity of the issue and its impact on the event, may be up to 25% of the total booking cost.
  • No Additional Cleaning Fees: Normal cleaning post-service is covered. However, any excessive mess or damage requiring additional cleaning or repairs will incur a reasonable fee, as outlined in Section 4.11.

4.18 Chauffeur Professionalism and Attire. The Vehicle Owner is committed to providing a courteous, professional, and appropriately attired chauffeur for the Hirer’s event. The following standards apply:

  • Professional Conduct: The chauffeur will demonstrate professionalism at all times, including courteous and respectful interactions with the Hirer and guests, adherence to the itinerary as agreed, and safe, responsible driving.
  • Attire Standard: The chauffeur will be dressed in formal attire suitable for a wedding or special event. This may include a suit or similar attire appropriate to the occasion. The specific attire may vary slightly based on individual Vehicle Owner policies but will maintain a formal and professional appearance in keeping with the event.
  • Reporting Conduct or Attire Concerns: If the Hirer encounters any concerns regarding the chauffeur’s conduct or attire, they are encouraged to report these concerns to the Vehicle Owner or Agent at the earliest opportunity, allowing for prompt resolution where possible.
  • Remedy for Conduct or Attire Issues: In cases where the chauffeur’s conduct or attire significantly detracts from the experience and cannot be rectified, the Hirer may be eligible for a partial refund of up to 15% of the booking cost. This amount will be determined by the impact of the issue on the event and subject to assessment by the Vehicle Owner.

4.19 Vehicle Owner specific terms and conditions. There are occasions where a Vehicle Owner may need to issue you with their own terms & conditions, this may be because of local by-laws, regulations, or specific operator requirements.  This must be provided in a timely manner, in writing and be legal and fair.  If they provide this, their terms and conditions supersedes all Sections in this document.  You have a non-statutory 24hr cooling off period in which to decline the use of their terms and conditions and cancel the service, and any monies paid will be returned to you by the Vehicle Owner, on the provision that no service has been provided. Cancellations must be made in writing.

5. Your rights to make changes to the booking

5.1 Your rights to change the vehicle booked. If you wish to make a change to the vehicles that you have ordered before handover please contact us. We will liaise with the Vehicle Owner and let you know if the change is possible. If it is possible we will let you know about any changes to the price of the car, the timing of supply or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to go ahead with the change. If we cannot make the change or the consequences of making the change are unacceptable to you, you may chose to end the contract. Your rights to do this are set out below. After handover you should liaise directly with the Vehicle Owner .

5.2 Your rights to change the itinerary.  You may request changes to the itinerary without incurring an administration fee, subject to the following conditions:

  • Impact on Service Quality: The Hirer acknowledges that significant changes to the itinerary may affect the timeliness and quality of the service, and therefore indemnifies the Vehicle Owner from any perceived decrease in service quality due to such changes.
  • Minor Adjustments with Grace Period: Minor adjustments to the itinerary, such as slight timing changes on the day of service, are permitted with a grace period of up to 15 minutes beyond the scheduled times, provided these changes do not affect subsequent bookings for the Vehicle Owner. This grace period is intended to accommodate typical wedding day delays and will not incur any additional charges.
  • Extended or Significant Adjustments: For itinerary changes that extend the Vehicle Owner’s time commitment beyond the grace period or alter the agreed travel route significantly, additional charges may apply. Such changes include, but are not limited to:
    • Requests to add locations or change drop-off/pick-up points that result in additional mileage.
    • Requests for additional waiting time beyond the grace period or for the Vehicle Owner to resume service at a later time.
    Any additional fees for significant adjustments will be billed at the Vehicle Owner’s standard hourly rate, as communicated to you prior to the service.
  • Approval of Changes on the Day: All itinerary changes on the day of service are subject to the Vehicle Owner’s discretion based on scheduling and vehicle availability. Where feasible, the Vehicle Owner will accommodate requested changes; however, they may decline if the adjustments interfere with other bookings or logistical constraints.

5.3 Your rights to change the booking date.  You can not change the date of the booking, for any reason, except for reasons laid out in Section 8.4 or you have been granted permission by the Vehicle Owner (see Section 7.5 for exceptions).  A date change may incur a reasonable fee.

5.4 Your rights to transfer the booking to another person.  You are not permitted to transfer the booking to another person, unless you have been granted permission by the Vehicle Owner .

6. The Vehicle Owners rights to make changes

6.1 Minor modifications to the vehicle. The Vehicle Owner may modify the vehicle:

  • to reflect changes in relevant laws and regulatory requirements; and
  • to implement technical adjustments and improvements, for example to address a security threat.

These changes will not effect your use of the vehicle.

6.2 More significant modifications to the vehicle. In addition, the Vehicle Owner may make more substantial modifications to the vehicle. For example, but not exclusively, this could include changing the colour of the interior / exterior or reducing seating capacity. If the Vehicle Owner does so, they must allow you to end the contract as per Section 8.5.

6.3 Extreme weather.  In the event of adverse weather conditions on the day of the event, either current or forecasted, the Vehicle Owner reserves the right to change the contracted vehicle or cancel the contract, in line with Section 10.3. This is done in the interests of safeguarding both passengers and the car.  Adverse weather conditions may include but not limited to snow, ice & floods. If the Vehicle Owner has commenced their journey to the collection point and/or on subsequent journeys within the itinerary fails to complete any of the itinerary due to extreme weather then the Force Majeure Section (9.1) would come in to effect.

6.4 Unexpected availability issues. In the event of an unexpected availability issue, the Vehicle Owner reserves the right to change the contracted vehicle to an alternative vehicle or cancel the contract, in line with Section 6.4 (a) or (b), depending on when the issues arises.  An unexpected availability issue may include but limited to theft, damage or mechanical problems where providing the vehicle would be illegal or unsafe.

a) Prior to the Wedding Day. If the contracted vehicle becomes unexpectedly unavailable more than 24 hours before the scheduled departure time, either we (on behalf of the Vehicle Owner) or the Vehicle Owner will contact you promptly to inform you. In such cases, you may be given the following options:

  1. Alternative Vehicle: The Vehicle Owner may offer an alternative vehicle of similar or lesser value, subject to availability. If an alternative vehicle of lesser value is accepted, you will be refunded the difference between the original vehicle’s value and the substituted vehicle’s value.
  2. Contract Termination: If no reasonable alternative vehicle is available or if the offered alternative is not acceptable to you, the contract will be considered terminated, and Section 8.5 will apply, detailing your entitlement to any refunds.

b) On the Wedding Day. In the event that the contracted vehicle or chauffeur becomes unexpectedly unavailable within 24 hours of the wedding itinerary’s start time, or during the service, the options to source an alternative vehicle may be limited. Under these circumstances:

  1. Alternative Vehicle Arrangement: You agree to permit us or the Vehicle Owner to attempt to arrange an alternative vehicle on your behalf. If an alternative vehicle of similar quality is not available, we or the Vehicle Owner may arrange transportation with any available vehicle, which may be provided by a different Vehicle Owner.
  2. Partial Refund for Alternative Vehicle of Lesser Value: If an alternative vehicle is provided and its booking value is less than that of the original vehicle, you may be eligible for a partial refund of the difference.
  3. Contract Termination: If no suitable alternative vehicle can be provided within an agreed timeframe, the contract will be considered terminated, and Section 8.5 will apply, outlining any applicable refunds.

6.5 If an alternative vehicle from an alternative Vehicle Owner is provided. If an alternative vehicle from an alternative Vehicle Owner is provided under term 6.4, then the booking will be transferred to the new Vehicle Owner. The transfer of any monies between Vehicle Owners will be made on your behalf.

6.6 Changes to our terms. We may change these terms from time to time, but the terms applicable to your booking will be the terms in force when the booking was made, unless you agree to the change or the change is required due to a change in law.

7. Providing the services

7.1 When the Vehicle Owner will provide the services. The Vehicle Owner will provide the services on the date set out on the booking confirmation and follow the itinerary set out on the ‘My Booking Page’, unless otherwise agreed directly. The Vehicle will be scheduled to arrive at the departure address prior to the ‘Departure time’ in good time, as a courtesy, unless otherwise arranged. The service is scheduled to be completed at the ‘Free to leave’ time in line with 4.5. For clarity, the number of hours booked is measured between the scheduled ‘Departure time’ and ‘Free to leave’ time. If the service requires pausing due to wedding day delays, the Vehicle Owner will offer, if feasible and at their discretion, an hourly wait rate, or alternative arrangements to resume service later in the day. These accommodations depend on availability and will be billed at the Vehicle Owner’s rate.

7.2 What will happen if you do not give required information to us. We may need certain information from you so that the Vehicle Owner can provide the services to you, for example, number of people in the car and addresses for pick-up and drop-off. We will contact you to ask for this information. If you do not give us this information within a reasonable time of us asking for it, or if you give us incomplete or incorrect information, we may either end the contract on behalf of the Vehicle Owner (and Section 10.2 will apply) or make an additional charge of a reasonable sum to compensate the Vehicle Owner for any extra work that is required as a result. The Vehicle Owner will not be responsible for providing the services late if this is caused by you not giving us or the Vehicle Owner the information the Vehicle Owner needs within a reasonable time of us or the Vehicle Owner asking for it.

7.3 The Vehicle Owner is not responsible for delays outside the Vehicle Owners control. If the Vehicle Owner’s provision of services is delayed due to factors outside of their direct control, including but not limited to unexpected traffic, road closures, accidents, or severe weather conditions, the Vehicle Owner will promptly notify you and make every reasonable effort to mitigate the delay. Provided the Vehicle Owner takes reasonable care in attempting to deliver the service on time, they will not be liable for any resulting delay or loss. We recommend that you have adequate insurance to cover any such potential disruptions.

7.4 The Vehicle Owner’s Responsibility for Delays Within Their Control. The Vehicle Owner is responsible for ensuring timely arrival at the designated pickup location as per the agreed booking itinerary. If the Vehicle Owner fails to arrive at the pickup location within the scheduled time and is late by more than 30 minutes due solely to their own fault (not due to Force Majeure events as defined in Section 9.1), the Hirer is entitled to the following options:

1. Right to Cancel and Refund: If the delay exceeds 30 minutes from the agreed pickup time, the Hirer has the right to cancel the contract immediately and will be entitled to a full refund of all amounts paid to date.

2. Partial Refund: Partial Refund: If the Hirer opts to continue with the service despite a delay exceeding 30 minutes, they may qualify for a partial refund. The refund amount, which can be up to 25% of the total booking cost, will be determined based on the delay’s impact on the event, as further specified in Section 8.5(d).

3. Non-Waiver of Use: Choosing to proceed with the service after a delay does not waive the Hirer’s right to a partial refund. However, if the Hirer continues using the vehicle without notifying the Vehicle Owner of their wish to cancel, the Hirer accepts the service as-is and will not be eligible for additional compensation beyond any agreed partial refund

7.5 The booking cannot be transferred to another date. The booking cannot be transferred to another date, unless your wedding has been cancelled due to any reasons given in point 8.4.

7.6 Contingency Planning and Backup Transport Recommendation. While every effort is made by the Vehicle Owner to provide reliable and punctual service, unforeseen circumstances—such as severe weather, mechanical issues (especially on older, classic vehicles), or unexpected delays—may impact scheduled services. To ensure smooth wedding day transportation, we strongly recommend that customers consider a backup plan. A backup transport option could be arranged with a member of the wedding party, a neighbour, or a local taxi service, especially if timely arrival is crucial to the wedding timeline. Wedding insurance policies also often cover transportation disruptions and can offer financial protection in the event of a delay or cancellation. Having a secondary transport option in place can help manage any unforeseen issues and reduce potential stress on the day of the event.

7.7 Limitation of Liability for Events Beyond Control. The Vehicle Owner will take all reasonable measures to arrive at designated locations per the agreed itinerary. However, they are not liable for timing delays caused by factors beyond their direct control, such as traffic, road conditions, or unexpected mechanical issues, in accordance with the Force Majeure provisions outlined in Section 9.1. In such cases, the Hirer agrees to accept reasonable alternative arrangements where feasible. No compensation beyond the original booking cost will be provided for uncontrollable delays, as further explained in Sections 13.1 (Liability for Failure to Deliver) and 13.2 (Personal Property and Liability in Transit). However, if the delay is due to the Vehicle Owner’s fault and significantly affects the service, the Hirer may exercise rights as outlined in Section 8.5(d) to request a partial refund or compensation based on the impact on the event.

8. Your right to end the contract

8.1 Hirer’s Due Diligence and 24-Hour Cooling-Off Period. Upon receiving confirmation of your booking and the Vehicle Owner’s contact details, you are granted a non-statutory 24-hour Cooling-Off Period to review the booking details and ensure the suitability of the service for your event. During this period, you are encouraged to contact the Vehicle Owner directly to confirm all aspects of the service, including the vehicle type, itinerary, and any specific requirements.

  1. Right to Cancel for Major Discrepancies: If, during the Cooling-Off Period, you identify a significant discrepancy in the booking details that affects the suitability of the service (e.g., incorrect vehicle, capacity limitations, or availability issues), you may cancel the booking in writing to receive a full refund of the Reservation Fee. Such discrepancies must be clearly documented and communicated to the Vehicle Owner or Agent within the 24-hour period.
  2. Standard Cooling-Off Cancellation: If no significant discrepancies are identified, you may still cancel within the Cooling-Off Period for any reason. In this instance, the Reservation Fee will be refunded minus a £25 administration fee to cover processing costs.
  3. End of Cooling-Off Period: After the 24-hour Cooling-Off Period has elapsed, the booking is considered final, and any cancellation will be subject to the standard cancellation terms as outlined in Section 8.3. This policy allows the Vehicle Owner adequate notice and fairness in managing bookings while providing you with time to review and confirm details.

Once the Cooling-Off Period has elapsed, all subsequent cancellations will be governed by the terms outlined in Section 8.3.

8.2 There is no statutory right to cancel. You do not have a statutory right to change your mind in respect of contracts for the supply of accommodation, transport of goods, car rental services, catering or services related to leisure activities, if the contract provides for a specific date or period of performance.  The hiring of a car for a wedding falls within this category. Therefore, post the non-statutory cooling off period (8.1), if you end the contract before it is completed, where the Vehicle Owner is not at fault, you may have to pay the Vehicle Owner compensation. A contract for services is completed when the Vehicle Owner has finished providing the services and you have paid for them.

8.3 Cancellation where the Vehicle Owner is not at fault. The contract will end immediately, but depending on how much you have already paid in advance and when you inform us or the Vehicle Owner, you may still be required to further compensate the Vehicle Owner as outlined in Section 8.3(a) if you have paid in full or Section 8.3(b) if you have not yet paid in full. Please refer to these subsections for details on applicable cancellation fees based on timing.

a) If you have paid is full.  If you have paid is full, we and/or the Vehicle Owner will keep any money you have paid in advance as compensation for the costs the Vehicle Owner has incurred, and the revenue they would lose as a result of your ending the contract.

b) If you have not have paid is full. If you have not paid is full, the amount of the cancellation fee to pay will be dependent on the date on which you end the contract.  As wedding car bookings are taken in advance of the wedding date, there is a sliding scale of cancellation fees, this is to account for likelihood that the specific car may be re-booked on the specific date of your reserved date.  If the cancellation is communicated more than 10 weeks (70 days) before the wedding then 50% of the total booking price is due, and you will be required to pay the difference between your Reservation Fee (non-refundable as per Section 8.1) and this charge. If you cancel within 10 weeks or less, then all of the remaining Final Balance Payment is due.  If you pay a cancellation fee and the car is re-booked then your cancellation fee will be reimbursed by the Vehicle Owner.

All cancellations are subject to the non-refundable Reservation Fee as outlined in Section 8.1, plus any applicable charges based on timing.

8.4 Cancellation fee exemptions in event of postponement.  If your event has been postponed and you need to change the date of the booking, due to any of the reasons listed from (a) to (d) in this Section, your car Vehicle Owner will allow you to transfer the booking to an alternative date, provided the new event date is within 540 days (18 months) before or after the original date, subject to availability of the specific car(s).  If the specific car is unavailable and no other suitable car is available then Section 8.3 will come in to effect. If the new event date falls outside of this time frame, then Section 8.3 will come in to effect.  The original payment schedule must be adhered to, if the Hirer fails to adhere to the original payment terms then Section 8.3 will come in to effect.

In the first instance, date changes will be completed free of any administration charge, however subsequent date changes may be subject to a £25 administration fee, which is payable at the point of the change.  If there is a price increase due to either a change of vehicle or date (the pricing structure may have seasonal variations), then the Hirer must pay the additional cost at the point of the change.

a) The venue cancels the booking.

b) A change to government or local council policy which prevents the event from taking place on the original booking date.

c) The Bride and/or Groom, or immediate family member falls critically ill or dies.

d) Unavoidable catastrophes that interrupt the expected course of events (Force Majeure), this includes, but not limited to extreme weather, terrorist attacks, a pandemic (as confirmed by The World Health Organisation).

8.5 Your rights to end the contract because of something the Vehicle Owner has done or is going to do. If you are ending a contract for a reason set out at (a) to (f) below, the contract will end, and you may be entitled to a full or partial refund of the amounts paid, as applicable. Refunds will be processed by the Vehicle Owner proportionally, up to the total booking value, and in accordance with the following conditions:

a) Significant Vehicle Modification: The Vehicle Owner, or we on the Vehicle Owner’s behalf, has informed you of an upcoming major modification to the contracted vehicle that significantly alters the vehicle’s interior, exterior, or seating capacity (as described in Section 6.2), and you do not agree to proceed with the changes.

b) Pricing or Description Error: If we, on behalf of the Vehicle Owner, notify you of an error in the price or description of the vehicle as outlined in Section 12.2 within 3 days of identifying the error, you may choose to terminate the contract. Upon receiving notice of the error, you will have 7 days to confirm whether you wish to proceed with the booking at the revised price or description or to terminate the contract for a full refund.

c) Delay by the Vehicle Owner Exceeding 30 Minutes: The Vehicle Owner is delayed by more than 30 minutes from the scheduled pick-up time due solely to their own fault (as outlined in Section 7.4). The Hirer may:

  • Cancel and receive a full refund for all amounts paid to date.
  • Request a partial refund if they choose to proceed with the delayed service. In this case, a refund may be given up to 25% of the total booking cost, based on the delay’s impact on the event.

d) Service Failure by Vehicle Owner: The Vehicle Owner’s failure to deliver the promised service as contracted. The Hirer may:

  • Cancel and receive a full refund if the service failure causes substantial disruption or prevents the fulfilment of the agreed itinerary.
  • Request a partial refund (up to 25%) if the service is continued but with impacts on the event.

e) Unavailability of the Contracted Vehicle: The Vehicle Owner (or we on the Vehicle Owner’s behalf) has notified you that the contracted vehicle is unavailable, and no alternative is available, or the alternatives provided are unsuitable.

f) Material Breach of Contract: You may terminate the contract if the Vehicle Owner materially breaches any term of the contract, resulting in a substantial failure to provide the agreed-upon service. Examples of material breaches include:

  1. Failure to Provide the Booked Vehicle – The Vehicle Owner does not supply the specified vehicle or a suitable alternative on the event day, without a valid reason as outlined in this contract.
  2. Significant Delay Beyond Agreed Timeframes – The Vehicle Owner arrives more than thirty (30) minutes late for any scheduled pick-up without adequate notice and a valid reason.
  3. Failure to Remedy Issues – The Vehicle Owner does not promptly address a notified issue with the service where such failure materially impacts the quality or suitability of the service.

In cases where you exercise your right to terminate under this clause, you will be entitled to a refund of all sums paid to date under this contract. This refund will be processed within seven (7) business days of receiving the termination notice. Note: Delays or modifications due to force majeure events are handled under Section 9 and may not entitle the Hirer to refunds.

8.6 Process to End the Contract with the Vehicle Owner. If you choose to end the contract with the Vehicle Owner due to a delay exceeding 30 minutes, as specified in Section 7.4, you are entitled to a full refund of all amounts paid. Please follow the steps below to ensure your termination request is processed efficiently.

  • Provide Written Notice – Submit your notice of termination in writing. This can be done via email or postal mail, using the contact information provided in your booking confirmation. Include your name, home address, booking details (including booking reference number if available), and your contact phone number and email address.
  • State Reason for Termination – Specify the reason for ending the contract. If the termination is due to a material breach by the Vehicle Owner as outlined in Section 8.5(f) or any other specific grounds outlined in Section 8.5, please reference the relevant clause. This helps ensure the appropriate refund and resolution process is applied.
  • Expected Response Time from Vehicle Owner – After submitting your notice, you will receive a written acknowledgment from the Vehicle Owner within three (3) business days. This acknowledgment will confirm receipt of your notice and provide an estimated timeline for any applicable refunds, which will be processed within seven (7) business days of termination acknowledgment if due.
  • Prompt Follow-Up Communication – If further information is required to finalize the termination and refund, the Vehicle Owner will reach out to you directly within three (3) business days of receiving your response. In such cases, please respond promptly to avoid any delay in processing.
  • Keep Copies of All Communication – Retain copies of all correspondence related to the termination, including your initial notice and any acknowledgment or follow-up communication. This ensures a clear record of the termination process should any issues arise.

9. The contact ending due to circumstance outside all parties control (Force Majeure)

9.1 Force Majeure and Unforeseeable Disruptions to Service. In cases where the contracted service cannot be provided due to unavoidable events beyond the control of either party—referred to as “Force Majeure” events—this clause will apply. Force Majeure events include, but are not limited to:

  • Unforeseen large-scale disruptions, such as natural disasters or terrorism
  • Severe weather (e.g., heavy snow, ice, floods, storms) making travel unsafe or impossible
  • Government restrictions or actions, including emergency road closures
  • Health pandemics, quarantines, or similar public health measures
  • Accidents, breakdowns, or other mechanical failures not due to neglect on the Vehicle Owner’s part

9.2 Impact on Service and Refund Policy.

  • Before Service Commencement: If a Force Majeure event occurs before the Vehicle Owner begins travel to the pick-up location, the Hirer will be eligible for a 50% refund of payments made toward the booking. This amount accounts for preparatory costs incurred by the Vehicle Owner.
  • After Service Commencement: If a Force Majeure event occurs after the Vehicle Owner has begun their journey or during the provision of services, no refund will be provided, as reasonable efforts to deliver the service have already been made within the given circumstances.

9.3 Limitation of Responsibility. The Vehicle Owner is not liable for any delays or incomplete services arising from Force Majeure events, as these are beyond the Vehicle Owner’s control. The Hirer agrees to hold the Vehicle Owner harmless in cases of such unavoidable disruptions.

9.4 Weather-Specific Advisory and Rescheduling Options: If severe weather (as specified in Section 9.1) is forecasted, the Vehicle Owner may contact the Hirer within 24 hours of the event to discuss the feasibility of proceeding with the booking. The following options may be offered:

  • Rescheduling: Subject to the Vehicle Owner’s availability, the booking may be transferred to an alternate date within six months. Any rescheduling must be mutually agreed upon, with any seasonal pricing adjustments applied.
  • Termination by Vehicle Owner: If travel is deemed unsafe due to weather, the Vehicle Owner reserves the right to terminate the contract unilaterally in the interest of safety, and Section 9.2 refund terms will apply.

9.5 Hirer’s Responsibility: The Hirer agrees to consider alternative arrangements for their event transportation, such as backup vehicles, in the case of extreme weather or other potential disruptions, as advised in Section 7.6.

10. The Vehicle Owners rights to end the contract

10.1 The Vehicle Owner’s Right to End the Contract Due to Hirer’s Breach. The Vehicle Owner may end the contract for a service by providing written notice to the Hirer if the Hirer breaches any material term of the contract, including but not limited to the following situations:

a) Failure to Make Timely Payment: If the Hirer does not make any payment by the due date and fails to make payment within 7 days of receiving a written reminder from the Vehicle Owner or Agent, the contract may be terminated.

b) Failure to Provide Necessary Information: If the Hirer does not, within a reasonable time after request, provide the Vehicle Owner or Agent with information necessary to deliver the services as contracted, such as correct pick-up and drop-off addresses, number of passengers, or any other details required to fulfil the booking.

c) Significant Changes to Itinerary or Locations Outside Service Area: If the Hirer significantly alters the itinerary or requested locations such that the required services fall outside the vehicle’s normal and reasonable service range, and no reasonable accommodation can be made, the contract may be ended by the Vehicle Owner.

In each of the cases above, the Vehicle Owner reserves the right to retain any payment made up to the date of termination as compensation for costs incurred, as specified in Section 8. Additional fees may be charged if further costs have been incurred due to the Hirer’s breach.

10.2 You must compensate the Vehicle Owner if you break the contract. If the Vehicle Owner ends the contract in the situations set out in Section 10.1, the Vehicle Owner will keep any money you have paid in advance and may charge you a further cancellation fee as compensation for the costs the Vehicle Owner will incur as a result of your breaking the contract. The cancellation fee will be calculated on the basis set out at Section 8 above.

10.3 If the Vehicle Owner ends the contract where you are not at fault. There are occasions where the Vehicle owner needs to cancel the contract, this may be due to but not limited to a change in their fleet, retirement, illness or extreme weather where they cannot leave their base. If they do this, they must compensate to the value of 100% of the total monies towards the hire of the vehicle.

10.4 Authorised agents. The Vehicle Owner has authorised us to liaise with you for the purposes of this Section.

11. If there is a problem with the service

11.1 How to tell us or the Vehicle Owner about problems. If you have any questions or complaints about the service before handover, please contact us. You can telephone us on or text us on 0113 426 5447 or write to us at [email protected]. If the problem arises after handover, please contact the Vehicle Owner . We will provide you with the Vehicle Owners details at the relevant time.

11.2 Summary of your legal rights. The Vehicle Owner is under a legal duty to supply services that are in conformity with this contract. See the section below for a summary of your key legal rights in relation to the car service. Nothing in these terms will effect your legal rights.

Summary of your key legal rights

This is a summary of your key legal rights. These are subject to certain exceptions. For detailed information please visit the Citizens Advice website www.adviceguide.org.uk or call 03454 04 05 06.

Because your product is services, the Consumer Rights Act 2015 says:

  • you can ask the Vehicle Owner to repeat or fix a service if it’s not carried out with reasonable care and skill, or get some money back if the Vehicle Owner can’t fix it.
  • if you haven’t agreed a price beforehand, what you’re asked to pay must be reasonable. This may apply to any additional services requested on the day.
  • if you haven’t agreed a time beforehand, it must be carried out within a reasonable time. All our bookings are for a specific time and place.

12. Price and payment

12.1 Where to find the price for the car. The price of the car will be the price indicated on the quote page, on the quotation email and on the ‘my booking page’, a link to which is provided on the booking confirmation email. We use our best efforts to ensure that the price of the service advised to you is correct. However please see Section 12.2 for what happens if we discover an error in the price of the product you booking.

12.2 What happens if we got the price wrong. It is always possible that, despite our best efforts, some of the services we promote may be incorrectly priced. We will normally check prices with the Vehicle Owner before accepting your booking so that, where the product’s correct price at your booking date is less than our stated price at your booking date, we will charge the lower amount. If the product’s correct price at your booking date is higher than the price stated to you, we will contact you for your instructions before we accept your booking. If we accept and process your booking where a pricing error is obvious and unmistakable and could reasonably have been recognised by you as a mispricing, we may end the contract and refund you any sums you have paid.

12.3 We have been authorised by the Vehicle Owner to accept the Reservation Fee on their behalf. The Reservation Fee is a non-refundable payment required to secure your booking with the Vehicle Owner. It covers the initial administrative work involved in processing your booking, including securing the vehicle for your chosen date, managing inquiries, and facilitating communications between you and the Vehicle Owner. The Reservation Fee is 25% of the total booking price and will be applied toward the final balance due for the booking.

Application to Final Balance: The Reservation Fee will be deducted from the total amount due for your booking, leaving a Final Balance Payment that must be paid directly to the Vehicle Owner as outlined in Section 12.4.

Payment and Security of Booking: The Reservation Fee is due at the point of booking to confirm and secure the vehicle for your event date. Until the Reservation Fee is paid, your booking is not confirmed, and the Vehicle Owner may accept other bookings for that date.

Handling of the Reservation Fee: Vanguard Travel & Services Ltd collects the Reservation Fee on behalf of the Vehicle Owner and will transfer it to the Vehicle Owner upon confirmation of the booking. In cases where a booking cannot be fulfilled by the Vehicle Owner due to unavailability or other reasons specified in Section 3.2, the Reservation Fee will be refunded to you in full.

Non-Refundable Nature of the Fee: The Reservation Fee is non-refundable unless an exceptional circumstance occurs (such as the Vehicle Owner’s unavailability as described in Section 3.7). This policy ensures that both the Vehicle Owner and Vanguard Travel & Services Ltd are fairly compensated for the initial costs incurred in handling and managing your booking.

12.4 You must pay the Final Balance Payment directly to your Vehicle Owner. After booking confirmation and handover to the Vehicle Owner, you (the Hirer) are responsible for paying the Final Balance directly to the Vehicle Owner. The following terms apply:

  • Due Date for Payment – The Final Balance Payment, as specified in your booking confirmation, is due 60 days before the wedding date listed in your booking form. Payments made after this date may incur additional fees or risk cancellation.
  • Payment Instructions and Reminders – The Vehicle Owner will provide clear instructions regarding the accepted payment methods (e.g., bank transfer, card payment) and may send a reminder within 10 days prior to the due date to help ensure timely payment. If processing fees apply for the chosen payment method, these will be specified by the Vehicle Owner and borne by the Hirer.
  • Non-Payment Consequences – If the Final Balance Payment is not received by the due date and the Hirer has not communicated with the Vehicle Owner to request an extension, the following applies:
    • Late Fee: The Vehicle Owner may apply a late payment fee as outlined in Section 12.5, calculated based on the outstanding balance.
    • Booking Cancellation: If payment is not received within 7 days after the due date, and no alternative arrangements are agreed upon, the Vehicle Owner reserves the right to cancel the booking. In this case, any payments already made, including the Reservation Fee, will be non-refundable and retained as compensation for booking preparation costs.
  • Communication of Cancellation – If cancellation occurs due to non-payment, the Vehicle Owner will notify the Hirer in writing via the contact details provided during booking. Upon cancellation, the Hirer will receive a final notice confirming the termination of the contract and any applicable cancellation fees as per Section 8.3.

12.5 Interest Charges on Late Payments. If the Hirer does not make any payment due to the Vehicle Owner by the agreed date, the Vehicle Owner reserves the right to charge interest on the overdue amount. Interest will accrue at a rate of 2% per annum above the base lending rate of Lloyds Bank plc, calculated daily from the due date until full payment is made, whether before or after any formal judgment.

The Hirer will be notified in writing if interest charges are applied, and will have 7 days from the date of notification to pay the overdue amount, including any accrued interest. Failure to pay within this period may result in additional steps to recover outstanding payments, as outlined in the terms.

12.6 Failure to pay will result in the cancellation of the booking. If you fail to make payment by the agreed date or if you fail to communicate your intention to cancel, then the Vehicle Owner may cancel the booking in line with Section 8.3 (b).

12.7 Disputed Charges and Resolution: If you believe a price or charge is incorrect, please contact us promptly to notify us of the dispute. During the resolution process, payment on the disputed amount will not be required, and no interest will accrue on this specific charge.

Once the dispute is resolved, you will be notified in writing of the outcome. If it is determined that the charge is valid, you will have 7 days from the date of notification to make the required payment, after which standard interest terms will apply on any remaining overdue balance as outlined in Section 12.5.

In cases where the Hirer believes a refund is due from the Vehicle Owner and disputes arise, Vanguard Travel & Services Ltd may provide initial support in communications, but any further action must be taken directly with the Vehicle Owner or, if necessary, through legal means.

12.8 How the quoted price is calculated. The price quoted is calculated using a vehicle specific pricing structure, which is set by the Vehicle Owner.  The quote takes in to account the fixed and variable costs of providing the service for your specific requirements. In addition, we add on a small 1.5% Administration Fee, to cover some of our administration costs, this fee is included in the quoted price, but not passed on to the Vehicle Owner.

12.9 What does the Price include. There are no additional costs on top of the Price, with the exception that if the requirements change and the cost of delivering the new itinerary increases, then the vehicle Owner has the right to a Supplementary Cost, in line with Section 5.2.

Total Price – The Total Price is inclusive of all associated costs including, a Reservation Fee, Administration Fee and Final Balance Payment.

Administration Fee – A small 5% Administration Fee, to cover some of our administration costs.

Reservation Fee – An initial payment to reserve the vehicle for your specific requirements. This amount is 25% of the total booking Price. This Fee is transferred to the Vehicle Owner minus our Agency Fee, which is invoiced and charged to the Vehicle owner for the promotion, processing and communication relating to the booking.

Final Balance Payment – The Final Balance Payment is the remaining balance due to complete the payments for the booking. The Final Balance Payment is calculated by deducting the Reservation Fee from the Total Booking Price.

12.10 Transparency of Total Price and Additional Costs. The Total Price stated at the time of booking is inclusive of all mandatory fees associated with the service provided by the Vehicle Owner, as outlined in Section 12.9. This includes the Reservation Fee, Administration Fee, and Final Balance Payment. The Vehicle Owner confirms that no additional charges will be imposed beyond the agreed-upon Total Price, except under specific circumstances where:

  • Changes to the itinerary or vehicle specifications are requested by the Hirer, as detailed in Section 5.2.
  • Additional waiting time, mileage, or services are requested on the day of the event, as per the Vehicle Owner’s hourly rate in Section 4.3.

Should any supplementary fees arise due to changes requested by the Hirer, they will be clearly communicated in writing by the Vehicle Owner prior to invoicing. Should the Hirer request additional services or changes on the day of the event, these may incur supplementary charges as set forth in Section 4.3.

If the Hirer exercises the right to cancel due to a delay by the Vehicle Owner as set out in Sections 7.4 and 8.5(d), the Total Price will include all refundable amounts due, with no further fees or deductions applied for this type of cancellation. Should the Hirer request additional services or changes on the day of the event, these may incur supplementary charges as set forth in Section 4.3.

13. The Vehicle Owners responsibility for loss or damage suffered by you

13.1 The Vehicle Owner is not responsible to you for any loss or damage caused by failure to deliver their service. The Vehicle Owner is not responsible for any additional losses or damages beyond the full booking value that you may incur due to their failure to deliver the service as expected, provided reasonable care was taken in the provision of services. The Hirer acknowledges that delays or service disruptions due to mechanical issues, traffic conditions, or other uncontrollable factors may affect timing, and in such cases, compensation is limited to the total booking amount. We recommend obtaining wedding insurance to cover potential losses arising from such unforeseen incidents.

13.2 The Vehicle Owner is not responsible to you for any loss or damage caused by the use of their vehicle. The Vehicle Owner is not liable for loss, damage, or injury to personal property or belongings brought into the vehicle or during transit. This includes items such as wedding attire, jewelry, and other valuables. Passengers assume responsibility for personal items throughout the hire period and are encouraged to check for belongings before leaving the vehicle.

13.3 The Vehicle Owner does not exclude or limit in any way the Vehicle Owners liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by the Vehicle Owners negligence or the negligence of the Vehicle Owners employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to the services as summarised at Section 11.2.

13.4 No responsibility as agents. This contract is established solely between the Hirer and the Vehicle Owner for the provision of wedding car hire services, with Vanguard Travel & Services Ltd, trading as The Yorkshire Wedding Car Company, acting exclusively as an intermediary to facilitate the booking process. As such:

  • Vanguard Travel & Services Ltd may, at its discretion, assist with communication or administrative matters between the Hirer and the Vehicle Owner if needed, but this does not imply any liability or create any contractual rights for Vanguard Travel & Services Ltd.
  • Vanguard Travel & Services Ltd is not a party to the service contract and has no liability or enforceable obligations related to the performance or quality of the service.
  • Only the Hirer and the Vehicle Owner have the right to enforce the terms of this contract, subject to Section 16.3.
  • No third party, aside from the Hirer and the Vehicle Owner, has any legal rights to enforce any terms of this contract under the Contracts (Rights of Third Parties) Act 1999.

14. Summary of the Hirers responsibility

14.1 It is the Hirers responsibility to ensure the information is correct. It is the Hirers responsibility to ensure that they have checked that the Vehicle Owner has the correct and necessary information to be able to carry out the contracted service, in line with Section 7.2. This may include but not exclusively,

  • Relevant contact information for the day of the wedding
  • The full itinerary, including full postal addresses and timings
  • Number of passengers
  • Ages of children
  • Any passenger mobility issues

14.2 It is the Hirers responsibility to ensure they have had direct contact with the Vehicle Owner. We have a very robust Vehicle Owner vetting process and booking system, however, as part of the Hirers due diligence, it is the Hirers responsibility to ensure they have had direct contact with the Vehicle Owner. If something has gone wrong, then both the Hirer and Vehicle Owner need as much time as possible to rectify the situation, to enable the Vehicle Owner to complete the contracted service.

14.3 It is the Hirers responsibility to ensure their payments are up to date. Final payment must be made on time, failure to pay may result in the Vehicle Owner cancelling the contract, in line with Section 10.

14.4 The Hirer is responsible for all passenger behaviour. The Hirer is responsible for the behaviour of all passengers, in line with 4.10.

14.5 Contingency Planning and Backup Transport. We recommend that you (the Hirer) prepare a contingency plan for transport as a backup in the rare event of delays or mechanical issues affecting the Vehicle Owner’s ability to provide service as scheduled, especially with vintage or older vehicles. See Section 7.6 for further details on contingency measures and the importance of having a backup plan, which may include a member of the wedding party, a neighbour, or a local taxi service.

  • Wedding Insurance: Consider obtaining a wedding insurance policy to cover potential disruptions in transportation, as many policies offer financial protection in the event of delays, cancellations, or other service interruptions.
  • Timely Communication: If the Vehicle Owner identifies potential delays, they will inform the Hirer at the earliest opportunity. In turn, the Hirer is encouraged to communicate immediately if backup transportation is required or if itinerary adjustments are needed, enabling the Vehicle Owner to respond accordingly and, where possible, to minimize delays.

Note: In the rare event that backup transportation becomes necessary due to unforeseen circumstances on the day, the Hirer agrees to notify the Vehicle Owner and the Agent (if prior to handover) if the primary vehicle can no longer be used, allowing appropriate arrangements for any partial or proportional refunds, as outlined in Section 8.5.

15. How we will use your personal information.

15.1 This is as set out in our Privacy Policy.

15.2 We will provide your details to the Vehicle Owner.

15.3 We will only give your personal information to other third parties where our Privacy Policy allows us to or if the law either requires or allows us to do so.

16. Other important terms

16.1 The Vehicle Owner may transfer this agreement to someone else. The Vehicle Owner may transfer its rights and obligations under these terms to another organisation or appoint a replacement agent. We will always tell you in writing if this happens and we will ensure that the transfer will not effect your rights under the contract.

16.2 You need the Vehicle Owners consent to transfer your rights to someone else. You may only transfer your rights or your obligations under these terms to another person if the Vehicle Owner agrees to this in writing.

16.3 Rights and Enforceability by Third Parties: This contract exists exclusively between you (the Hirer) and the Vehicle Owner for the provision of wedding car hire services, with Vanguard Travel & Services Ltd (The Yorkshire Wedding Car Company) acting solely as an intermediary. As such:

  • No third party, aside from the Hirer and Vehicle Owner, holds any legal rights to enforce any terms of this contract under the Contracts (Rights of Third Parties) Act 1999.
  • Vanguard Travel & Services Ltd’s role is to facilitate the booking process, offer administrative support, and ensure a smooth booking experience through our platform.
  • Vanguard Travel & Services Ltd is not a party to the service contract, has no enforceable obligations concerning the quality, fulfilment, or performance of the service, and holds no liability regarding the delivery of the service.
  • Only the Hirer and the Vehicle Owner have enforceable rights under this contract.
  • Vanguard Travel & Services Ltd may, at its discretion, assist with communication or administrative matters between the Hirer and Vehicle Owner if needed, but this does not imply any liability or create contractual obligations.

16.4 If a court finds part of this contract illegal, the rest will continue to be in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

16.5 Even if the Vehicle Owner delays in enforcing this contract, it can still enforce it later. If the Vehicle Owner does not insist immediately that you do anything you are required to do under these terms, or if the Vehicle Owner delays in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent the Vehicle Owner taking steps against you at a later date. For example, if you miss a payment and we do not chase you but the Vehicle Owner continues to provide the services, the Vehicle Owner can still require you to make the payment at a later date.

16.6 Which laws apply to this contract and where you may bring legal proceedings. These terms are governed by English law and you can bring legal proceedings in respect of the services in the English courts. If you live in Scotland you can bring legal proceedings in respect of the services in either the Scottish or the English courts. If you live in Northern Ireland you can bring legal proceedings in respect of the services in either the Northern Irish or the English courts.

16.7 Alternative dispute resolution. Alternative dispute resolution is a process where an independent body considers the facts of a dispute and seeks to resolve it, without you having to go to court. If you are not happy with how the Vehicle Owner has handled any complaint (including any response from us on behalf of the Vehicle Owner), you may want to contact the alternative dispute resolution provider we use. You can submit a complaint to the Chartered Trading Standards Institute via their website at https://www.tradingstandards.uk/about-ctsi/contact-us. The Chartered Trading Standards Institute will not charge you for making a complaint and if you are not satisfied with the outcome you can still bring legal proceedings. In addition, please note that disputes may be submitted for online resolution to the European Commission Online Dispute Resolution platform.

16.8 These Terms & Conditions have Copyright protection. The document along with all other written content, images, photographs, template modifications or code on this website has automatic copyright protection.

Copyright prevents people from :

  • copying our work
  • distributing copies of it, whether free of charge or for sale
  • renting or lending copies of our work
  • performing, showing or playing our work in public
  • making an adaptation of our work
  • putting it on the internet
  • You can read further information regarding copyright at https://www.gov.uk/copyright/overview.

16.9 These terms are in line with advice from the CMA. These terms and conditions are fair for all parties involved in the acquisition and service delivery of this contract.  They have been complied following the guidance of the CMA (Competitions and Marketing Authority), and reviewed periodically.

17. COVID Safe

Here’s a revised version of Section 17.1 that ensures reasonable expectations for both the Hirer and the Vehicle Owner while acknowledging the evolving nature of COVID-19 guidelines:

17.1 COVID-19 Safety Guidelines Compliance: All vehicle occupants are expected to adhere to COVID-19 safety guidelines as recommended by government and health authorities at the time of the event. The Vehicle Owner and their representatives will follow the current “safer travel guidance” for private hire operators, including any applicable safety measures such as social distancing, mask-wearing, and the use of hand sanitiser. Please note that these guidelines are subject to change.

To ensure safety and compliance, the following may apply:

  • Social distancing measures within the vehicle, where feasible.
  • Reduced vehicle capacity to allow for distancing, if required.
  • Mask requirements for all occupants if distancing is not possible.
  • Hand sanitiser use before entry into the vehicle.

Both parties acknowledge that specific COVID-19 measures may be interpreted differently, and any changes to health guidelines will be considered as reasonable adjustments to the service, ensuring safety for all.