01 January 2019 – 31 December 2019 (Issue date December 2018)
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1. RENTAL AGREEMENT
1.1.1 Upon collection of the vehicle a rental agreement will be signed. In so doing, the hirer thereby acknowledges that they have read and understand these terms and conditions.
1.1.2 Travel Bugz rents the vehicle to the Hirer, who hires the vehicle subject to the terms and conditions as set out herein. The Hirer will be bound by these terms and conditions, where he or she was driving the vehicle or not.
1.1.3 The agreement may only be amended in writing; and its terms apply at all times from when the hirer confirms the reservation until all liabilities of the rental have been fulfilled. Any terms and conditions contained in any other document and all statements, terms and warranties (whether implied by statute or otherwise) not embodied in this agreement are expressly excluded to the fullest extent permitted by South African law.
1.1.4 Travel Bugz utilizes the WhatsApp mobile app to facilitate communication between the Hirer and the Company. The client’s mobile number will be added to the vehicle group for the term of the contract. This is for emergency use only where communication is required between the Hirer and Travel Bugz as specified in these Terms and Conditions. Travel Bugz reserve the right not to engage in electronic conversation not pertaining to contractual matters.
2. RESERVATIONS & BOOKINGS
2.1.1 All reservation requests are made through our website (www.travelbugz.co) and are subject to availability of the vehicle and confirmed on receipt of a deposit (“the booking”). To avoid disappointment we recommend you plan your need carefully and book well in advance especially during the December and January peak.
2.1.2 Reservation requests will be held for a 24-hour period after confirmation of availability to allow the hirer to effect the securing deposit (refer Section 5.1.1).
2.2 Rental Period
2.2.1 Rental Period refers to the number of days which the vehicle is hired; pick-up and return days are considered as rental days irrespective of the time of collection or return.
2.2.2 Rental days are charged per calendar day. The day of pick-up is calculated as the first day of rental and the day of return is calculated as the last day of rental. Vehicles must be returned within branch hours to avoid attracting a late return fee.
2.3.1 The dates below define our seasonality, rate bands and peak/off-peak periods:
Summer (Nov to Mar) – Rate Band: High – Peak Period: Dec & Jan
Autumn (Apr to May) – Rate Band: Medium – Off Peak
Winter (June to Aug) – Rate Band: Low – Off Peak
Spring (Sep to Oct) – Rate Band: Medium – Off Peak
2.4 Minimum Rental Period
2.4.1 During non-peak the minimum rental period is 3 days and includes pick-up and return days; you can rent for a shorter period, but will be charged for 3 days.
2.4.2 During peak (Dec and Jan), the minimum rental period is 7 days including pick-up and return days. You can rent for shorter periods, but you will be charged for 7 days.
2.5 Rental Amendments
2.5.1 If you wish to make any changes to your booking, the booking will be calculated by using either the original rate or the rate that is valid at the time of the booking change, whichever rate is higher. There are no exceptions to this rule.
2.5.2 The following situations are classified as booking alterations:
Change of date for vehicle pick-up or return
Change of location (depot) for vehicle pick-up or return
Change of vehicle category
2.5.3 If an amendment is made to the rental dates within 14 days of collection, no refund will be made if the length of hire is shortened (that is; the rental will be charged at the number of days originally booked).
2.6 Rental Amendment Fee
2.6.1 The first change only is at no charge. The first change may involve several aspects of the reservation. The second and subsequent changes are at R250 per factor, per change.
2.6.2 A relocation fee of R1, 000 will apply if the collection or return location is amended within 14 days of vehicle pick up or if notification occurs during the hire.
2.7 Rental Extension
2.7.1 In the event of the hirer wishing to extend the rental period whilst in use, contact is to be made with Travel Bugz 48 hours in advance of return date and time. Extension may only be granted provided the specific vehicle has no prior bookings overlapping the desired extension period.
2.7.2 Whilst we will try our best to meet this need, the Company is not obliged to accommodate the request of extended rental period.
2.8 Cancellation and deposit
2.8.1 The hirer must pay Travel Bugz a non-refundable deposit of 50% when confirming a booking. The balance of the hire fees are to be paid 14 days in advance of vehicle pick up.
2.8.2 Cancellation fees are levied on all reservations as follows. If cancelled:-
8 to 30 days prior to collection – Forfeit 50% of gross rental (Deposit)
0 to 7 days prior to collection – Forfeit 100% of gross rental
No Show – Forfeit 100% of gross rental
2.8.3 Should the hirer wish to change booking dates, Travel Bugz will try to accommodate the hirer subject to availability; but we may not guarantee the preferred dates of the hirer. If no suitable alternative date can be reached within 90 days of your original booked dates, the hirer will forfeit all payments made.
2.8.4 All no shows on bookings made up to 3 days of collection, will not be penalised.
2.9.1 Irrespective of anything to the contrary stated in the Rental Agreement, Travel Bugz shall be entitled to end this agreement without any explanation at any time by notice (oral or in writing depending upon the situation) to the Hirer, and when this happens the Hirer shall return the vehicle to Travel Bugz immediately.
2.9.2 If the Hirer fails to return the vehicle to the Company’s depot as specified in the Rental Agreement, the Company shall be entitled at any time to retake possession of the Vehicle, wherever found and from whosoever has possession thereof. The obligations of the Hirer and the rights of the Company under the Rental Agreement shall remain in force until the vehicle has been returned to the Company in terms of the Rental Agreement and the Hirer has complied with their obligations. Any costs incurred in recovering the vehicle will be for the account of the Hirer.
2.10 The Hirer/Driver
2.10.1 The minimum age of the hirer is 18 years of age as reflected on the driving licence.
2.10.2 Irrespective of what else the Rental Agreement states, the vehicle may not be driven for the duration of the rentals by any person under the age of 18 and/or who has not been in possession of a valid driver’s licence for 1 year.
2.10.3 The Hirer warrants that every driver of the vehicle will have a valid, unendorsed driver’s licence to drive the vehicle, comply with all applicable laws and comply with all provisions of the Rental Agreement.
2.10.4 If the vehicle is driven by anyone other than the driver or additional driver (irrespective of which other rights of remedies the Company may have), the Hirer shall remain liable for all of his/her obligations in terms of the Rental Agreement as if he/she has been driving the vehicle.
2.10.5 The Hirer warrants that (1) he/she is entitles and authorised to enter into a Rental Agreement, (2) that all particulars furnished to the Company and/or recorded on the Rental Agreement are true and correct.
2.11.1 A valid passenger car, English-medium driving license or international driving license is required for all drivers. (Please note that it is the law to have your license available on your person at all times while operating the vehicle).
2.11.2 In the event of the driver’s license being held by a driver under 21 years old, a 10% surcharge of the claim amount will apply in the event of an insurance claim.
2.11.3 A copy of your formal travel document or South African ID or driver’s licence will be photographed on pick up.
3. RENTAL RATES & CHARGES
3.1.1 Our standard rental rate includes your air-conditioned vehicle including:
Safely belt seating for 4
Bedding for 2 adults inside (extras are available to rent)
A 30-litre travel fridge
Bluetooth music system and USB power. Mobile Wi-Fi coming soon.
Plug-in AC power (if available at campsite)
A roof rack with 270-degree awning
A steel camp table with 2 foldable camp chairs
Crockery, cutlery, pan set and utensils catering for 4 persons
Butane gas cooker with full gas canister (spares at most large retail outlets)
One named additional driver
Standard insurance cover (Refer Section 7.3)
250 free kilometres per day up to and including 14 rental days, (Refer Section 3.4).
Unlimited kilometres if rental period is greater than 14 days
Online payment portal or Credit Card transaction fees
15% Value Added Tax
3.1.2 The Hirer agrees to pay the Company all other charges and fees either opted for or utilized by the Hirer up until the vehicle is returned, including but not limited to miscellaneous charges, call out fee, tourism levies, Claims administration fee, Valet or excess Soiling fees, roadside assistance, Contract fee, Traffic Fine administration fee, one-way fee, cross border charges, delivery fees, collection fees, Collision damage waiver, Theft Loss Waiver fee, Windscreen and Tyre Damage Waiver fee, fuel, toll fees, and/or all taxes due and payable on rental rates, other charges and fees.
3.1.3 In determining the rental charges, the distance travelled by the vehicle (where required) shall be determined from the vehicles odometer. If the odometer has been tampered with, the kilometres travelled will deemed to be 500 kilometres per day.
3.2.1. The following are not included in your rental fee:-
Super cover for lower excess.
Camp site or other accommodation fees,
Booking or reservation service for accommodation, activities or adventure equipment (if you wish to make use of this, we can refer you to some of our travel buds who will gladly assist),
Optional extras (we do offer additional equipment during booking at nominal rates)
3.3 Excess Kilometres
3.3.1 Excess kilometres over the 250km standard allowance will attract a fee of R3,00 per kilometre. This applies for rental periods of up to and including 14 days.
3.4 Unlimited Kilometres
3.4.1 Unlimited kilometres apply on rentals of 15 days or more.
4. VEHICLE PICK-UP AND RETURN
4.1.1 Delivery of the vehicle takes place at the time the Hirer (or Driver, or additional driver) takes possession of the keys and/or vehicle at the renting location.
4.1.2 The vehicle shall be deemed to have been delivered in good order and repair and without any damage to amongst other things the paintwork, upholstery and accessories (unless such damage is recorded in writing and signed by both parties on the Vehicle Inspection Document). Any damage not so recorded will be for the account of the Hirer.
4.1.3 All Vehicle Rental extras will be deemed to be in good working order unless otherwise advised by the Hirer at either the Rental pick up location of within 24 hours of receipt.
4.2 Office Hours
4.2.1 Our Cape Town depot operates within the following hours:
Weekdays: 08h00 to 17h00 with last pick up and return at 16h00.
Saturday: 08h00 to 15h00 with last pick up and return at 14h00.
Sundays and Public Holidays: Closed
4.3 After hours
4.3.1 All locations are closed on the following Public Holidays: Christmas Day (25 Dec), New Year’s Day (1 Jan), Good Friday, Easter Monday, Labour Day (1 May), Youth Day (16 Jun), Heritage Day (24 Sept) and Day of Goodwill (16 Dec) with no pick-ups or returns.
4.3.2 After-hours operations are considered as follows:
Weekdays: Before 08h00 and after 16h00
Saturday: Before 08h00 and after 14h00
Sunday & Public Holidays: All Day
4.3.3 After hour’s pick-ups and returns are by arrangement only; please arrange a specific time with us when booking. An after-hours surcharge of R500 will be levied per pick up and return.
4.4 Pick-up and return locations
4.4.1 Travel Bugz pick up and return depot in Cape Town is:
Battery Park Parking Garage (Parking Level 1), Alfred Street, Victoria and Alfred Waterfront, Cape Town
4.4.2 We recommend the use of our city’s Uber (or other Taxi) services to reach your pick up point, or to your required post-return destination.
4.4.3 Pick-up/return points at our “Travel Budz” in other major cities in southern Africa on request.
4.5 One way fees
4.5.1 A one-way fee is applicable between major centres based on a minimum rental period as follows:
Johannesburg – R5,000 – 20 days minimum rental period
Port Elizabeth – R4,000 – 10 days minimum rental period
Windhoek – R5,000 – 20 days minimum rental period
4.5.2 Other cities on request.
4.6 Vehicle Pick Up
4.6.1 Vehicle handover takes about 30 minutes and includes:
Validation and copy of all driver’s licences
Contract completion with insurance options,
Completion of the Vehicle Inspection Document (VID) which acknowledges Travel Bugz and the Hirer’s acceptance of the vehicle condition and equipment inventory.
4.6.2 Kindly note, that signing the VID is acceptance from the hirer not only of the vehicle condition and its equipment, but odometer and fuel gauge readings. You will be given or e-mailed a copy of the VID; this will form the basis of the return inspection.
4.6.3 Rental days lost following a late pick up will not be credited.
4.6.4 The Hirer’s credit card is required at the time of Pick up for Bonding purposes against the liability option elected by the Hirer and for processing post-rental deductions (if any). Without the credit card we cannot accept release of the Vehicle and the Hirer will forfeit all payments made.
4.7 Vehicle Return
4.7.1 On return of the vehicle, please allow 30 minutes for post-trip checks to be done based upon the VID. The hirer will be requested to countersign the VID copy following the check.
4.7.2 We encourage our clients to be present at the return inspection. However, in the event the hirer elects to depart prior to completing the inspection, we will request the Hirer’s signature on the VID. In such cases, Travel Bugz accepts no liability in dispute of final results of the vehicle and equipment check conducted by our staff.
4.7.3 We request that the vehicle is returned with a full tank of fuel. Should fuel refills be required, these will be deducted from the hirer’s credit card with a refilling surcharge of R250.00.
4.7.4 We request that the vehicle is returned in a clean condition (hence us being adjacent to a Car Wash). If the vehicle is heavily soiled we will deduct a full valet and/or engine & chassis service cleaning fee of R500.00.
4.7.5 Late returns will attract an additional day’s rental and a Rental Overdue Administration fee of R250.
4.7.6 No pro rata refund will be given if vehicle is returned early, for whatever reason, after commencement of rental.
4.7.7 Any amounts due to Travel Bugz such as, but not limited to, missing items, breakages, cleaning fees and fuel charges will be charged to your credit card accordingly. Equipment replacement costs are indicated on the VID form.
4.7.8 Likewise, Travel Bugz reserves the right to deduct traffic fines, toll fees and/or repair charges that may only be forthcoming after the rental period.
4.8 Late Pick Up
4.8.1 We ask the clients supply their flight number on booking (if available) in the event that flights delays may impact ongoing pick up times.
4.8.2 In the event that flight delays results in delayed pick up times, and Travel Bugz have not been notified of the Flight number, an after-hours pick up fee will apply.
4.9 Late Returns
4.9.1 We allow a grace period of 30 minutes on the pre-arranged return time due (the Grace Period).
4.9.2 The Hirer acknowledges that failure to return the vehicle in terms of the rental agreement shall constitute unlawful possession by him or her, and Travel Bugz may repossess the vehicle wherever it may be found and from whomsoever is in possession thereof. Any costs incurred in recovering the Vehicle as well as the cost of any additional rental days will be for the account of the Hirer.
4.9.3 Should the vehicle not be returned as per the Rental Agreement, any Waiver option cover become null and void for the entire contract period.
4.9.4 Should the vehicle not be returned as indicated on the Rental Agreement, the vehicle may be reported as stolen to the relevant authorities.
4.9.5 The vehicle shall be returned undamaged, in good order, and in roadworthy condition and for viable use by the next client, fair wear and tear accepted.
4.9.6 When the Hirer returns the vehicle to the return location, the Hirer shall:
Park the vehicle in the reserved parking area,
Ensure the vehicle is properly locked,
Hand the keys to an authorised representative of Travel Bugz or leave the keys in a safe drop box provided at the depot office.
4.9.7 The vehicle and all risk relating to the rental will remain the responsibility of the Hirer until Travel Bugz has recorded the return of the vehicle
5.1.1 Travel Bugz uses a 3-stage billing system of deposit, full rental payment and Conditional deduction(s) (if any).
5.1.2 The Hirer will not be allowed to deduct or withhold payment of any amount due in terms of the Rental Agreement for any reason whatsoever.
5.1.3 The Hirer remains liable for payment of any and all amounts due which are not paid of settled in full by the issuer of the credit card.
5.1.4 The Company does not accept CASH or CHEQUE as payment. Valid VISA / MasterCard credit cards are required for payments.
5.1.5 If any amount is not paid on due date the Company may without prejudice to any rights it may have and subject to the provisions of the National Credit Act charge interest on the overdue amount at the applicable prescribed legal rate or prime plus 3% as charged by the Company’s Bank, whichever is the higher, and in the sole discretion of the Company.
5.1.6 No partial refund of the rental fee will be made if the vehicle is returned for any reason prior to the end of the rental period.
5.2.1 A deposit of 50% of the rental fee secures the booking of the vehicle for the specified dates. The vehicle will not be considered booked until payment is received by the Company. This is done via our payment portal
5.2.2 If the deposit payment is not made within 24 hours of Travel Bugz confirming availability of the vehicle, we reserve the right to expire the reservation request and open the vehicle to other clients.
5.2.3 An additional deposit portion may apply should the Hirer elect to change their booking. In the event that the change is for a lesser amount, there will be no pro-rated refund of initial deposit.
5.3 Full Rental Payment
5.3.1 Full Rental Payment is requested via our payment portal 14 days prior to pick up date. Please quote your booking reference on payment.
5.3.2 Travel Bugz will send the Hirer a reminder for final payment prior to the due date to this effect.
5.3.3 Failure to provide full rental payment by the due date will be considered a cancellation of the contract and the Hirer’s deposit will be forfeited.
5.4 Conditional Deduction(s)
5.4.1 Any additional payment due to the Company will be deducted from the Hirers credit card. Such payments reflect either surcharges associated with breach of conditions and/or legal infringement notices incurred by the Hirer and/or Driver during the rental period.
5.4.2 In the event of an accident and/or if the vehicle is stolen and/or lost, the amount of the damages, the total loss as suffered by the Company or the amount reflected on the rental agreement is payable on such terms as imposed by the Company at its sole but reasonable discretion.
6.1.1 Travel Bugz vehicles must be driven on sealed bitumen or concrete roads only.
6.1.2 Our only exception is on well-graded gravel or sand roads found in our National parks and Game Reserves or those, within reason, that are required to reach campsites .
6.1.3 You must not, unless authorised in writing by Travel Bugz, drive or take any vehicle on any road which is closed or restricted, or on beaches, through streams, dams, rivers or floodwaters.
6.1.4 Whilst our vehicles are of high quality, please be warned that some of our sealed roads are not. Potholes on bitumen roads have been known to bring holidays to an abrupt end.
6.2.1 Travel Bugz vehicles are allowed to be driven in South Africa, Namibia, Lesotho, Swaziland and Botswana on prior arrangement with Travel Bugz. We request that you advise us when travelling outside of SA, as you will require the relevant documentation for the vehicle. We do not allow our vehicles into any other countries as our insurance cover is void.
6.2.2 All insurance cover is void if the vehicle enters prohibited areas or driven on prohibited roads; the hirer will be fully liable for the vehicle.
6.3 Use of the Vehicle
6.3.1 During the rental period the vehicle may not be used:
to convey passengers and/or goods for payment or sublet or hire the vehicle to any other person;
to propel or tow any other vehicle (including caravan or trailer) unless authorised by Travel Bugz in writing;
to transport goods in violation of any customs laws or in any other illegal manner; (4) in any motor sport or similar high risk activity;
beyond the borders of South Africa unless authorised by Travel Bugz in writing and stipulated on the Rental Agreement;
in any area where there is or may be a risk or incidents of civil unrest, political disturbance or riot or any activity associated with any of the mentioned.
to carry more passengers than may be legally accommodated by the seat belt restraints provided in the vehicle, or carry a greater load than that for which the vehicle was built;
by passengers unless they are seated in forward facing seats and properly restrained with seat belts provided in the vehicle;
under the influence of drugs or have a blood alcohol content that exceeds the legal limit in the country in which the vehicle is being driver;
if it is damaged or unsafe to use;
carry any inflammable, explosive or corrosive substance other than that provided by Travel Bugz;
in contravention of any law;
to carry a child without the use of an approved child restraint. The law requires this and we can assist you;
to carry pets or animals
6.3.2 In addition to the above, the following conditions apply:
cookers may not be used inside the vehicle and must only be used in designated and/or well-ventilated places;
the Hirer shall make adequate provision for safety and security of the vehicle and its contents including but not limited to that, the vehicle shall (1) be kept properly locked; (2) secured and immobilised; (3) have the burglar alarm and/or any anti-theft device properly secured when the vehicle is not in use.
the keys of the vehicle are under control of the driver or additional driver at all times
the Hirer agrees to use the Vehicle Rental Extras in a careful, lawful, manner and for its intended purpose.
the functionality, operation and up-time of certain services and/or Vehicle Rental Extras are entirely dependent on third party service providers, their licensors and other service providers and Travel Bugz takes no responsibility for any downtime and the operation thereof.
Travel Bugz does not guarantee the use of and functionality of Voice over IP (VOIP) applications and limited coverage, where applicable, in all areas within the Republic of South Africa or elsewhere.
It is against the law to operate a Vehicle whilst using a Mobile Phone unless on a Hands free kit. Travel Bugz provides a dashboard phone cradle and Bluetooth integration to the Vehicles speaker system to assist with in-transit voice communications.
We ask for no smoking within the vehicle please; we will have to recover a minimum R750 fee to cover special treatment valet costs (& the time we lose doing it).
The Company will at all times remain the owner of the vehicle.
6.4 Cross border
6.4.1 A once-off cross border fee per vehicle per rental of R750.00 is required on booking for processing one or more cross border documents for the countries outlined in 6.2; late requests cannot be accommodated due to long lead times for arrangement. You will not be able to take the vehicle across international borders without these documents.
6.4.2 In the unlikely event of accident or breakdown, the hirer is responsible for repatriation costs of the vehicle to the SA side of the border; Travel Bugz will take it from there.
6.4.3 Vehicle documentation is for vehicle cross border requirements only; the Hirer is responsible for ensuring they and their passengers have the necessary entry requirements.
6.5 Local driving conditions
6.5.1 Our vehicles may be driven at the national speed limits.
6.5.2 After extensive testing, a safe highway speed to travel is between 90-100 km/h. In an age of high fuel prices and carbon emissions, we suggest you keep within these guidelines. Fuel efficiency is optimal at these speeds too.
6.5.3 On gravel roads and in National Parks we recommend 40 km/h to be a safe speed.
6.5.4 Unlike many western countries, night driving in many parts of rural Southern Africa is dangerous and increases the risk of an accident (e.g. Hidden poor road conditions, livestock, and nocturnal wildlife); we advise against this.
6.6 Dust ingress
6.6.1 Southern Africa is a semi-arid, water scarce region. Whilst our vehicles have good dust seals, excessive gravel road travel (please note: National Parks only) will result in dust entering the vehicle. This will lead to uncomfortable sleeping. We advise you to restrict such travel, and if unavoidable, to reduce your speed to the recommended limit, close all windows and set the air-conditioning fan to high.
6.6.2 Refunds or claims for dust ingress of any nature, will not be considered and could result in an excess soiling fee if not cleaned by the hirer prior to return.
6.7 Infringement notices
6.7.1 The Hirer is liable for all traffic fines, penalties and similar costs including but not limited to, parking, speed and other traffic offences, as a result of the use of the vehicle during the rental period, and the Hirer accordingly indemnifies the Company against all such liability.
6.7.2 The Company will charge an R275.00 administration fee for each infringement notice, over and above the penalty fee due to authorities by the hirer
6.8 Road Toll Policy
6.8.1 Electronic tolling (eToll) currently operates in certain urban areas. Passing below e-Toll gantries will result in fees accruing to the vehicles registration. The Hirer remains responsible for their payment when received by Travel Bugz.
7. LIABILITY COVER
7.1.1 All Travel Bugz vehicles are fitted with insurance-approved tracking devices. Vehicles are monitored and the Company reserves the right to repossess the rental vehicle at any time should it be used to violate the law, appears to be abandoned or if the Hirer is in breach of the rental agreement and conditions.
7.1.2 Travel Bugz rental fees include standard collision damage cover, with a super cover option available for a lower excess.
7.1.3 All options cover vehicle damage and a limited amount of Third Party liability.
7.1.4 Personal liability, injury and effects are not covered. We suggest that the Hirer obtain their own travel insurance.
7.1.5 All liability cover is deemed void in the event of conditions or restrictions being transgressed. In such cases, the Hirer is fully liable for the vehicle, its condition and that of its contents.
7.1.6 A Claims Administration Fee of R250.00 will be levied for each claim made.
7.2.1 The Hirer’s credit card details must be provided to the Company at the commencement of the rental period for purposes of freezing the bonded amount. We do not accept cash bonds in lieu of a credit card not being made available.
7.2.2 The Company will hold a bond equivalent to the stipulated cover excess on the Hirer’s credit card at the commencement of the rental period. The Hirer authorises the Company to use the bond to cover insurance excess costs in the event of an accident or the vehicle being stolen during the rental period. The bond amount will be deducted from the Hirer’s credit card if the Hirer is involved in an accident or the vehicle is stolen during the rental period.
7.2.3 The bond will be released when the vehicle is returned provided no damage has occurred. The excess is applicable regardless of who is at fault and must be paid at the time the accident report is completed, not at the completion of the rental period. The excess will be refunded to the Hirer only if the Company is successful in recovering the costs of damages from a third party.
7.2.4 The Hirer acknowledges that that he/she is liable for anything not covered by the insurance or the bond. Should we be unable to reclaim any amounts owed to us, the debt will be passed to the third party. Should this action be required a 35% surcharge will be due which will be added to the amount owed.
7.3 Standard cover
7.3.1 Basic minimum R19,500.00 or 9.0% excess for the vehicle and internal custom unit, whichever the greater. The former is pre-authorised on your credit card on pick up.
7.3.2 Minimum excess of R1, 000.00 or 33% of claim, whichever the greater, for windscreen or tyre damage.
7.3.3 A Third Party Liability excess of R10, 000.00.
7.3.4 For cross border, the hirer is responsible for repatriation costs of the vehicle to the South African border post for recovery purposes.
7.4 Cover exclusions
7.4.1 Cover excludes all loose equipment in the vehicle, for example, but not limited to, Pots, Pans, Crates, Crockery, Cutlery, and Bedding.
7.4.2 The Hirer will be fully liable for any damage (irrespective of cover option taken) to the vehicle or third party vehicle and / or fittings and contents if:
These terms and conditions of the rental contract are breached or its contents misrepresented.
The vehicle is rolled
Damage to the vehicle is caused by illegal, negligent, careless, or reckless driving.
Damage to the vehicle is caused due to incorrect use of clutch, handbrake or other mechanical structures.
Being driven whilst under the influence of drugs or alcohol.
Driving on restricted roads / areas.
Water submersion or salt-water damage.
The vehicle is driven by an unlisted or unlicensed driver.
No other vehicle, animal or person is involved (e.g. Falling asleep at the wheel)
Theft occurs as a result of keys being left in the vehicle.
Where another vehicle or person is involved but sufficient details are not provided.
7.5 Super Cover option
7.5.1 A Super Cover option is available from the Company which reduces the liability of the hirer on a per incident basis unless the loss or damage is not fully covered by insurance. The reduced excess is R3,500.00.
7.5.2 We offer a reduced excess daily rate of R250 per day as a Super Cover option which is applicable to the vehicle and third party property and includes the cost of replacing or repairing of windscreens, rims and tyres.
7.5.3 In the event of an accident or breakdown outside SA, the Hirer still remains liable for repatriations costs of the vehicle to a South African Border post.
7.5.4 The Company does not cover personal accident insurance; this liability remains with the Hirer and passengers.
7.6 Equipment loss or damage
7.6.1 The vehicle is supplied with mobile accessories, sleeping, cooking and camping equipment. None of the cover options provide for loss or damage to these items. If missing or broken we will charge the hirer (excepting reasonable wear and tear).
7.7 Indemnity and Release
7.7.1 Except to the extent that Travel Bugz or others are liable by law, you agree that you, the Hirer, are liable and must indemnify us immediately for:
The loss of, and damage to, the vehicle;
The cost of towing, recovering and storing the vehicle;
For all damage to the property of any person which is caused or contributed by the hirer or which arises from the use of the vehicle by the hirer;
Appraisal and assessment fees;
Reasonable administrative fees and legal costs as a result of the hirer’s breach of this agreement or in respect of recovering costs payable by the hirer (on an attorney client basis);
7.7.2 The Hirer agrees to use, operate and possess the vehicle at your own risk and you agree that Travel Bugz will have no responsibility or liability for any loss or damage or death except as required by law. To the full extent permitted by law the hirer agrees that the hirer releases and discharges Travel Bugz and our agents and employees from:-
All claims and demands on us; and
Any loss or damage whatsoever and whenever caused to the hirer whether by way of death of, or injury to, any person of any nature or kind, accident or damage or loss of property, delay, financial loss (including accommodation and meal costs) or otherwise, arising directly or indirectly from or incidental to the hirer’s use of the vehicle or any accident to or involving the vehicle or its use, operation, repair, maintenance or storage or which may otherwise be suffered or sustained in, upon or near the vehicle provided that this release shall not extend to any claims arising from negligent act or omission by Travel Bugz; and
Any loss or damage as a result of items being left in the vehicle after its return to us or stolen from the vehicle.
7.7.3 The Hirer acknowledges that the he/she will not be refunded for rental or hire fees in the event that non-mechanical malfunctions occur such as to the, but not limited to, fridge, cooker, or awning amongst other things.
7.6.4 Any person claiming the return of personal property left in the vehicle is required to satisfy Travel Bugz with satisfactory proof of ownership.
7.6.5 The hirer have rights conferred under consumer legislation and no provision in this agreement is intended to exclude, restrict or modify any non-excludable terms implied by or rights which the hirer may have under SA law.
If at any time the vehicle is damaged, stolen or lost, the Hirer and/or driver shall take every reasonable precaution to safeguard the interest of the Company including but not limited to the following where appropriate:-
8.1.1 He/she shall notify the Company immediately of within 3 hours of becoming aware of the occurrence and by no later than when the vehicle is returned complete and furnish to the company:
a completed Company’s damage/Incident report form (available in the vehicle manual) together with a copy of his/her driving licence;
the name(s), addresses and identification numbers of everyone involved and of possible witnesses;
where possible, as many photographs of the scene, of other vehicles, and that these are submitted to the Company in support of the claim;
not admit any responsibility or liability nor release any party from any liability nor potential liability nor settle any claim or potential claim against of by any party nor accept any disclaimer of liability;
notify the police within twenty-four (24) hours of the occurrence in question and furnish the Company with an incident case number which proves the accident has been registered;
make reasonable provision for the safety and security of the vehicle and will not abandon the vehicle under any circumstances;
shall cooperate with the Company and its insurer in the investigation, the making of instituting of any claim or action and the defence of any prosecution, claim or action relating to the incident (including the making of an affidavit if so requested).
8.1.2 If the Hirer is not the Driver at the time of the incident, then, without in any way reducing the Hirer’s obligation in terms of clause 8.1.1, the Hirer shall also ensure that the driver complies with the provision of 8.1.1 and the Hirer warrants that the driver will do so.
8.1.3 The Hirer (or Driver as ensured by the Hirer) shall within 24 hours of receipt thereof furnish to the company any notice of claim, demand, summons, or the like which the renter of the driver may receive in connection with the vehicle and/or incident.
8.1.4 The Hirer and/or Driver warrants that the information completed in the Company’s Damage/Incident report form as referred to in 8.1.1 will be complete, true and correct in every respect.
8.1.5 The Hirer may be required to complete a detailed insurance claim form at the end of the hire period. In the event of an accident the hirer is still entirely responsible for the full rental fee together with the payment of the relevant vehicle excess chosen.
8.1.6 The Hirer acknowledges that failure to report an accident (section 8.1.1) to the nearest police station may result in the claim not being accepted by the Company’s insurers and the hirer being responsible for all own vehicle and third party damage.
8.1.7 The hirer is entirely responsible for all costs of repairs and/or replacement as per the excess option chosen.
8.1.8 If the vehicle is involved in an accident and is not drivable, a replacement vehicle, if available, may be collected from the Company. If the hirer requires a replacement vehicle to be delivered, then these charges will be payable by the hirer. None of the excess reduction options cover this eventuality.
8.1.9 If the Hirer is unable or unwilling to take a replacement vehicle, no refunds for early termination of the contract will apply.
8.1.10 No refund of rental days lost will be considered during the period in which a replacement vehicle is being organized.
8.1.11 Should there be no replacement vehicle available, no refund for lost rental days will be considered.
8.1.12 Should the Hirer continue with a replacement vehicle then a new rental contract and insurance conditions will apply.
8.1.13 The Company will not be held responsible for accommodation costs due to immobilization during accident damage repairs.
8.1.14 Damage to the vehicle not as a result of a reportable and reported accident and covered under the insurance policy remains the responsibility of the hirer. The Hirer will be responsible for all damages to, or loss of, equipment in or affixed to the vehicle.
9. BREAKDOWN OR IMMOBILISATION
9.1.1 Whilst all our vehicles are thoroughly serviced and checked, breakdowns can occur unexpectedly and require minor repairs.We consider immobilisation to be when the vehicle is roadworthy, but prevented from moving (eg. Stuck in mud, flat battery, flat tyre, etc..)
9.1.2 Should you need to contact us for any reason, we are covered by VW Fleetcare. You can contact their Customer Interaction Centre which is available in office hours on 086-010-3349, or +27-41-994-5615 if you are calling from outside the borders of South Africa. Their Roadside Assistance Teams work 24/7 and are always available to you should you need them.
9.2.1 The Hirer is authorised to have repairs carried out to a limit of R1,000.00 per instance. Please settle directly with the supplier. Refunds will only be made if invoices are produced and if repairs are not as a result of driver negligence.
9.2.2 Any larger problems with the vehicle or equipment must be reported to Travel Bugz as soon as possible. Larger repairs will be arranged, at the discretion of Travel Bugz, upon the Hirer reporting the problem to us.
9.2.3 Should a replacement vehicle be required due to a persistent mechanical fault, Travel Bugz will endeavour to replace with a similar vehicle within a reasonable period in South Africa, at no extra cost to the hirer.
9.2.1 Travel Bugz will, at their discretion, be responsible for accommodation costs due to immobilisation during minor repairs or will, if deemed necessary by Travel Bugz, refund the daily hire rental rate for the days lost.
9.2.2 The hirer acknowledges that it may not always be possible to attend to repairs over weekends and in remote locations; Travel Bugz should be allowed up to 24 hours to solve any problem before rental day compensation for lost time will be made.
9.2.3 Should Travel Bugz permit overnight accommodation in lieu of the time taken for repair, a maximum allowance of R800.00 per night per vehicle is granted for a maximum of 1 night; anything over this is for the client’s account.
9.2.4 The Hirer acknowledges that it may not always be possible to attend to repairs over weekends and in remote locations; Travel Bugz should be allowed up to 24 hours to solve any problem before rental day compensation for lost time will be made.
9.2.5 Should Travel Bugz permit overnight accommodation in lieu of the time taken for repair, a maximum allowance of R800.00 per night per vehicle is granted for a maximum of 1 night; anything over this is for the Hirers account.
10. LOST KEYS
10.1.1 The Vehicle is provided with an electronic key offering remote locking and unlocking capability for all doors. This should prevent the key from being locked inside the vehicle. It is essential that the key is kept dry so as not to impact battery quality.
10.1.2 The Hirer must show caution if keys have been lost as they may have been stolen. In this event, the vehicle is susceptible to a high risk of theft.
10.2 Lost Key
10.2.1 Travel Bugz must be informed by the Hirer (in writing) of lost keys. Following receipt of a clear, accurate and reliable forwarding address from the Hirer, Travel Bugz will arrange for a replacement set to be couriered to the address provided by the Hirer.
10.2.2 Replacement cost is for the Hirer’s account. Travel Bugz will charge R750 per set to cover insurance, claim administration and courier costs.
10.2.3 Travel Bugz cannot be held liable for any time/days lost and/or accommodation or any other costs incurred, due to lost keys and their replacement.
11.1.1 The Hirer agrees to check tyre pressures regularly and maintain these to the manufacturer’s specifications as provided in the vehicle manual. This is best done when the tyres are cold and ensures better road handling and better fuel consumption.
11.1.2 Hot tyres are susceptible to tread or sidewall damage especially on gravel or uneven surfaces. When replacing tyres, the Hirer agrees to ensure compliance on brand, size and rating to that of the damaged tyre.
11.1.3 The Company is not responsible for any punctures or damage to tyres during the rental period and repair costs are for the Hirers account. If the driver wishes to be reimbursed for new tyres, the damaged tyre must be returned to us for inspection and evaluation by the tyre manufacturer.
11.1.4 The Company does not accept re-tread or reconditioned tyres as replacements
12. ON-THE-ROAD MAINTENANCE, SECURITY & SAFETY
12.1.1 Our vehicles are maintained to the manufacturer’s specifications. We need the hirer’s help to keep them that way for both passenger and vehicle safety.
12.1.2 The Hirer is responsible for the vehicle for the full period of the hire and must maintain the vehicle during this period. We kindly ask that you take note of all gauges, fluid levels and tyre pressures whilst driving and when re-fuelling.
12.2.1 The Hirer must:
maintain engine oil, brake oil, water and coolant levels should the vehicles warning lights indicate such as per specification in the vehicle manual;
keep the vehicle locked when unattended and the keys under your personal control at all times, and produce such keys if the vehicle has been stolen;
return the vehicle to Travel Bugz free of all rubbish and stains or pay Travel Bugza soiling fee of R750 if, in our opinion, the Hirer has failed to comply with this requirement;
generally do all things necessary to keep and maintain the vehicle in its current state and condition (reasonable wear and tear excepted);
not authorise or undertake any repairs to the vehicle above the limit authorised to do so without Travel Bugz’ prior written consent except to the extent that repairs are necessary to prevent further damage to the vehicle or other property, in which case the Hirer must first attempt to contact Travel Bugz by phone to inform us of the steps the Hirer intends to take and obtain our approval. We will only reimburse the hirer for the cost of such authorised repairs if the Hirer retains and produces to Travel Bugz the original receipts for those repairs or salvage.
Immediately report to the Company any damage to the vehicle or damage to any property caused by the vehicle. If you do not, you acknowledge that failure to do so may compromise your rights under this agreement;
immediately pay or reimburse the Company for any damage or loss to the vehicle which is not covered by insurance, and for which no cover option has been taken, rectifying glass damage, tyre punctures, tolls and fines, the cost of repairing any vehicle damage caused deliberately, carelessly or recklessly, by the Hirer or passenger(s) during the rental period, the cost of repairing any damage to the vehicle or to third party property caused or contributed to by a breach of the agreement;
pay or reimburse the Company a daily rate fee which will apply to vehicles under repair whilst off the road due to repair of damages found to be a result of driver negligence;
use Super diesel or Low Sulphur Diesel (50 PPI grade);
in the event that fuel, other than that designated for the vehicle, has been filled into the fuel tank, inform Travel Bugz immediately in writing and not drive the vehicle. Doing so will result in serious damage;
the hirer will be held responsible for damage to the clutch due to improper use;
allow the vehicle to idle for not less than 60 seconds after long periods of use to ensure adequate cooling of the turbo;
in the event of overheating, stop immediately and call Travel Bugz. Together we will arrange for remedial action, Failure to do so, could results in very serious damage for which the hirer will be held liable.
during longer rental periods, diesel engines will need to have the oil changed. Should the Hirer exceed the required service interval distance on his/her travels, please discuss with Travel Bugz. We will arrange the closest approved service agent / garage to service the oil and oil filter; the Hirer must pay for the oil and service. Travel Bugz will refund the costs to the Hirer on return of the vehicle
13. FRIDGE OPERATION
13.1.1 Our in-car fridges are highly efficient and operate off the auxiliary battery system in the vehicle which must be charged to be effective.
13.1.2 Days without running the vehicle’s engine could result in loss of charge to the battery and power to the fridge. A warning light and alarm indicates battery discharge, and the Hirer is advised to recharge the battery as soon as possible to ensure continued operation of the fridge.
13.1.3 Travel Bugz is not responsible for any spoiled food cost as a result of battery discharge.
14. AWNING OPERATION
14.1.1 Where applicable, our 270 degree awning provides maximum cover to the side and rear of the Vehicle when extended, and is simple to use and operate. It is located on the passenger side of the vehicle for your safety when in use on the roadside.
14.1.2 Certain areas of South Africa are renowned for their strong winds, for example, but not restricted to, the Cape Coastal region and Highveld region during summer thunderstorms. During such weather, your awning may be at risk of being caught in a gust; the awning must be tied down using the pegs and guy ropes provided. In exceptional conditions, you are strongly urged to close the awning to prevent damage which you may be liable for.
14.1.3 Please remember to close the awning whilst driving the vehicle.
15. DEFINITION & INTERPRETATION
In this agreement unless the context indicates otherwise, certain definitions or interpretation of content shall be noted.
15.1.1 The singular shall include the plural and vice versa, pronouns of any gender shall include those of the other gender and natural persons shall include legal and juristic persons and vice versa;
15.1.2 Hirer means all of the persons whose names appear on the Rental Agreement as Hirer, Driver or Additional Driver and who have produced a valid, unendorsed driver’s licence (in English) to the Company’s rental agent and if and where required, their identity/passport documents;
15.1.3 Company means Travel Bugz (Pty) Limited, Registration number 2017/445373/07;
15.1.4 The Driver means such person who is reflected on the Rental Agreement as being authorised by the Company to drive the vehicle:
15.1.5 Additional Driver means any person who, in addition of the driver, is reflected on the Rental Agreement as being duly authorised by the Company to drive the vehicle;
15.1.6 Vehicle refers to the vehicle described in the Rental Agreement (or any substitute vehicle) and includes, but is not limited to, its under body, parts, components, fitments, accessories and any contents supplied by the Company (except where specifically excluded). If, for any reason beyond our control, the reserved vehicle is not available, we reserve the right to substitute a comparable or superior vehicle at no extra cost to the hirer. This shall not constitute a breach of contract and does not entitle the hirer to any form of refund;
15.1.7 Vehicle Rental Extras means any non-attached accessory to the vehicle, including but not limited to, Fuel up-front, extended roadside assistance, Mobile Wi-Fi, Baby Seat, Fridge, Chairs, Tents, Mattresses, Bedding, Table, cooking equipment and accessories, and roof rack attachments;
15.1.8 Day means a period of 24 hours (or any part thereof), calculated from the time out as reflected on the Rental Agreement;
15.1.9 Vehicle Pick Up means the collection of the vehicle by the Hirer from Travel Bugz’ named depot location at the date and time allocated in the booking or reservation;
15.1.10 Vehicle Return mean the return of the vehicle by the Hirer to the Travel Bugz’ named depot location at the date and time stated in the Vehicle Rental Agreement document.
15.1.11 Grace Period means 30 minutes following the agreed date and time of return on the Rental Agreement.
15.1.12 Rental Agreement is the form signed by Travel Bugz and the Hirer and setting out the period, terms and conditions of rental to which this agreement applies;
15.1.13 Rental Period refers to the elapsed period between vehicle pick up and vehicle drop of as per the terms of the rental agreement and approved extension thereof;
15.1.14 Fees mean the fees Payable by you to Travel Bugz and as set out in the Rental Agreement plus any additional fees payable under this agreement as they apply from time to time;
15.1.15 Contract Fee means a once-off charge per rental which is used to cover various expenses including storage fees of original documents reflected in the Rental Agreement for a period of no less than 5 years;
15.1.16 Claims Administration Fee means an administration fee charged in all instances where a claim needs to be processed in respect of any damages whatsoever, loss or, or theft of, the vehicle, as reflected in the additional information to the rental agreement.
15.1.17 Rental Overdue Administration Fee means the applicable amount charged to the Hirer in the event that the vehicle is not returned by the Hirer to Travel Bugz at the agreed date and time at the expiry of the Rental period;
15.1.18 VAT means Value Added Tax which is applicable to goods and services;
15.1.19 Waiver means a reduction of liability of the Hirer in the event of an accident/theft and/or loss of the vehicle, excluding any vehicle rental extras;
15.1.20 Damage(s) (in relation to the vehicle and/or Third Party Damage) means the actual costs in towing, transporting and storing the vehicle, repairing any damage (including tyre and rim damage), replacing parts, accessories or fitments (without allowing for depreciation), paying an expert to inspect collision damage and report thereon, and reimbursing such proof of any such expenditure) or any other charges incurred relating to an incident of whatsoever nature, and includes total loss when applicable;
15.1.21 Termination – Travel Bugz may terminate this agreement at any time if the hirer breaches this agreement, or any information contained in the Rental agreement is found to be false. If this agreement is terminated for any reason other than a breach by Travel Bugz, the hirer must immediately pay all rental fees and other charges for the rental period as set out in the agreement.
15.1.22 Breach waiver – If the Company elects not to exercise any of its rights arising as a result of a breach of this agreement, the hirer acknowledges that the Company’s election will not constitute a waiver of any rights relating to any subsequent or other breach.
15.1.23 Dispute – If the hirer disagree with Travel Bugz or wishes to file a complaint the hirer agrees to resolve such complaint or dispute with Travel Bugz by, 1) immediately notifying Travel Bugz within 5 days of returning the vehicles, and 2) provide exact details in writing of the hirer’s complaint with any relevant evidence.
15.1.24 Jurisdiction – this agreement is governed by the laws in force in South Africa.
THE HIRER AGREES THAT HE/SHE HAS READ THESE TERMS AND CONDITIONS AND ACKNOWLEDGES ACCEPTANCE THEREOF BY HIS/HER SIGNATURE TO THE RENTAL AGREEMENT.
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