Bookings for vehicle users will only be accepted in writing from fully paid up members of BCT. It is the responsibility of members to ensure that only authorised personnel who are registered as approved bookers in advance, and are fully aware of these terms and conditions can make bookings. A member is responsible for the payment of any usage, accepted in good faith by BCT, booked in its name. Members will be required to underwrite a higher excess of £750 before using certain high value vehicles. By placing a booking with BCT all terms and conditions, including liability for payment if members cancel trips without sufficient notice in writing are deemed applicable in law without exception.
It is forbidden to sub-hire or lend a BCT vehicle.
Payment will now be due immediately as of invoice receipt. Users must pay all charges, including any penalties or surcharges at the current rate. The charges will be those that are in force at the time of use even if they have changed since the time of booking. BCT reserves the right to refuse bookings to any member whose account is overdue. Non-payment of invoices will result in loss of membership. BCT will make every effort to recover any debts incurred.
BCT vehicles may not be used for group or individual commercial activity, individual gain or for party political purposes. Nor may they be used for trips outside the UK.
BCT vehicles may not be used to transport inflammable liquids or gases. Nor may non-prescription drugs or intoxicating liquor be carried or consumed on board.
Passenger vehicles must not be used to carry any goods other than reasonable amounts of personal mobility aids, hand luggage or shopping. Nor should they ever carry more passengers than the number of seats and/or wheelchair spaces provided.
BCT reserves the right to reject, cancel or vary any booking if the purpose for which the vehicle is to be used is inconsistent with the aims, objectives or rules of BCT.
Regular bookings are only accepted subject to the conditions in force at the time, as laid down by the Management Committee. The Director and the Management Committee reserve the right to decide between conflicting applications for the use of vehicles.
In accordance with the law Drivers and passengers are not permitted to smoke in any BCT vehicle.
BCT must be informed as soon as possible if there are any serious concerns about the road worthiness of the vehicle, & obviously it should not be driven until given clearance by BCT or their representatives. In the event of any damage to a vehicle whatever the cause Users must follow procedures in accordance with the emergency instructions, which are held in the flip down sun visor of each vehicle. Minor repairs should not be carried out without the prior authorisation of BCT. Members will be liable for the current insurance excesses if costs are incurred by BCT.
Users must adhere to the booking times when taking and returning vehicles. Drivers must record start and finish mileage, we reserve the right to charge twenty pounds each time this is not recorded legibly and accurately, as well as the actual start and finish times, on the trip log sheet provided which must be signed and dated. Unauthorised late return of a vehicle will result in a penalty charge.
Should an unauthorised use of a vehicle result in another member being unable to use it at the time they booked, any resultant financial liability may be passed on to the first user Wilfully keeping a vehicle beyond the booked time can be construed as taking the vehicle without the owner’s consent. In such cases, BCT reserves the right to take any appropriate action to recover the vehicle. BCT reserves the right to refuse usage from members who are persistently late in returning vehicles.
Should a member fail to turn up for a booked use, or give insufficient notice of cancelling their use, (three full working days) BCT will charge the full original sessional charges and driver costs applicable, or those specified by an external supplier – NOTE up to 14days notice is required for specialist vehicles.
Should any member persistently cancel their bookings, BCT reserves the right to levy the original sessional charges, regardless of the length of notice given for the cancellation.
Vehicles must be returned in a clean and tidy condition: all rubbish must be removed from inside the vehicle before the end of the use. Failure to do so will result in a cleaning surcharge.
Fuel cards, keys, seats and fully completed log sheets must be returned in good condition on the date and time agreed when bookings were made. Failure to do so will incur appropriate charges.
Any loaned equipment must be returned in good condition on the date and time agreed when bookings were made. Failure to do so will incur a replacement charge.
Anyone driving a vehicle in the BCT fleet must be on the BCT Register of Drivers and have successfully undertaken the appropriate vehicle familiarisation, including in the case of minibuses – a MiDAS driving assessment and relevant training course(s).
Drivers must re-register every 12 months, and must notify BCT immediately in the event of any accidents, convictions or illnesses that could affect their driving, or of any other material matter or fact that could possibly affect the legality of their use of BCT vehicles.
Should a driver provide false or inaccurate information at the time of registering with BCT, and insurance cover is consequently invalidated, BCT reserves the right to take legal action against the relevant parties in addition to any prosecution undertaken by the appropriate authorities.
Drivers must not drive whilst overtired, sleepy, under the influence of drugs (prescription or otherwise) or alcohol. Prosecution will result from any such activity.
Drivers must not indulge in reckless, careless or dangerous driving, or misuse or abuse the vehicle and its equipment.
Drivers must inspect all vehicles prior to driving, using the checklist on the log sheet, and record any damage or defects identified before and after the trip. Drivers are liable to police prosecution if they drive a defective vehicle.
Drivers who are involved in a collision or accident involving a BCT vehicle will be required to undergo a re-assessment, which will be chargeable at the advertised rates in force at the time.
BCT reserves the right to ban a driver from driving any vehicle in the fleet if there are reasonable grounds for believing that person knowingly failed to report any damage to, or accident involving, a vehicle in the BCT fleet whilst it was in their care.
BCT reserves the right to ban a driver from driving any vehicle in the BCT fleet should that person allow another person to drive without the prior registration and approval of BCT staff. In such circumstances, the driver(s) may be liable to prosecution.
In the event of cancellation or change to a booking by BCT, no liability can be accepted for any loss, financial or otherwise, arising from our failure to provide a vehicle, and BCT cannot be held responsible for breach of contract in such circumstances.
In the event of breakdown, BCT does not warrant providing a replacement vehicle or any cover over and above that provided by our contract with our 24 hours’ Roadside Assistance and Recovery Company, and is not liable for any consequential losses.
The responsibility of the vehicle lies with the driver at all times however if an escort overrides that authority for any reason full liability passes to the member groups. Damage, fines or penalties resulting in any costs to BCT will be borne entirely by the parent organisation on behalf of the volunteer or staff member who over-rode the driver’s decision. This applies to routing, parking, access and loading or un-loading and any other instruction given to the driver on behalf of the user group.