Riviera Executive Travel Ltd
Terms & Conditions for Coach Hire
Riviera Executive Travel Ltd. Registered in England and Wales. Registered Office Address: 113-115 Codicote Road, Welywn,
Hertfordshire, England AL6 9TY. Company Number 08203534. VAT Registration Number 157 6207 02
By confirming a booking with Riviera Executive Travel Ltd (Company) the Hirer (Customer) agrees to the
following Terms and Conditions. A booking, whether made verbally or in writing, will constitute an agreement,
and the Hirer agrees to be bound by these terms.
The Hirer is also responsible for ensuring all passengers adhere to these conditions.
1. Quotations and Booking Confirmation
1.1. All quotations provided are based on the details given by the Hirer and cost levels at the time. The
official quotation will be valid for a period of 30 days from the date of issue subject to ongoing
availability.
1.2. The Company reserves the right to amend the quotation if there are any material changes to the
information provided by the Hirer (e.g., number of passengers, route, date of travel).
1.3. The Hirer is responsible for confirming all booking details are correct before the hire date and must
notify the Company immediately of any discrepancies.
1.4. The name and contact information for the person in charge on the day of hire (if different from the
hirer information on the invoice) should be provided no later than 48 hours prior to travel.
2. Payment Terms
2.1. Unless otherwise agreed in writing, full payment is required no less than 14 days prior to the date of
travel.
2.2. If the booking is made within 14 days of the hire date, full payment is required immediately upon
booking confirmation.
2.3. Non-refundable deposits may be requested at the discretion of the Company.
2.4. Our preferred method of payment is electronic transfer.
2.5. The Company reserves the right to cancel the booking if payment is not received in a timely manner
according to these terms. In such an event, the cancellation charges detailed in Section 3 may still
apply.
2.6. The Company reserve the right to charge statutory interest (8% above the Bank of England base
rate) and a fixed compensation sum on overdue payments, in line with the Late Payment of
Commercial Debts (Interest) Act 1998.
3. Cancellation Policy
3.1. In the event of cancellation of a hire by the Hirer the following scale of charges will apply to the full
cost of the final quotation / invoice for the booking:
Notice Period Before Departure Scale Charge
Peak Periods
Jan – Apr / Aug – Dec
Scale Charge
Critical Peak Period
May – Jul
15 – 29 days 0% 50%
7 – 14 days 50% 100%
6 – 1 days & on departure day 100% 100%
Riviera Executive Travel Ltd
Terms & Conditions for Coach Hire
Riviera Executive Travel Ltd. Registered in England and Wales. Registered Office Address: 113-115 Codicote Road, Welywn,
Hertfordshire, England AL6 9TY. Company Number 08203534. VAT Registration Number 157 6207 02
3.2. Notwithstanding the above scale of charges, the Hirer will be responsible for any non-refundable
direct costs already incurred by the Company on the Hirer’s behalf at the time of cancellation. These
costs may include, but are not limited to, pre-paid deposits for ferries, hotel accommodation, event
tickets, or third-party attraction entry fees. These costs will be relayed to the customer and deducted
from any refund due or added to the outstanding balance, regardless of how far in advance the
booking is cancelled.
3.3. All cancellations must be made in writing (email is acceptable) to the Company.
3.4. Refunds are subject to the discretion of the Company based on the specific situation and
circumstances of the cancellation.
4. Use of Vehicle, Route, and Timings
4.1. The vehicle provided is for the specific use outlined in the booking agreement. The Company
reserves the right to provide an alternative vehicle if the booked one becomes unavailable.
4.2. The route taken will be at the Company’s discretion unless otherwise specified and agreed upon in
the booking agreement.
4.3. The Hirer is responsible for ensuring all passengers are ready at the designated pickup points at the
agreed time.
4.4. Any deviation from the agreed use, route, or schedule (e.g., a different route, additional passengers,
or delays caused by the Hirer) may result in additional charges as outlined in Section 5.
5. Surcharges & Extra Expenses
5.1. The Hirer is responsible for any additional costs incurred during the hire that were not included in the
original quotation. These may include, but are not limited to, charges for damage to the vehicle,
excessive cleaning, additional mileage or journey time and extra driver hours resulting from
deviations to the planned itinerary or delays caused by the Hirer/passengers. These charges are to
be paid on the day unless the hirer is an approved account holder.
5.2. The Company may also impose surcharges if the booking requires a special request or vehicle
modification not previously agreed upon.
5.3. Value Added Tax (where applicable) will be added to the charge of hire.
5.4. All quotations are based on costs at the time of booking. The Company reserve the right to apply a
reasonable surcharge where there are significant increases in operating costs beyond their control
after the booking has been confirmed. Such increases may include (but are not limited to) fuel price
rises, changes in VAT, road tolls, congestion or clean air zone charges, parking fees, ferry costs, or
other government-imposed taxes, levies, or regulatory charges. Where a surcharge is necessary, the
Company will provide as much notice as reasonably possible and, where applicable, no less than 30
days prior to the date of hire. If any increase is significant (typically more than 10% of the total
booking value), the Hirer will have the right to cancel the booking within 5 days of notification and
receive a full refund of all monies paid. We will always aim to keep any surcharge fair, proportionate,
and reflective only of the actual increase in costs incurred.
5.5. For bookings where the balance has not yet been paid, any additional expenses or surcharge will be
added to the final invoice. Where full payment has already been made, a separate invoice may be
issued.
Riviera Executive Travel Ltd
Terms & Conditions for Coach Hire
Riviera Executive Travel Ltd. Registered in England and Wales. Registered Office Address: 113-115 Codicote Road, Welywn,
Hertfordshire, England AL6 9TY. Company Number 08203534. VAT Registration Number 157 6207 02
6. Hirer Responsibilities and Conduct
6.1. The Hirer assumes responsibility for the conduct of all passengers and for any damage caused to
the vehicle (refer to Clause 5.1).
6.2. The Company reserves the right to refuse service or remove passengers whose behaviour is
disruptive, unsafe, or in breach of these terms.
6.3. The Hirer must disclose the reason for hire at the time of booking. The Company does not accept
hires which are likely to, or involve, excessive drinking of alcohol (e.g., stag/hen dos, all-male parties).
6.4. If at any time the Company discover the purpose of the hire was misrepresented or falls into the
categories listed in Clause 6.3, the booking will be cancelled immediately, with no refund issued, and
the passengers may be required to disembark.
6.5. Passengers must respect the coach and keep it clean and tidy. In the case of sports fixtures involving
muddy conditions, footwear should be changed before boarding the coach to prevent excessive
mess.
7. Vehicle Capacity, Driver Hours, Regulations and Substitutions
7.1. The Hirer agrees not to exceed the legal seating capacity of the vehicle under any circumstances.
All passengers must remain seated with their seatbelts correctly fastened whilst the vehicle is in
motion.
7.2. There is a strict policy of no food, beverages, or alcohol to be consumed on the coach unless
specifically agreed in advance with the Company in writing.
7.3. Smoking is not permitted on any vehicle at any time.
7.4. No animals are permitted on the vehicle, except for guide dogs, with prior arrangement with the
Company.
7.5. The Hirer is responsible for ensuring appropriate adult-to-child ratios are met for all journeys, in
accordance with the local education authority guidelines, as applicable.
7.6. The Company will comply with all statutory regulations regarding driver’s working hours and rest
periods. The Hirer agrees to adhere strictly to the agreed itinerary and timings to prevent breaches
of these regulations. Additional charges may apply if the agreed journey time is exceeded due to
Hirer delays (refer to Clause 5.1).
7.7. The Company reserves the right to substitute other operators’ vehicles for any journey or part thereof,
provided that these substitutes are of comparable quality and standard to the original booking.
8. Cancellation by the Company and Liability Limitations
8.1. The Company reserves the right to cancel the hire if, due to unforeseen circumstances or breaches
of these terms, it is unable to provide the vehicle or services. In such cases where the Company
cancels due to its own inability to provide service, a full refund will be provided to the Hirer. The
Company will not be liable for any other costs or losses arising from the cancellation.
8.2. The Company is not responsible for delays, damage, or non-performance caused by circumstances
beyond its reasonable control (Force Majeure), including but not limited to adverse weather
conditions, road closures, accidents, civil unrest, or mechanical breakdown.
8.3. In the event of a breakdown or delay, the Company will do its best to resolve the issue promptly.
However, the Company will not be liable for any financial losses, compensation, or inconvenience
caused by delays or cancellations outside its control.
8.4. Personal property is carried at the owner’s risk, and the Company is not liable for any lost or damaged
items.
Riviera Executive Travel Ltd
Terms & Conditions for Coach Hire
Riviera Executive Travel Ltd. Registered in England and Wales. Registered Office Address: 113-115 Codicote Road, Welywn,
Hertfordshire, England AL6 9TY. Company Number 08203534. VAT Registration Number 157 6207 02
9. Tours (UK and Abroad)
9.1. For international tours, the Hirer is responsible for ensuring that all necessary documentation (e.g.,
passports, visas) is in order for all passengers. The Company will not be liable for any issues arising
from the Hirer’s failure to comply with travel requirements.
9.2. Appropriate travel insurance for overseas travel is strongly recommended for all passengers.
10. Complaints
10.1.Complaints must be submitted in writing to the Company within 7 days of the hire date.
10.2.Our goal is to provide you with a response as soon as possible. During off-peak times, we aim to
resolve complaints within 7 days. However, during peak periods, this may take up to 14 days.
11. Data Protection & Governing Law
11.1.Data Protection: The Company is committed to protecting the Hirer’s data in accordance with
applicable data protection laws. The Hirer’s information will be used solely for the purpose of fulfilling
the booking and providing services related to the hire.
12. Governing Law: These terms are governed by the laws of England and Wales. Any disputes arising out
of or in connection with these terms shall be subject to the exclusive jurisdiction of the English courts.
Operations Office Address:
Riviera Executive Travel Ltd
Unit 9-11 Peartree Farm,
Peartree Lane,
Welwyn Garden City,
Hertfordshire
AL7 3UW
Registered Office Address:
Riviera Executive Travel Ltd
113-115 Codicote Road
Welwyn,
Hertfordshire
AL6 9TY