Terms and Conditions
1. Definitions & Interpretation
1.1 – In these Terms & Conditions, unless the context otherwise requires:
- “Company”, “we”, “us” and “our” mean Sprinters Travel Ltd, registered office 97 Desborough Avenue, High Wycombe, England, HP11 2SG, VAT registration number 254 503422.
- “Customer”, “you” and “your” mean the person, company or organisation making or named on a booking.
- “Booking” means a confirmed reservation for the hire of a minibus, coach or other vehicle operated by us.
- Words importing the singular include the plural and vice versa, and words importing any gender include all genders.
- References to “including” or “includes” mean including without limitation.
- References to any clause are references to clauses within these Terms & Conditions.
2. Payment Terms
- 2.1 - Bookings are secured on a deposit basis. A non-refundable deposit of [insert %, e.g. 20%] of the total booking value is payable by card or bank transfer at the time of booking.
- 2.2 - The remaining balance is due no later than [insert number, e.g. 7] days before the date of travel, unless otherwise agreed with us in writing.
- 2.3 - A booking is not confirmed, and a vehicle is not guaranteed, until the required deposit has been received and acknowledged by us.
- 2.4 - If the balance payment is not received by the due date, we reserve the right to treat the booking as cancelled by the customer, and the cancellation terms in Clause 6 will apply.
- 2.5 - Bookings made within [insert number, e.g. 7] days of the travel date require full payment at the time of booking.
- 2.6 - A second card transaction or late payment processed outside our normal schedule may incur an administration fee of £20 or 5% of the transaction amount, whichever is greater.
- 2.7 - All prices are quoted in pounds sterling (GBP) and, unless stated otherwise, are inclusive of UK VAT where applicable.
3. Amendments
- 3.1 - We will always try to accommodate amendment requests (such as changes to pick-up time, route, or passenger numbers); however, amendments cannot be guaranteed.
- 3.2 - Amendments must not be arranged directly with drivers, as drivers do not have access to the booking system.
- 3.3 - All amendment requests must be submitted in writing by email or via our website contact form, and should be allowed up to 24 hours for processing.
- 3.4 - We are unable to guarantee amendments requested within 24 hours of travel, as driver schedules and vehicle allocations will already have been finalised.
- 3.5 - Certain amendments may incur additional charges, particularly where changes affect driver hours, routing, or vehicle allocation. Any applicable charges will be confirmed before the amendment is made.
4. Additional Pick-Ups, Drop-Offs & Waiting Time
- 4.1 - Unless otherwise agreed in writing, each booking includes one pick-up location and one drop-off location only.
- 4.2 - Additional pick-ups or drop-offs may be arranged at extra cost, subject to distance, route suitability and driver availability.
- 4.3 - To provide an accurate quotation, all relevant postcodes and addresses must be supplied at the time of booking.
- 4.4 - Additional stops requested during the journey itself are at the driver’s discretion and may be refused on safety, timing or legal grounds (including drivers’ hours legislation).
- 4.5 - Unscheduled waiting time beyond that included in the quotation will be charged at our standard hourly waiting rate, available on request.
5. Delays to Service
- 5.1 - We shall not be held liable for delays caused by traffic congestion, road accidents, roadworks, adverse weather conditions, vehicle breakdown, or other circumstances beyond our reasonable control.
- 5.2 - Customers acknowledge that delays can occasionally occur within the passenger transport industry without negligence on the part of the Company.
- 5.3 - If a vehicle is delayed by more than 60 minutes and we are unable to provide a replacement vehicle within a reasonable time of the scheduled departure, customers who choose not to travel may be entitled to a refund of amounts paid, at the Company’s discretion.
- 5.4 - We shall not be liable for any consequential losses, including but not limited to missed flights, missed events, alternative transport costs, accommodation costs, business losses, or missed appointments.
- 5.5 - In the event of a mechanical issue rendering the booked vehicle unavailable, we will make all reasonable efforts to provide a suitable replacement vehicle. Where no replacement is available, any refund offered shall be at the Company’s discretion.
6. Cancellation & Refund Policy
- 6.1 - All cancellations must be made in writing, by email or via our website contact form.
- 6.2 - Deposits are non-refundable where a booking is cancelled by the customer, except where the cancellation falls within Clause 6.6.
- 6.3 - Where the cancellation is made more than [insert number, e.g. 14] days before the travel date, any balance paid above the deposit will be refunded in full.
- 6.4 - Where the cancellation is made between [insert number, e.g. 7] and [insert number, e.g. 14] days before the travel date, 50% of the total booking value will be retained, with any remaining balance refunded.
- 6.5 - Where the cancellation is made within [insert number, e.g. 7] days of the travel date, the full booking value is non-refundable.
- 6.6 - If Sprinters Travel Ltd cancels a confirmed booking for any reason other than the customer’s breach of these Terms, a full refund (including the deposit) will be issued.
- 6.7 - At our discretion, deposits or payments made may instead be transferred to an alternative date, subject to availability.
- 6.8 - Refunds, where due, will be processed to the original payment method within a reasonable time, normally within 10 working days.
7. Force Majeure
7.1 – Sprinters Travel Ltd shall not be liable for any failure or delay in performing its obligations under these Terms & Conditions where such failure or delay results from circumstances beyond its reasonable control.
7.2 – Such circumstances include, but are not limited to:
7.2 – Such circumstances include, but are not limited to:
- Severe weather conditions
- Road traffic accidents or road closures
- Vehicle breakdown
- Fuel shortages
- Strikes or industrial action
- Civil unrest or acts of terrorism
- Pandemics or public health emergencies
- Government restrictions
- Any other unforeseen event beyond our reasonable control
7.3 – In such circumstances, we will make all reasonable efforts to minimise disruption and to fulfil the booking where reasonably possible.
8. Conduct of Passengers
8.1 – Passengers are carried subject to all applicable legislation, including the Public Service Vehicles (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990.
8.2 – Passengers are responsible for arriving at the agreed departure point on time. We are not liable for any loss arising from a passenger’s late arrival.
8.3 – The driver is responsible for the safety of the vehicle and all passengers. Any passenger whose behaviour is deemed unsafe, abusive, illegal or disruptive may be refused travel or removed from the vehicle without refund.
8.2 – Passengers are responsible for arriving at the agreed departure point on time. We are not liable for any loss arising from a passenger’s late arrival.
8.3 – The driver is responsible for the safety of the vehicle and all passengers. Any passenger whose behaviour is deemed unsafe, abusive, illegal or disruptive may be refused travel or removed from the vehicle without refund.
9. Children & Babies
9.1 – All passengers, regardless of age, require their own seat.
9.2 – Customers are responsible for supplying and correctly fitting any required child or baby seats. 9.3 – We do not provide child seats or baby seats as standard, unless specifically agreed and confirmed in advance.
9.2 – Customers are responsible for supplying and correctly fitting any required child or baby seats. 9.3 – We do not provide child seats or baby seats as standard, unless specifically agreed and confirmed in advance.
10. Animals
10.1 – Animals (other than registered assistance dogs) are not permitted onboard unless agreed in advance by Sprinters Travel Ltd.
11. Food, Drink & Alcohol
11.1 – Food and soft drinks may be permitted onboard subject to prior agreement with the Company.
11.2 – Consumption of alcohol onboard is strictly prohibited unless expressly agreed in writing in advance for a private hire (e.g. certain event bookings), and always subject to driver discretion.
11.3 – Customers are expected to remove rubbish from the vehicle at the end of the journey. Excessive mess may result in a cleaning charge as set out in Clause 15.
11.2 – Consumption of alcohol onboard is strictly prohibited unless expressly agreed in writing in advance for a private hire (e.g. certain event bookings), and always subject to driver discretion.
11.3 – Customers are expected to remove rubbish from the vehicle at the end of the journey. Excessive mess may result in a cleaning charge as set out in Clause 15.
12. Vehicle Safety Rules
12.1 – All passengers must comply with instructions given by the driver at all times.
12.2 – Passengers must behave in a safe and respectful manner whilst travelling.
12.3 – Standing, moving around excessively, distracting the driver, or obstructing aisles and exits whilst the vehicle is in motion is strictly prohibited.
12.4 – Emergency exits, safety equipment and fire extinguishers must only be used in genuine emergencies.
12.5 – Passengers must not carry or use any dangerous, illegal or hazardous items onboard the vehicle.
12.6 – The driver reserves the right to refuse travel or terminate a journey where passenger behaviour compromises safety, causes damage, or places other passengers or the driver at risk.
12.2 – Passengers must behave in a safe and respectful manner whilst travelling.
12.3 – Standing, moving around excessively, distracting the driver, or obstructing aisles and exits whilst the vehicle is in motion is strictly prohibited.
12.4 – Emergency exits, safety equipment and fire extinguishers must only be used in genuine emergencies.
12.5 – Passengers must not carry or use any dangerous, illegal or hazardous items onboard the vehicle.
12.6 – The driver reserves the right to refuse travel or terminate a journey where passenger behaviour compromises safety, causes damage, or places other passengers or the driver at risk.
13. Seatbelt Policy
13.1 – Where seatbelts are fitted, passengers are legally required to wear them at all times whilst the vehicle is in motion.
13.2 – Parents, guardians or group organisers are responsible for ensuring children and minors comply with seatbelt regulations.
13.3 – Sprinters Travel Ltd accepts no liability for injuries resulting from a passenger’s failure to wear a seatbelt.
14. Smoking & Vaping Policy
14.1 – Smoking is strictly prohibited on all vehicles operated by Sprinters Travel Ltd.
14.2 – The use of electronic cigarettes, vapes or similar devices is also strictly prohibited onboard all vehicles.
14.3 – Any passenger found smoking or vaping onboard may be removed from the vehicle without refund.
14.4 – Passengers may be charged for any cleaning costs, damage or penalties arising from smoking or vaping onboard.
15. Damage, Spillages & Cleaning
15.1 – Any damage caused to the vehicle by a passenger will be charged at the full cost of repair.
15.2 – Spillages, including water, soft drinks, vomiting, urination or excessive soiling, will incur a minimum cleaning charge of £100.
15.3 – Charges arising under this clause may be deducted from any deposit held or invoiced separately to the customer named on the booking.
16. Passenger Property
16.1 – Passenger property is carried entirely at the owner’s risk.
16.2 – We accept no responsibility for the loss, theft or damage of personal belongings unless caused directly by our negligence.
16.3 – Drivers may refuse to carry items deemed unsafe, unsuitable or excessively large for the vehicle.
16.2 – We accept no responsibility for the loss, theft or damage of personal belongings unless caused directly by our negligence.
16.3 – Drivers may refuse to carry items deemed unsafe, unsuitable or excessively large for the vehicle.
17. Lost Property
17.1 – Items left on our vehicles will be handled in accordance with our standard lost property procedure.
17.2 – Found property should be handed to the driver, or reported to us as soon as possible after travel.
17.3 – Lost property enquiries should be directed to:
17.2 – Found property should be handed to the driver, or reported to us as soon as possible after travel.
17.3 – Lost property enquiries should be directed to:
18. Complaints
18.1 – We strive to provide the highest possible standard of service. If you wish to make a complaint, please submit it in writing by email, including your booking reference.
18.2 – Please allow up to 10 working days for a response.
18.3 – Complaints should be submitted as soon as possible, and no later than 28 days after the date of travel.
18.2 – Please allow up to 10 working days for a response.
18.3 – Complaints should be submitted as soon as possible, and no later than 28 days after the date of travel.
19. Liability
19.1 – We accept responsibility for the acts of our employees and drivers acting within the course of their employment.
19.2 – Nothing in these Terms & Conditions excludes or limits our liability for:
19.2 – Nothing in these Terms & Conditions excludes or limits our liability for:
- Death or personal injury caused by our negligence
- Fraud or fraudulent misrepresentation
- Any other liability which cannot legally be excluded or limited under English law
- Fuel shortages
19.3 – Subject to Clause 19.2, our total liability to you in connection with a booking shall be limited to the total value paid for that booking.
20. Data Protection
20.1 – We process personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
20.2 – Personal information is used only for legitimate business purposes, including managing bookings, customer service, payment processing, and meeting our legal obligations.
20.3 – Full details of how we collect, use and protect personal data are set out in our separate Privacy Policy, available at sprinterstravel.co.uk/privacy-policy.
20.2 – Personal information is used only for legitimate business purposes, including managing bookings, customer service, payment processing, and meeting our legal obligations.
20.3 – Full details of how we collect, use and protect personal data are set out in our separate Privacy Policy, available at sprinterstravel.co.uk/privacy-policy.
21. Severability
21.1 – If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
22. Remedies
22.1 – Any rights or remedies available to us under these Terms & Conditions are cumulative and do not exclude any rights or remedies available to us by law.
23. Governing Law & Jurisdiction
23.1 – These Terms & Conditions are governed by the laws of England and Wales.
23.2 – Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.
24. Contact Us
If you have any questions about these Terms & Conditions, please contact: