Expedition Kit Hire Terms and Conditions - all your Valandre down sleeping bag rental, Rab Summit Down Jacket Hire, Woolpower sales and Kilimanjaro kit list needs supplied, at a fraction of retail cost.

Expedition Kit Hire Terms and conditions of Rental

Please be advised if you do not adhere to the Terms & Conditions regarding use and Rental Payment Terms then our Cancellation Policy will be enforced.

Cancellations
Orders made via the Expedition Kit Hire web site, phone or email reflect our Cancellation policy

All cancellations amounts where you paid via the website will be deducted the Paypal processing fee. This is because we get charged the card fee and it is never refunded.

Orders confirmed and paid in full.
All bookings cancelled less than 2 weeks from the post out date on your rental agreement are non refundable due to kit being allocated and then cannot be put up for rent in such a short space of time. e.g. if your post out date is 15th Jan you must cancel on or before 31 Dec.

Cancellation should be made direct with Expedition Kit Hire (by telephone or email/letter).

You may cancel your order at any time up to 2 weeks before the rental agreement post out date without charge. e.g. if your post out date is 15th Jan you must cancel on or before 31 Dec.

Cancellations may be made via email/letter or telephone and a cancellation confirmation will be emailed to you - please retain this for your records.
NB: No cancellations can be made after rental start date if your trip is cut short or cancelled. In these instances you can return your order by following the returns procedure emailed to you in your initial quote email, or on the Delivery page of the website. But no refund of the hire cost will be made for early returns.

If you do not take delivery of your order due to not being present to sign and collect:

Unless you have cancelled your order in accordance with the above terms, if you do not sign for your delivery or collect your order from the local postal/delivery depot, no refund will be made.

Expedition Kit Hire will, however, hold your rental order available for you so that a second attempted delivery can take place however we will have to charge you for the second attempt if your order is returned to us as a failed delivery.

You will examine the kit at delivery/handover and confirm all kit is present and that you are satisfied you have received what is on your rental agreement. Missing or damaged kit must be communicated in email to Expedition Kit Hire on the day of delivery. Reporting damages after delivery date will be taken as occurring due to your own use. We strive to post all kit out early so that you can check sizes etc at no extra charge. As such this is why it is important to check the kit upon arrival. Leaving it until the day before you fly to report that something is wrong/missing with/from your kit is not acceptable and no refund will be made where this is left too late to be resolved by expedition kit hire posting out a replacement.

Product images.
Product images are examples only. Specific make/models cannot be guaranteed unless agreed in writing by Expedition Kit Hire. We will send/email you a description of the kit being sent to you and this will be an inventory item for you to retain and check so you know what you have received and what you need to send back. We may state on your rental agreement Expedition Grade Down Jacket i.e. Mountain Equipment Greenland Jacket etc but you may get the Rab Summit Batura Jacket in same size unless you specifically request certain models.

Price
Delivery is extra and may vary depending on size, weight and urgency of your order, a refundable deposit is payable calculated on size of order and products hired. Prices of individual items on pdf downloadable files maybe out of date and the correct price is the cost of the product found on individual product pages. This is due to difficulties keeping the website up to date.

Damage Liability.

We accept no responsibility for consequential loss or damage whatsoever arising from the letting evidenced by this agreement unless it arises
from our negligent act or default. You should ensure adequate insurance cover is taken out to cover Expedition kit hire kit while on hire to you until safe return. As you will be liable for all damages and losses regardless of the deposit taken.

Damages should be reported in writing/email/phone/text as soon as they occur, this is in your interest as we may offer you the item if it is deemed unfit for rental. Upon return of the damaged item, it will be assessed and either repaired or written off and the charge for either of these issued to you and deducted from your deposit. Please note that the repair can take over a month as repair companies are limited and usually busy and can take up to 2 weeks to even open items before they can evaluate the cost of the repair.

Due to high volume of damages to ski goggles and sun glasses; where goggles/sun glasses are returned with scratches we will have to charge for replacement of the whole goggle/sunglasses as replacement lenses are not sold separately. The cost to replace them will be £25 goggles and £45 for CAT 4 sunglasses respectively. So please check them thoroughly prior to sending back so you have the option of keeping them.

Payment.

Payment is required by for all standard orders via Bank transfer to the details on your rental agreement, please ensure to use the name on the rental agreement as reference.

Last minute orders can be taken but an admin fee will apply to prioritise your order as such a 3% fee will apply to the total amount payable (hire+deposit+ postage).

Deposit.
A deposit is required usually to the value of 50% (or more if specified) of the rental agreement charge, this is to cover late returns and repairs to damaged returns. Where you fail to return items as lost etc then you will be charged the full recommended retail cost of replacement cost of the item. Thus we highly recommend taking out insurance to cover yourself if hiring out a lot of kit, please check your insurance policies.

Overseas hires.
Prices quoted are for use worldwide. Additional deposit charges may apply for extended overseas use and applied at Expedition Hire discretion, we will discuss this with you when taking the booking.

Rental Payment Terms.
When you book and pay online or by email/phone you accept the conditions set out below, payment alone means you have accepted our terms and conditions:

Expedition Kit Hire will do its best to have your order, which is the subject of a confirmed order available on the day or earlier if you have requested. If you decide to cancel your order, or are not available to take collection of your order when posted, and at the time you have reserved it, charges may be made and these are explained in these Rental terms above.

Please read this carefully. If there is anything you do not understand or do not agree with, please contact member of staff at Expedition Kit Hire.

By booking and accepting these Terms & Conditions you consent to Expedition Kit Hire applying charges to your credit or debit card account. Your initial hire charges are paid for at the time of booking.

You will be required to make the excess deposit payment (usually 50% of total rental fee), or pay for any possible additional rental/delivery costs at the time of booking your order. Expedition Kit Hire will endeavour to have the order you reserve if sufficient delivery time has been given, we ask that you give at least 2 weeks’ notice, last minute orders cannot be guaranteed, but we do strive to meet your needs as best we can, last minute orders can be subject to increased delivery costs due to the increased cost of 24hr delivery see http://expeditionkithire.co.uk/delivery.html

Where full payment has not been received with 1 week of the start date on your rental agreement Expedition Kit Hire may apply an increased postage charge to that quoted on your rental agreement due to having to post 24hr which is greater than the standard 48hr postage you were quoted for on your rental agreement.

In the event that you return the order earlier than the date originally specified on the agreement, no refund will be made.

If you wish to return the order after the time originally specified, you should contact Expedition Kit Hire to agree this. You will be charged for every day or part-day you have the kit(clothing/equipment) after the original agreed date and time at the rate specified on the rental agreement when you receive your order. Booking the rental agreement to end on the day you fly back to the UK is often done without thinking through can you get it sent back on time. So please be aware that you will be charged for every day after the rental agreement ends that you have not contacted Expedition Kit Hire or have not agreed collection or used the returns label sent to drop off at a drop off point.

Rental period.
You will have the dates for the rental period shown in your Rental Agreement. Unless specified all orders are for 2 week rental with the Northern Lights and Ski Packages being for 7 days and Mt Blanc 10 days only. All orders must be returned/dropped off no later than 1 day after your rental agreement ends. The end date is the "To" date on your rental agreement. You are not charged for days in transit after it has been dropped off at delivery company returns location.

If you do not contact Expedition Kit Hire prior to the expiry "To" date specified on your rental agreement, or if you do not contact Expedition Kit Hire and get our agreement to an extension of your rental, you are breaking the conditions of this agreement. We will charge you for every day or part-day you have the Kit after the expiry "To" date specified on your rental agreement. Until we get the kit back we will charge you the daily rate specified on the rental agreement.

If 7 days have passed beyond your end "To" date on the rental agreement and we have not heard from you, and we have not agreed an extension, this will result in a immediate small claims court order being issued. This incurs an immediate £60 application fee for the court order payable by you the customer. The extended rental fee will also be applied until the goods arrive back at Expedition Kit Hire or the court hearing. We accept that your circumstances can change but you must contact us and you will need to pay for the extended hire. Zero communication will only result in legal action.

Customer Service.
All customer queries or complaints for hires within the UK should be made in writing or by contacting:

Email: sales@expeditionkithire.co.uk
Tel: 07968560661 or 01446775313
Post: Expedition Kit Hire
Office 9/8A Vale Business Park
Llandow
Cowbridge
Vale of Glamorgan
CF71 7PF

The Query or Complaint will be investigated by the Expedition Kit Hire and where possible a decision reached. Further information may be required from you to enable the decision making process. A decision will be communicated to you within 5 working days

Rental agreement.
You will specify your rental period at the time of placing your order and this will be detailed on your Rental Agreement the terms of this agreement are as follows:

1 Your contract with us.
When you pay the amount on the rental agreement or sign the rental agreement you accept the conditions set out in this rental agreement.

Paying the amount quoted on the rental agreement means you have read the terms and conditions and agree to them.

Please read this agreement carefully. If there is anything you do not understand or do not agree with, please ask any member of staff.

2 Rental periods.
You will have the dates for the rental period shown in your Rental Agreement "From" and "To". Unless specified all orders are for 2 week rental with the Northern Lights and Ski Packages being for 7 days only. All orders must be returned in the post before, or on the "To" date on your rental agreement.

If you do not contact Expedition Kit Hire prior to the expiry "To" date specified on your rental agreement, or if you do not contact us and get our agreement to an extension of your rental, you are breaking the conditions of this agreement. We will charge you for every day or part-day you have the Kit after the expiry "To" date specified on your rental agreement. Until we get the kit back we will charge you the daily rate specified on the rental agreement.

3 Your responsibilities.
a. You will examine the kit on the day it arrives and confirm all kit is present and that you are satisfied you have received what is on your rental agreement. Missing or damaged kit must be communicated in email to Expedition Kit Hire on the day of delivery. Reporting damages after delivery date will be taken as occurring due to your own use. We strive to post all kit out early so that you can check sizes etc at no extra charge. As such this is why it is important to check the kit upon arrival. Leaving it until the day before you fly to report that something is wrong/missing with/from your kit is not acceptable and no refund will be made where this is left too late to be resolved by expedition kit hire posting out a replacement. You must look after the kit. You must always use the kit as intended.

b. You are responsible for any damage to the kit caused by misuse or accidental damage.

c. You must not sell, rent or dispose of the kit or any of its parts. You must not give anyone any legal rights over the kit.

d. You must not let anyone work/repair the kit without our permission. If we do give you permission, we will only give you a refund if you have a receipt for the work.

e. You must let us know as soon as you become aware of a fault in the kit.

f. You must return the kit back to the place we agreed i.e. Expedition Kit Hire. One of our staff will examine the kit to check that it is in good condition.

g. You will have to pay for reasonable costs of repair if:

·         we have to pay extra costs to return the kit to its condition when the pre- rental inspection was carried out (for example, if extra cleaning time or special material or equipment is needed to restore the kit to its pre- rental condition); or

·         the kit has been damaged whilst in your care.

h. You should return the hired kit in the box that the kit was sent in. If this is not possible due to loss or damage of the box then please ensure it is smaller than 762x450x450mm. Sending back excessively large box's (bigger than 762x450x450mm) incur £50 fines from our delivery company. As a guide our largest box is 762x450x450mm for this reason and you should not send back a box larger than this unless agreed by us.

i. Before you bring or post back the kit you must check that you have not left any personal belongings in the kit i.e. pockets etc.

j. You are responsible for any loss or damage to equipment hired at the time of rental.

k. You should supply us with the correct UK sizes when placing your order by referring to your current clothing worn for similar clothing you wear. Women's 8=XS,10=S,12=M,14=L,16=XL,18=XXL. Mens S, M, L, XL, XXL. If you wish to change an item as you simply do not like its colour/style or have not sized yourself correctly an administration charge of £10 is payable on top of the postage out fee. Please take time to size yourselves correctly, if you incorrectly size yourself postage and admin fees will be applied for changing items. When returning kit that doesn't fit or as part of a size change; please ensure to insure and track it. Any lost items are your responsibility when sending kit back in this way. We are only responsible for kit posted out from us and with the returns labels used for returning the kit for the main hire.

4 Our responsibilities.
We have maintained the kit to at least the manufacturer recommended standard. We assure you that the kit is suitable for renting at the start of the rental period. We are not responsible if someone is injured or dies as a result of your negligence, act or failure to act when using the equipment or clothing.

5 Conditions for using the kit.
The kit must only be used by you.

You or any other person must not:

·         use the kit for hire or reward;

·         use the kit for any illegal purpose;

·         use the kit for testing the kit reliability;

·         use the kit beyond the manufacturer recommendations;

·         you must not use the kit, or allow it to be used in conditions unsuitable for the kit i.e. down jackets don’t like the rain and will lose their insulation properties;

You will not wash, tents, waterproofs, softshells, down clothing or sleeping bags, this can seriously damage them unless done professionally using correct soaps/detergents and professional cleaning machines/equipment. Items returned which have been cleaned and consequently damaged will be charged for the replace or repair.

6 Charges.
We work out our charges using our current price list.

You will pay the following charges.
a. The rental and any other charges we work out according to this agreement.
b. Any charge for loss or damage resulting from you not keeping to condition 3.

c. The reasonable cost of repairing any extra damage which was not noted on our rental agreement at the start of the agreement, whether you were at fault or not (depending on 4). And the reasonable cost of replacing the kit if it is stolen.

d. If we cannot rent out the kit because it needs to be repaired, it is a write off (can't be repaired) or it has been stolen and we are waiting to receive full payment of the kit's value.

e. Any charges arising from Customs and Excise seizing the kit, together with a loss-of-income charge while we cannot rent out the kit, if and when we demand this payment.
f. Any published rates for delivering and collecting the kit (which is extra). Please see read http://expeditionkithire.co.uk/delivery.html
g. Interest which we will add every day to any amount you do not pay us on time, at the rate of 4% a year above the base lending rate of Yorkshire Bank from time to time.
h. Value added tax and all other taxes on any of the charges listed above, as appropriate.
i. If you wish to change an item as you simply do not like its colour/style an administration charge of £10 is payable on top of the postage out fee. Please take time to size yourselves correctly. If you incorrectly size yourself postage fees will be applied for changing items.
j. Once a returns label has been issued/supplied this cannot be refunded if you choose to return the kit by your own method and costs.

You are responsible for all charges, even if you have asked someone else to be responsible for them.

7 Insurance and damage protection.
You are responsible for any kit insurance cover, we suggest you take this out as part of your travel insurance. By signing the rental agreement you are accepting that you will insure the kit rented from Expedition Kit Hire or pay for it repair/replacement if lost stolen or damaged whilst in your possession.

8 Data Protection.
You agree that we may use any information you have given us to carry out our own market research. If you break the agreement we can give this information to credit reference agencies, debt collectors and any other relevant organisation.

9 Ending the agreement.
a. If you are a consumer we will end this agreement straight away if we find out that your belongings have been taken away from you to pay off your debts, or a receiving order has been made against you. We may end this agreement if you do not meet any of the conditions of this agreement.

b. If you are a company, we will end this agreement straight away if:

·         you go into liquidation;

·         you call a meeting of creditors;

·         we find out that your goods have been taken away from you until you pay off your debts; or

·         you do not meet any of the conditions of this agreement.

c. If we end this agreement it will not affect our right to receive any money we are owed under the conditions of this agreement. We can also claim reasonable costs from you if you do not meet any of the conditions of this agreement. We can repossess the kit (and charge you a reasonable amount) without using unreasonable force or causing damage.

10 Governing law.
This agreement is governed by the laws of the country in which it is signed. Any dispute may be settled in the courts of that country.

Last updated 1/10/2012