2. Booking, Payments, Cancellation, Additional Fees

a) Tentative Bookings - eVOLUTION CAR HIRE will be able to tentatively book vehicle(s) for 24 hours while client(s) finalise event details.  After this time frame has expired, and if no confirmed booking has been made, the vehicle(s) will automatically be made available for other potential client(s) to book.

b) Quotes Issued - all quotes issued by eVOLUTION CAR HIRE are strictly valid for 7 days.  Expired quotes need to be reconfirmed eg: cost and availability of vehicle(s).

c) Secure your Booking - in order to secure a booking, eVOLUTION CAR HIRE requires a reservation fee of 30% (calculated by the total package value), payable within 3 days of booking. Reservation fees paid are non-refundable.

d) Outstanding Balance - eVOLUTION CAR HIRE requires all outstanding balances to be paid in full 14 days prior to booked date. Should payments not be received within this timeframe, eVOLUTION CAR HIRE reserves the right to cancel the booking.

e) Cancellation - reservation fees are non-refundable and apply for the following;

client(s) change of mind, event cancellations, hazardous weather conditions (Act of God), Act of Government closures, illness, death in family or for the postponement of event dates.  

f) In the event client(s) wish to cancel a booking, eVOLUTION CAR HIRE will require the  request in writing and emailed to info@evolutioncarhire.com .

g) Down sizing vehicle(s) or hours, clauses 2e, 2f, 2j (i), (ii), (iii), (iv) apply.

h) Credit notes - will be valid for 12 months from issue date. They cannot be used in conjunction with other promotions on offer.

i) Transfer of Booking - bookings, credit notes or any other types of payments made are non-transferable. They can only be used towards another booking for the original purchaser. Pending availability of the new requested date.

j) Early Termination of Booking - in the event a client(s) terminates the booking early the following fees will apply.

1. 30% for the reservation fee (non-refundable) credit note will be issued for the total sum of reservation fee paid,

2. 6 months out from the booked date, additional to the reservation fee a further 30% of the full balance will either be held or charged,

3. 3 months out from the booked date, additional to the reservation fee a further 50% of the full balance will either be held or charged,

4. 14 days out from the booked date, full quoted price will either be held or charged.

k) Government Act / Act of War – In the event an emergency issue arises nationally and the Australian Government implements legislation/acts whereby industries are impacted either directly or as a result, no refunds will be issued to client(s).  eVOLUTION CAR HIRE will not be held financially liable. Clause 2h will apply.

l) Postponement of Date - no fees apply to client(s) in the event they need to postpone a booked date. eVOLUTION CAR HIRE cannot be held liable if vehicles are not available for the new requested date. Clause  2e, 2f, 2j (i), (ii), (iii), (iv) apply.

m) eVOLUTION CAR HIRE requires a new contract to be signed when dates are changed from original booking.

n) Additional Time Required - should the booking run into overtime, additional fees will apply.  Please refer to the Tax Invoice issued for applicable rates.  All outstanding money is due for payment within 48 hours from booked event date. 

o) Any outstanding payments past 48 hours will incur an additional 20% late fee charge on remaining outstanding balance.

p) Outstanding Money – non payment after 7 days will be referred to a debt collecting agency.  In addition to the outstanding money, the Client will be liable for the debt recovery fees ranging from $500 to $1000 dependent on the outstanding balance.

q) We Cancel a Booking – in the event eVOLUTION CAR HIRE needs to cancel a booking, all monies paid to date including the reservation fee, will be refunded to the client(s) within 60 days.

r) Full payment not received - eVOLUTION CAR HIRE reserves the right to cancel the booking if all outstanding balances are not paid 14 days prior to booked date as part of the agreement. Due dates stated on Tax Invoices.

 

3. Complaints, Validations, Amendments

a) All complaints need to be raised at the time of the booking in writing, email address evolutionhire@optusnet.com.au.  A “Complaint Notification Form” will be emailed out and will need to be completed and sent back.  eVOLUTION CAR HIRE will address the complaint on an individual-bases and will endeavour to address the complaint in a timely manner in the form of a written response.

b) Complaints made after 48hrs from the completed booked date will not be accepted.

c) As a formality eVOLUTION CAR HIRE requires the terms and conditions to be completed, signed and emailed back at the time of booking. By paying the reservation fee it is deemed that you have accepted without exclusion our terms and conditions.

d) eVOLUTION CAR HIRE reserves the right to cancel a booking should the terms and conditions not be completed and emailed back at the time of booking.

e) Client(s) are responsible to disclose these terms and conditions to all parties who will be using the services either for transportation, photo shoot etc.

f) Amendments - eVOLUTION CAR HIRE reserves the right to change or amend our policies, terms and conditions without written approval.

g) Any amendments made to our terms and conditions by client(s) will not be accepted or adhered to by eVOLUTION CAR HIRE.

h) All agreements made must be in writing. Verbal agreements will not be accepted by eVOLUTION CAR HIRE.

 

4. Not Permitted in vehicles

a) eVOLUTION CAR HIRE allows only water to be consumed in the carpeted vehicle(s) while driving.

b) Smoking in any form is not permitted in any of the vehicle(s).

c) The following items listed are not permitted to be consumed in carpeted vehicle(s) bubble-gum, sticky lollies, soups, sauce based food.

• The following items listed are not permitted to be consumed in carpeted vehicle(s); alcohol, soft drink, fruits juice, coffee/tea/hot chocolate, milk shakes/smoothies.

d) At no point do we allow prohibited substances to be consumed or stored in our vehicle(s).

e) The following are not to be sprayed in vehicle(s), deodorants, tanning or hair sprays or any other form of spray which could leave residue on the trim.

 

5. Photographers / Videographers

a) No Photographers are permitted to travel from point to point in the vehicle(s). They will be required to make their own way from point to point.

b) eVOLUTION CAR HIRE will not store photographic equipment in the vehicle(s).

c) The client(s) will be held financially accountable for all repairs for any damage sustained to the vehicle(s) by Photographers.

d) No Videographers are permitted to travel from point to point in the vehicle(s). They will be required to make their own way around from point to point.

e) eVOLUTION CAR HIRE will not store videographer’s equipment in the vehicle(s).

f) The client(s) will be held financially accountable for all repairs for any damage sustained to the vehicle(s) by Videographers.

 

6. Surfaces and Driveways

a) Vehicle(s) will not be driven on certain surfaces eg: dirt roads, broken roads, sand, gravel etc.

b) eVOLUTION CAR HIRE reserves the right to refuse to drive vehicle(s) on such surfaces.

c) In the event the client(s) insists the vehicle(s) be driven on these surfaces and damage is sustained, client(s) will be held financially responsible for all repairs to vehicle(s).

d) It is the client(s) responsibility to disclose 14 days prior to hire date if vehicle(s) will be required to travel on unsealed roads.

e) eVOLUTION CAR HIRE reserves the right to refuse to drive over certain driveways.

f) Should client(s) insist vehicle(s) be driven over driveways and damage is sustained to vehicle(s), client(s) will be held financially responsible for all repairs.

g) In the event vehicle(s) repairs impact other bookings, client(s) may be held financially responsible for refunds applied to other client(s).

 

7. Seating and Seat Belts

a) It is illegal for eVOLUTION CAR HIRE to seat more passengers then what the vehicle(s) is registered for.

b) All passengers are required by the NSW Road & Maritime, to wear seat belts (where fitted) at all times while vehicle(s) are moving.

c) Children between 4 to 7 years of age are legally required to be seated in a booster seat.

d) All booster seats used in our vehicle(s) must be free standing seats.  No anchor fitted seats are to be used in any vehicle(s).

e) Children under 4 years of age are not permitted to travel in our vehicle(s).

f) Booster seats can only be used in certain vehicle(s).

g) We do not provide booster seats for all vehicle(s) unless agreed at the time of the booking. We currently have 2 booster seats that can be loaned out per day.

 

8. Damage to eVOLUTION CAR HIRE property

a) Should any damage be sustained to vehicle(s) either internally or externally by either the client(s), client(s) guest, bridal party, photographer or videographers, client(s) will be held financially responsible for the repairs / replacement of parts.  Any expenses incurred gaining quotes for repairs will be passed to client(s) for payment.

b) In the event vehicle(s) repairs impact other bookings, client(s) may be held financially responsible for refunds applied to other client(s).

 

9. Injury

a) In the event client(s), bridal party, guests or contractors sustain an injury either inside or around vehicle(s), eVOLUTION CAR HIRE, drivers or the owners of vehicle(s) will not be held legally liable or financially responsible for any injury or wrongful death. 

 

10. Breakdowns

a) In the event a hired vehicle(s) breakdown in transit, eVOLUTION CAR HIRE will not be held legally or financially liable.

b) eVOLUTION CAR HIRE will not be held legally or financially liable, for any loss of time, delays or missed events.

c) eVOLUTION CAR HIRE will do their best to arrange another vehicle(s) but cannot guarantee a successful swap out with the same make, model or colour as these are vintage vehicle(s).

d) eVOLUTION CAR HIRE will arrange a swap out vehicle from available fleet to client(s) provided time permits.

e) In the event eVOLUTION CAR HIRE are unable to successfully swap out vehicle(s) due to time restrictions or vehicle(s) availability, a pro rata will be calculated from the time of the breakdown to the finish time and offered as a refund back to the client(s). 

f) If clause 9.e has applied, eVOLUTION CAR HIRE will book in an Uber to move passengers from point to point within the booked times.  The Uber charge will be paid by eVOLUTION CAR HIRE.

 

11. General

a) Children under 12 years of age must be accompanied by an adult in vehicle(s).

b) No sitting, leaning, kneeling or standing on front or rear bonnets, bumper bars or roof /retractable roof tops. No standing on seats. This extends to photo’s sessions.

c) The client(s) agree to keep confidential the quoted prices, intellectual property and any other information issued either verbally or written.

d) Vehicle(s) are to be utilised only by client(s) and their immediate intended party.

e) Vehicle(s) to be used strictly for passenger transportation only.

f) Passengers limited to small carryon bags as vehicle(s) have limited boot space.

g) All changes to bookings must be made in writing eg change of times etc.

h) Last minute changes or requests to a booking eg getaway vehicle, vehicle(s) change, etc must be requested in writing no later than 14 days prior to booked date. All requests will be subject for review and confirmation by eVOLUTION CAR HIRE.

i) eVOLUTION CAR HIRE must be notified in writing of any medical conditions of passengers prior to booked date.

j) eVOLUTION CAR HIRE will not be held responsible for client(s) who supply incorrect information on forms. 

k) Misleading information for destination addresses, could incur additional charges. Booking will be subject for review.

l) Double pickups with the same vehicle must be within 3km radius eg: groom to church to bride to church. Additional fees will apply for pickups outside this allocation. See Tax Invoice for more details.

m) No pets allowed in vehicle(s).

n) Standard coverage locations; Penrith – Richmond – Windsor – Pitt Town -Castle Hill – Hornsby – Terrey Hills – Palm Beach – Cronulla – Liverpool – Kemps Creek – Glenmore Park – Penrith. Referred to as Zone 1, there are 3 other zones.

o) All vehicle(s) to be driven by eVOLUTION CAR HIRE staff only.

a) eVOLUTION CAR HIRE will take no responsibility for items left behind in vehicle(s).  Arrangements will need to be made by the client(s) to collect items from our showroom in person as we do not post items out.  Items will need to be collected within 14 days from booked date, once this timeframe has lapsed no further reminders will be issued and items will be disposed.

b) Our insurance does not cover the following, loss or damage to client(s) possessions, delays or missed events. eVOLUTION CAR HIRE will not be held financially liable.

c) Intoxicated, drug effected, violent or abusive passengers will be refused entry into the vehicle(s). These passengers will need to make their own arrangements and eVOLUTION CAR HIRE will not be held financially liable.

d) eVOLUTION CAR HIRE is governed by the NSW Road & Maritime rules and Alcohol and Gaming Authority and will adhere to all regulations at all times.

e) All set downs, pick-ups and photo’s shoots will be made in legal stopping zones.  eVOLUTION CAR HIRE will not be held financially liable in the event fines are issued. These fines will need to be paid in full by the client(s).

f) eVOLUTION CAR HIRE reserves the right to charge cleaning fees should vehicle(s) sustain the following: spills, excessive mud, sand or road base.  Professional cleaning ranges from $100 to $500 depending on the stain and time spent cleaning.

g) No additional paraphernalia will be attached to our vehicle(s) including but not limited to, tin cans, items attached by string, adhesives, flowers, sign etc.

 

12. Photos / Videos

 a) eVOLUTION CAR HIRE reserve the right to take photos and videos of the wedding party for promotional purpose eg: social media, website, brochures, expo etc.

b) Permits for photo shoots needs to be arranged prior to booked day by client(s) and emailed to eVOLUTION CAR HIRE.

 

13.School Formals

 a) In addition to the above clauses, the following applies.

b) There will be only one initial collection point included in the booking. The fee for each additional pick up is $30 +gst.

c) Drivers will do their best to ensure family and friends arrive at drop off point(s) first but in the event this does not occur, eVOLUTION CAR HIRE will not be held financially liable or responsible.

 

14.  Film, TV, Promotional Branding, Magazine

 a) In addition to the above clauses, the following applies.

b) All signage, decals will be individually assessed, client(s) will require pre-pproval from eVOLUTION CAR HIRE.

c) Pre-authorisation on a valid business credit card will be required. The amount will be set on an individual basis. If no claims are made, the pre-authorisation hold on the credit card will automatically be released within 5 to 7 business days depending on the financial institution.

d) In the event damage is sustained to vehicle(s), eVOLUTION CAR HIRE will assess the damage and issue the client(s) a written quotation for damage repairs. If the repair cost is within the pre-authorisation hold, eVOLUTION CAR HIRE will debit that amount from the holding card.

e) In the event the repair cost is higher, eVOLUTION CAR HIRE will supply the client(s) a written quote for payment of damage.

f) In the event vehicle(s) repairs impact other bookings, client(s) may be held financially responsible for refunds applied to other client(s).

g) All signage on vehicle(s) will need to be approved by eVOLUTION CAR HIRE.  A complete list of artwork dimensions will need to be submitted.  Confirmation of approval will be issued in writing to client(s).

h) All signage will be managed through eVOLUTION CAR HIRE - approved sign writer.

i) Should damage be sustained to vehicles when decals are removed, the client(s) will be held responsible for repairs and possible full respray of vehicle(s) in the event paint work cannot be matched up.

j) In the event vehicle(s) repairs impact other bookings, client(s) may be held financially responsible for refunds applied to other client(s).

k) No suction caps to be placed on vehicle(s) paint works only glass is allowed.