Vehicle Rental Agreement

Vehicle Rental Agreement

1. Your contract with us

Please read this agreement carefully. If there is anything you do not understand, ask a member of staff to explain it.

When you sign our rental agreement, you accept the conditions set out in this agreement.

•  Rental period

You will have use of the vehicle for the period shown in the agreement. We may agree to extend this rental period, but the total rental duration will not be for more than 30 days ( renewable).

If you do not bring back the vehicle at the time and date specified in your rental agreement, you will be in breach of the terms and conditions of this agreement. We can charge you for every day or part of the day you have the vehicle after you should have returned it to us. We will charge you a daily or hourly rate (which will be shown at the place you have rented the vehicle from) until we get our vehicle back.

If you do not keep to the conditions of our agreement, we can ask you to bring back the vehicle before the date and time we have agreed with you. To do this we will give you written notice in person or send it to an address you have given on our rental agreement, including an email address, or via text message to your mobile phone.

Once we have given you the notice in person, you will no longer have our permission to have the vehicle.

If we send the notice via email or SMS, you will no longer have our permission to have the vehicle.

We may then take back our vehicle.

If we believe you have given us false information which was relevant to the decision to rent the vehicle to you, we may take back the vehicle without giving you any notice.

• Your responsibilities

a) You must inspect the vehicle and any accessories, such as a satellite navigation system, tools, and any other accessories we supply before you take the vehicle. If you are not satisfied with the vehicle or any accessories, or if you do not think the condition of the vehicle meets our pre-rental inspection report, you must notify the office where you rented the vehicle from within two working hours. In the absence of such notice, it shall be deemed that you received the vehicle, any tools and any accessories given in perfect working condition.

b) You must take care of the vehicle, any accessories and the keys or other locking device (including any apps which can be used with the vehicles) for the vehicle. You agree to return the vehicle in the same condition in which you received it. You must always lock the vehicle when you are not using it and use any security device which is fitted or supplied with the vehicle. You must always use your best endeavours to protect the vehicle against adverse weather conditions which could cause damage to the vehicle. You must make sure that you use the correct fuel and fluids in the vehicle. If the vehicle is electric or plug-in hybrid you must charge the vehicle following the instructions provided.

c) Depending on section 8 of this agreement (“Our motor insurance and damage protection programme”), you are responsible for any damage caused to the vehicle while in your possession. You must pay any reasonable costs for bringing the vehicle back to the condition stated in the pre-rental inspection report. This could include the cost of any damage inside and outside the vehicle, cleaning costs if the vehicle is very dirty, and replacement or repair of any items or accessories provided to you.

d) You must not sell, rent or dispose of the vehicle, any of its parts or accessories. You must not give or try to give anyone the legal rights to the vehicle or transfer legal ownership.

e) You must not let anyone work on the vehicle without our written consent. If we do give permission, we will only give you a refund if you have a receipt for the work we have given you permission for.

f) You must let us know as soon as you become aware of any defect with the vehicle, or if the vehicle is stolen or involved in an accident or broken down. Failure to notify may result in you breaking this agreement and liable to paying any costs we incur to recover and repair the same.
g) If we have agreed to drop off the vehicle at an address you have given us, you will be responsible for the vehicle from the time we drop it off at this address.

h) Unless we have agreed to collect the vehicle from you, you must return the vehicle to the location or rental branch we agreed. You must return it during the published opening hours or at a time and place we tell you. When you return the vehicle, our staff must check its condition. If we have agreed to allow you to return the vehicle outside of our opening hours, you will stay responsible for the vehicle and its condition until our staff have checked it at the earliest opportunity the following day. Out of hours collections may incur a cost previously agreed. We may need to clean the vehicle before our staff can check its condition.

i) You must not carry any object or substance which, because of its condition or smell, may harm the vehicle or delay us renting or selling it.

•  Our responsibilities

1. We will identify and tell you about any existing damage to the vehicle before you sign this agreement.

• The vehicle you have hired may be fitted with a tracking device, which may be used to ensure safe and compliant operation of the vehicle in line with the terms of this agreement. If the vehicle is not returned on the agreed date, time and place we may use the data recorded on the device to recover our vehicle. All data will be removed once the rental agreement is ended.

• We have maintained the vehicle to the manufacturer’s recommended standards. The vehicle is roadworthy and suitable for you to use at the start of the rental period.

• We assume responsibility for any damages or personal injuries caused as a result of our action or failure to act. We are also responsible for any loss you suffer as a result of us breaking this agreement, if we could have predicted your loss at the time this agreement started, and it is a result of us breaking this agreement.

• We are not responsible for any indirect losses which occur as a side effect of the main loss and which we or you could not have predicted, such as loss of profits or loss of opportunity (for example not being able to go to a business meeting or catching a flight).

• Property

We are only responsible for loss or damage to property in the vehicle if the loss or damage is a result of our neglect or if we have broken this agreement. You are responsible for removing your personal belongings, including your data, from the vehicle at the end of the rental period, as we are not responsible for any items/data you leave in the vehicle. If you do leave items in the vehicle, we may agree to keep them for you to collect within a reasonable time. We may charge you reasonable costs for storing the items, if not collected within reasonable time.

• Conditions for using the vehicle.

1. Only you, any driver named on the rental agreement, and anyone we have given written permission to, can drive the vehicle. Anyone driving the vehicle must have a full driving licence which is valid in the State of Qatar for the type of vehicle you are renting.

• You must not rent the vehicle to anyone else. You must also not use the vehicle or let someone else use it:

1. For any illegal purposes or in a way which would cause nuisance.
2. To carry passengers for a fee (except for minibuses which you have a valid operator’s licence for or previous written agreement with Gulfcar).
3. For driving lessons.
4. To tow or push any vehicle, trailer, or other object, without our written permission.
5. For racing, pace making, or to test the vehicle’s reliability, performance, or speed.
6. Off road driving or on roads unsuitable for the vehicle.
7. Use to drive on sand and/or in the Desert.
8. If you or the authorised driver has been drinking alcohol or taking drugs that would result in the vehicle being used illegally.
9. Outside the State of Qatar, unless we have given you written permission.
10. If it is loaded beyond the manufacturer’s maximum weight recommendations.
11. To carry unsecured loads.
12. To carry more passengers than the vehicle was manufactured to legally carry.
13. To operate a goods vehicle or minibus without a valid operator’s licence when needed to do so.

• Charges

We work out our charges using our current price list, which includes any taxes may be applied (see the rental agreement).

You will be responsible for paying the following charges:

1. The rental days and any other charges we work out according to this agreement.

• Any charge for loss or damage resulting from non-compliance, as set out in section 3 and 6 (above), including, where applicable, an administration fee to reflect reasonable administration costs which arise in dealing with these matters.

• A refuelling service charge if you did not return the vehicle back to us with the agreed amount of fuel or electricity. The charge will be based upon the rates contained within this agreement or those at the location or rental branch you rented the vehicle from (or both). However, if at the time of signing the agreement, you have agreed to pay for a full tank of fuel and return the vehicle without refuelling, then no refuelling service charge shall be payable. You will not receive any credit for any unused fuel or electricity left in the tank or battery at the end of the rental period.

• All charges, including legal and administrative costs for any road-traffic offence or parking (local authority or private), congestion or toll charges, or any other offence or charges involving the rental vehicle, including costs from the vehicle being clamped, seized, or towed away. You are responsible for paying the right authority or company for any charges and costs if and when they ask you or us for these payments. You will also be responsible for paying our reasonable administration charges for dealing with these matters. However, where it is not reasonably practical to transfer liability for any such fine or charge, we may use our discretion to settle the fine or charge with the appropriate authority and re-charge you such amount together with an administration charge to reflect our reasonable administration costs. Should you wish to appeal, contest, or dispute any such fine or charge we shall pass all relevant information to you, and you must liaise directly with the right authority or company to obtain any refund, where this is possible.

•  The reasonable cost of repairing any damage to the vehicle which was not noted at the start of the agreement, whether you were at fault or not (depending on section 4). You will also be responsible for paying the reasonable cost of replacing the vehicle if it is stolen or written off, depending on any insurance or cover you have (as set out in section 8 below), if and when we demand this payment. You will also be responsible for paying our reasonable administration charges for dealing with this matter. Should we consider damage to the rental vehicle to be caused by your gross negligence, serious carelessness, or deliberate misuse, then we reserve the right to recharge the full cost of repairs regardless of the cover that has been taken out, e.g. driving the vehicle illegally, fuel contamination or driving through a flood, sand or desert. Any call out for a customer induced fault, (e.g. losing the key to the vehicle or changing a punctured tyre) will lead to additional charges being applied to the rental agreement.

• A loss-of-income charge, when we demand it, if we cannot rent out the vehicle because it needs to be repaired, if it is a write-off (it cannot be repaired), or if it has been stolen and we are waiting to receive a full payment of the vehicle’s value.

• We will only charge you for loss of income if we cannot get back our losses under the damage protection programme, as explained in section 8. We will charge you at the published daily or hourly rate, and we will never charge you for more than 30 days rental charges. In addition, we will also make suitable deductions for any costs which we have avoided during the period that the vehicle cannot be rented, up to a maximum of 30 days. We will always do everything we can to make sure we repair the vehicle or get back our costs as soon as possible.

• Any recovery charges arising from the police, or any other organisation or their agents, who have seized our vehicle while on hire to you. You will also have to pay us a loss-of-income charge while we cannot rent out the vehicle.

1. Any published rates for delivering and collecting the vehicle, a charge for an extra driver or returning the vehicle late, and charges for accessories such as child car seats, satellite navigation systems and other related items.

• Interest, which we will add every day to any amount you do not pay us on time, at the rate of 2% per month.

• You are responsible for any loss or damage to additional equipment hired at time of rental including but not limited to satellite navigation equipment, baby seats etc.

• We will work out all charges in line with this agreement, and they will include any taxes (if this applies).

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

• Our motor insurance and damage protection programme

You can get full details of our damage protection programme from the office you rented the vehicle from, or from our website.

If through the rental time we arrange separate motor insurance, we will give you information on the motor insurance cover and any restrictions which may apply. Otherwise, the conditions of our motor insurance and damage protection programme will apply. By putting your initials / signature in the appropriate box on the rental agreement, you are confirming that you have read the conditions of our motor insurance and damage protection programme and accept the conditions.

We will provide cover for loss or damage to the vehicle if you have accepted and signed the box marked “Collision and loss damage waiver” on the rental agreement. Even if you accept this, you still must pay an amount up to the “responsibility amount” (Insurance excess) every time you damage the vehicle. The following are not covered by the collision and loss damage waiver, and you will be responsible for the full cost of repair:

1. Any roof damage caused as a result of hitting any overhead object or any other cause.

• All damage sustained to our vehicle as a result of allowing anybody that is not authorised under the rental agreement to drive the vehicle.

• The full cost of any rectification charges as a result of conducting repairs to our vehicle without prior written permission.

• The full cost of the vehicle if you do not report its theft to the police and us as soon as you become aware that it has been taken.
• All costs incurred as a result of not complying with Section 6 of this agreement.

• Any damage caused to the vehicle by deliberate misuse or gross negligence, including, but not limited to the tyres, brakes, and clutch and misfuelling.

• What to do if you have an accident or the vehicle is stolen

If you are involved in an accident, you must not admit that you are responsible. You should describe the situation as fully as possible when you are asked to do so by the police and the rental company. You should get the names and addresses of everyone involved, including witnesses, and any information on insurance policy and ownership of the third-party vehicle. You should also:

1. Make sure the vehicle is secure.
2. Tell the police straight away if anyone is injured or if there is a disagreement over who is responsible; and
3. Contact your renting company straight away.

You must then fill in our accident report form and supply a Police report.

If the vehicle has been stolen, you must tell us as soon as possible and   confirm this in writing as soon as reasonably possible. You or any authorised drivers will also need to:

1. Get the names, addresses of any witnesses, and give them to us.
2. Send us any notices or other documents relating to any legal proceedings arising out of the theft or loss.
3. Help us and our insurers in any legal proceedings, including allowing us to take legal action in your name and defending any legal action taken against you; and
4. Give us back all keys and report the theft or loss to the police as soon as reasonably possible.
5. Obtain Police Report.

1. Data protection

By entering into this rental agreement, you agree that we can process and store your personal information in connection with this agreement including data collected from the vehicle. We may use your information to analyse statistics, for market research, credit control and to protect our assets.

You agree that if you break the terms of this agreement, we can pass your personal information to credit-reference agencies, debt collectors, the police or any other relevant organisation.

1. Ending this agreement

1. We will end this agreement 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 during the rental we find that you do not meet the main conditions to rent from us.

b) If you are a company, we will end this agreement 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
• If during the rental, we find that you do not meet any of the conditions needed to rent from us.

c) If we end this agreement, it will not affect our right to receive any amount you owe us under the conditions of this agreement. We can also claim reasonable costs from you if you do not meet the main conditions of this agreement. We can repossess the vehicle and charge you a reasonable amount for doing so.

12. The law

We aim to deal with all disagreements fairly and calmly. If we cannot deal with a disagreement, we may take the matter to the CPD conciliation services.

This agreement is governed by the laws of the State of Qatar.

Any disagreement may be settled in the courts of this country.

This agreement holds all the conditions which we have agreed and replaces any written or verbal agreements we have with you.