Melbourne Van Rentals: RENTAL TERMS & CONDITIONS
1 Your Rental Contract
1.1 When You rent a Vehicle from Melbourne Van Rentals Your rental contract (Rental Contract) consists of two separate documents:
(a) the agreement (Rental Agreement) You have signed to rent the Vehicle from Us; and
(b) these rental Terms and Conditions (Terms and Conditions).
1.2 The date of the Rental Contract is the date shown in the Rental Agreement.
1.3 You must notify Us of any changes in Your name, address and contact number.
1.4 The Rental Contract is governed by the laws of Victoria and You agree that courts in that state have non-exclusive jurisdiction to determine any dispute that arises between You and Us.
1.5 We may fit a GPS Device to the Vehicle to enable Us to track the Vehicle while it is out of Our possession. When you sign these Terms and Conditions You authorise Us to use the GPS Device to track the Vehicle until it is returned to Us.
1.6 Your privacy is important to Us and We take all reasonable steps to ensure that Your personal information is securely held and protected from misuse of unauthorised access.
1.7 The Australian Consumer Law applies to the Rental Contract and it provides You with rights that are not excluded, restricted or modified by the Rental Contract and any provision in this contract is subject to the specific protections and guarantees in that and any corresponding Federal, State or Territory legislation.
2 Who may drive the Vehicle?
2.1 Only You or an Authorised Driver can drive the Vehicle. It is a Major Breach of the Rental Contract if You let anyone who is unauthorised drive the Vehicle. If there is a Major Breach of the Rental Contract there is no Damage Cover for You, the Authorised Driver or the unauthorised driver for any Damage, theft of the Vehicle or Third Party Loss.
2.2 We set a minimum age limit for those renting Our Vehicles. You and any Authorised Driver must be at least 21 years of age and have no less than 12 months driving experience, unless We have agreed to a variation of that restriction before the Start of the Rental and it is shown in the Rental Agreement.
2.3 You and any Authorised Driver must also have a valid licence to drive the class of Vehicle which is issued in an Australian state or territory or an international licence (with an valid International Driving Permit if Your licence is not issued in English) appropriate for the class of the Vehicle and not subject to any restriction or condition. Learner drivers and provisional and probationary licence holders are not acceptable and must not drive the Vehicle.
2.4 The Vehicle must not be driven if Your licence or the licence of any Authorised Driver has been cancelled within 2 years of the date of the Rental Agreement.
3 Prohibited Use
3.1 The Vehicle must not be driven by You or any Authorised Driver:
(a) if You or any Authorised Driver is intoxicated or under the influence of drugs or alcohol or has a blood alcohol content or level of drugs present in blood, urine or oral fluid that exceeds the limit set by law;
(b) recklessly or dangerously; or
(c) whilst the Vehicle is damaged or unsafe.
3.2 You and any Authorised Driver must not:
(a) fail or refuse to undergo any breath, blood, urine or oral fluid test or drug impairment assessment;
(b) use the Vehicle:
(i) for any illegal purpose;
(ii) to move dangerous, hazardous, inflammable goods or substances that pollute or contaminate, in quantities above that used for domestic purposes;
(iii) to propel or tow another vehicle or a trailer;
(iv) in connection with the motor trade for experiments, tests, trials or demonstration purposes; or
(v) in an unsafe or un-roadworthy condition.
3.3 You and any Authorised Driver must not:
(a) damage the Vehicle deliberately or recklessly or allow anyone else to do so;
(b) modify the Vehicle in any way;
(c) install a roof rack;
(d) sell, rent, lease or dispose of the Vehicle; or
(e) register or claim to be entitled to register any interest in the Vehicle under the Personal Property Securities Act 2009.
3.4 You and any Authorised Driver must not use the Vehicle:
(a) as a courier or delivery service (unless You have Our prior agreement and it is noted on the Rental Agreement); or
(b) to carry:
(i) passengers for hire, fare or reward or for rideshare purposes;
(ii) more than the number of passengers for which the Vehicle is licensed; or
(iii) any load that exceeds the limits for which the Vehicle was designed, constructed, registered or licenced.
3.5 You and any Authorised Driver must keep the Vehicle in a reasonable state of cleanliness and You must not:
(a) use the Vehicle to transport any pets or animals except assistance animals; or
(b) smoke in the Vehicle and You must prevent any passenger from doing so.
Additional cleaning and deodorising costs of $200 will be charged and must be paid if there is a breach of this clause.
4 Where the Vehicle cannot be used
4.1 The Vehicle must never be driven on:
(a) an Unsealed Road;
(b) Off Road; or
(c) above the snow line or in any area where snow has fallen.
4.2 The Vehicle must not be used in any area that is prohibited by Us. Prohibited areas include:
(a) roads that are prone to flooding or are flooded;
(b) beaches, streams, rivers, creeks, dams and floodwaters;
(c) any road where the police or an authority has issued a warning;
(d) any road that is closed; and
(e) any road where it would be unsafe to drive the Vehicle.
4.3 The Vehicle must never be driven or used:
(a) outside the Melbourne metropolitan area;
(b) outside a radius of 100 kilometres from the Rental Location; or
(c) onto any island that is off mainland Australia (except Phillip Island),
unless We have given Our prior written permission prior to the Start of the Rental and it is noted on the Rental Agreement.
5 Your obligations
5.1 At the Start of the Rental and before collecting the Vehicle You must pay the anticipated Rental Charges and pre authorisation on your debit/credit card to the amount agreed on.
5.2 The Pre Authorisation amount is fully refundable to You provided that:
(a) all amounts due to Us under the Rental Contract have been paid;
(b) the Vehicle has been returned to the Rental Location at the date and time set in the Rental Agreement;
(c) there is no Damage or Third Party Loss;
(d) the exterior and interior of the Vehicle are clean;
(e) the Vehicle has a full tank of fuel; and
(f) there has not been a Major Breach of the Rental Contract,
and We reserve the right to retain all or part of the Bond if there is a breach of any of these conditions.
5.3 At the Start of the Rental You must also inspect the Vehicle to make sure that any pre-existing damage is noted and shown in the Rental Agreement.
5.4 At the End of the Rental You must:
(a) return the Vehicle:
(i) in the same condition it was in at the Start of the Rental, fair wear and tear excepted; and
(ii) with a full tank of fuel;
(b) pay the balance of the Rental Charges (if any);
(c) pay the Damage Excess if there is Damage or Third Party Loss as a result of an Accident or the Vehicle is stolen;
(d) pay any costs We incur, including extra cleaning costs under clause 3.5, in reinstating the Vehicle to the same condition it was in at the Start of the Rental, fair wear and tear excluded;
(e) pay for all Damage arising from a Major Breach of the Rental Contract;
(f) pay for all Overhead Damage;
(g) pay for all Underbody Damage; and
(h) pay for any Damage caused by the immersion of the Vehicle in water.
5.5 You and any Authorised Driver must pay all tolls, speeding and traffic fines and infringements as well as any fines or charges imposed for parking or using the Vehicle or release of the Vehicle if it has been seized by a regulatory authority. If We are required to nominate You as the responsible party We will charge You an administrative fee of $20 for each nomination.
5.6 If You return the Vehicle with less than a full tank of fuel a refuelling fee of $50, in addition to the cost of the fuel, will apply.
5.7 You must comply with all mandatory seat belt and child restraint laws and ensure that for all children under the age of seven years the restraint has been fitted correctly according to the weight and age of the child and that the restraint is properly adjusted.
5.8 You and any Authorised Driver must make sure that the Vehicle is locked when not in use or unattended and the keys or remote control device must be kept in Your possession, or that of any Authorised Driver, at all times.
5.9 You and any Authorised Driver must take reasonable care of the Vehicle by:
(a) preventing it from being damaged;
(b) making sure that it is protected from the weather;
(c) ensuring that the recommended levels are maintained with respect to the water in the radiator and battery, oil and the tyre pressures of the Vehicle, and always maintain at least more than ¼ tank of fuel.
(i) the engine and brake oils;
(ii) the coolant and battery water levels; and
(iii) tyre pressures;
(e) using the correct fuel type and maintaining at least more than ¼ tank of fuel; and
(f) making sure it is not overloaded.
5.10 You must return the vehicle to Us or to a mechanic We nominate for the periodic service and maintenance of the Vehicle. If You do not return the Vehicle for routine servicing, You will be liable for any Damage caused as a result of Your failure to arrange servicing of the Vehicle at the prescribed time.
5.11 If the Vehicle develops a fault during the Rental Period You must inform Us immediately and not drive the Vehicle unless We have authorised You to do so and You must not let anyone else repair or work on the Vehicle or towing or salvage of it without Our prior written authority to do so.
5.12 Where We have given You Our prior authority to repair the Vehicle You must keep and produce to Us the original tax invoices and receipts for any repairs, towing or salvage and You will be reimbursed only if these expenses have been authorised by Us. Any entitlement to reimbursement is subject to there being no Major Breach of the Rental Contract.
6 Damage Cover – Courier Companies
6.1 If the Vehicle is hired to operate as a Courier Service there is no Damage Cover under the Rental Contract. Therefore, You must:
(a) arrange Your own insurance policy at a level of cover We accept is adequate;
(b) provide Us with a copy of the Certificate of Currency prior to collecting the Vehicle at the Start of the Rental; and
(c) pay all premiums and ensure that the policy is current throughout the Rental Period.
6.2 Damage and Third Party Loss arising from the use of the Vehicle or theft of the Vehicle are Your responsibility and must be paid in full by You or Your insurer.
6.3 You fully indemnify Us for:
(a) Damage and Third Party Loss arising from the use of the Vehicle and any loss We may have arising from the theft of the Vehicle; and
(b) any demand, claim, including a claim for legal costs, action or proceeding made, commenced or issued by or against You arising therefrom.
7 Damage Cover
7.1 You may make Your own insurance arrangements but if We are not satisfied that Your insurance cover is comparable to the Damage Cover We offer We may refuse to hire the Vehicle to You. If You make Your own insurance arrangements You accept that You are liable for and must pay in full for:
(b) loss of the Vehicle as a result of theft; and
(c) Third Party Loss.
7.2 Subject to:
(a) clause 6 (Damage Cover – courier companies);
(b) making Your own insurance arrangements under clause 7.1;
(c) the Damage Cover Exclusions in clause 7.4 and
(d) to these Terms and Conditions,
Damage Cover is included in the Rental Charges and if You or any Authorised Driver has an Accident or if the Vehicle is stolen We will indemnify You for the theft, any Damage or Third Party Loss but You must pay up to the Damage Excess shown on the Rental Agreement for each Accident or theft unless We agree that:
(i) You were not at fault; and
(ii) the other party’s insurance company accepts liability.
7.3 The Damage Excess payable is:
Commercial Vehicle (Vans) are as follows:
Drivers 21 to 24 years of age: Standard Excess: $4700.00
Drivers 25 years of age or Over: Standard Excess: $4000.00
Passenger Vehicles are as follows:
Drivers 21 to 24 years of age: Standard Excess: $4700.00
Drivers 25 years of age or Over: Standard Excess: $4000.00
7.4 The Damage Excess payable under clauses 7.2 and 7.3 will be charged to Your credit card:
(a) for single vehicle Accidents, after a repairer’s estimate verifying the amount charged for Damage has been sent to You;
(b) if the Vehicle has been stolen, after We have made reasonable enquiries and in Our opinion it is unlikely the Vehicle will be recovered; and
(c) for Accidents in which there is also Third Party Loss, after:
(i) a reasonable estimate of the Third Party Loss has been made;
(ii) a repairer’s estimate or tax invoice verifying the amount charged for Damage has been obtained; and
(iii) all documents verifying the Third Party Loss and Damage have been sent to You, unless You have expressly authorised the charge to Your credit card at an earlier time.
7.5 A claims administration fee of up to $250 applies for each Accident claim to cover the administrative costs of handling Your claim
8 Damage Cover Exclusions
8.1 There is no Damage Cover for tyre repairs, lost or broken hubcaps, damage to wheel rims, windows and windscreens and these are Your responsibility unless You have purchased tyre/windscreen waiver at extra cost.
8.2 There is also no Damage Cover for Damage caused by the incorrect fitting or use of:
(a) snow chains;
(b) ski/snowboard racks; or (c) bicycle racks.
8.3 There is no Damage Cover, and You and any Authorised Driver are liable for:
(a) Damage or Third Party Loss arising from:
(i) a Major Breach of the Rental Contract; or
(ii) the use of the Vehicle by any driver who is not an Authorised Driver or who is less than 21 years of age;
(b) Overhead Damage;
(c) Underbody Damage; and
(d) Damage caused by immersion of the Vehicle in water.
8.4 There is also no Damage Cover for:
(a) the full cost of replacing or repairing any accessories supplied by Us including, but not limited to GPS units, lost keys, keyless start and remote control devices; or
(b) personal items that are left in or stolen from the Vehicle or for loss or damage to property belonging to or in the custody of:
(ii) any relative, friend or associate of Yours ordinarily residing with You or with whom You ordinarily reside;
(iii) any relative, friend or associate of an Authorised Driver; or
(iv) Your employees.
9 Rental Period, costs and charges
9.1 The Rental Agreement shows:
(a) the Rental Period for which You have hired the Vehicle; and
(b) the Rental Charges.
9.2 At the End of the Rental You must return the Vehicle:
(a) on the date and by the time; and
(b) to the Rental Location,
shown in the Rental Agreement. If You fail to return the Vehicle, We may terminate the Rental Contract and if the location of the Vehicle is known, recover it by lawful means or if it is unknown, after making reasonable attempts to contact You, report the Vehicle as stolen to the Police.
9.3 There are no refunds if the Vehicle is returned prior to the expiry of the Rental Period.
(a) If any deposit is received and booking cancelled by customer within 5 days of booked date there will be no refund given.
9.4 We reserve the right to charge a relocation fee of up to $500 if You return the Vehicle to a different location that shown in the Rental Agreement and agreed at the Start of the Rental.
9.5 If You return the Vehicle:
(a) more than one hour after the date and time set for its return in the Rental Agreement We will charge You $25 per hour up to one full day’s rental and a further full day’s rental at the standard rate for each 24 hour period or part thereof until the Vehicle is returned to Us; or
(b) at any time, other than during Our normal business hours You must pay for the daily Rental Charges and all Damage until the Rental Location next opens for business.
9.6 A daily kilometre limit applies to each Vehicle as shown on Our website and as noted on the Rental Agreement. For each day You exceed that limit You will incur an additional fee of 33 cents per kilometre.
9.7 At the End of the Rental You must also pay for all amounts owing pursuant to clause 5.4 and any moneys owed to Us thereafter accrue interest at the rate of 13.8% per annum commencing 7 days after the End of the Rental . Any amount payable under the Rental Contract is subject to subsequent verification and adjustment and details of any adjustments will be provided to You as soon as practicable.
9.8 Credit card authority
If any amount is due to Us or remains unpaid under the Rental Contract You authorise Us to debit Your credit card with that amount within a reasonable time after the End of the Rental.
A surcharge applies of 1.4% to all payments made by credit or debit card.
If You default in the payment of any moneys owed to Us under the Rental Contract, You authorise Us to provide information of that default to a credit reporting body and to obtain an up to date consumer credit report on You. Personal information may be used and disclosed by the credit reporting body in accordance with the Privacy Act to create or maintain a credit information file containing information about You, including defaults in excess of 60 days and the debt owed to Us.
If Your booking is cancelled prior to the Start of the Rental You will be charged:
(a) 50% of the Rental Charges for the Rental Period as booked if it is cancelled 2 days prior to the pickup date;
(b) 100% of the Rental Charges if it is cancelled on the day of pickup or if You fail to notify Us of Your intended cancellation prior to the Start of the Rental and fail to pick up the Vehicle; or
(c) 10% of the Rental Charges for the Rental Period as booked for all other cancellations;
unless We are able to rent the Vehicle to another renter for an equivalent term and rate.
10 Toll Charges
10.1 An electronic tag (e-tag) is not fitted to the Vehicle and it is Your responsibility to fit an e-tag or purchase a day pass for use of the Vehicle on toll roads.
10.2 If We receive an unpaid toll notice relating to use of the Vehicle on a toll road during the Rental Period for which You hired the Vehicle, You give Us full authority to pay the toll invoice using Your credit card (a processing fee of $10 applies).
If Your credit card has insufficient funds or the transaction is rejected by the card issuer and We are required to nominate You as the responsible party We will charge You an administrative fee of $30 for each nomination.
11 Accidents or breakdowns
11.1 We will provide You with a Vehicle that is of acceptable quality and in good working but breakdowns do occur. Twenty four hour roadside assistance is provided and if You require assistance You must contact Our roadside assistance provider Toyota on 1800176837 and it will supply all practical assistance, provided there has not been a breach of the Rental Contract. Mechanical breakdowns (engine, electrical, and cooling system faults, and vehicle recovery) are free of charge. Non-mechanical breakdowns incur a call out fee of $80
11.2 In the event the Vehicle is unfit to drive following an Accident, We will use Our best endeavours to provide a replacement Vehicle if one is available but We are not obliged to refund the unused portion of the Rental Charges.
11.3 In the event of an Accident or breakdown, We are not liable for any consequential loss You may suffer, including accommodation and transportation from the Accident location for You and Your passengers.
11.4 We are not responsible for:
(a) Damage as a result of use of the incorrect fuel type;
(b) A flat battery because the lights or entertainment system has been left on;
(c) tyre changing;
(d) lost keys or remote control device; or
(e) keys or remote control device locked in the Vehicle, and extra charges will apply if any of these services are provided at Your request.
11.5 If You or an Authorised Driver has an Accident or if the Vehicle is stolen You must report the Accident or theft to Us within 24 hours of it occurring and fully complete an Accident/Theft report form.
11.6 If the Vehicle is stolen or if You or an Authorised Driver of the Vehicle has an Accident where:
(a) any person is injured;
(b) the other party has failed to stop or leaves the scene of the Accident without exchanging names and addresses; or
(c) the other party appears to be under the influence of drugs or alcohol,
You or the Authorised Driver must also report the theft or Accident to the Police.
11.7 If You or an Authorised Driver has an Accident You and the Authorised Driver must:
(a) exchange names and addresses and telephone numbers with the other driver;
(b) take the registration numbers of all vehicles involved;
(c) take as many photos as is reasonable showing:
(i) the position of the Vehicles before they are moved for towing or salvage;
(ii) the Damage to the Vehicle;
(iii) the damage to any third party vehicle or property; and
(iv) the general area where the Accident occurred, including any road or traffic signs;
(d) obtain the names, addresses and phone numbers of all witnesses;
(e) not make any admission of fault or promised to pay the other party’s claim or release the other party from any liability;
(f) forward all third party correspondence or court documents to Us within 7 days of receipt; and
(g) co-operate with Us in the prosecution of any legal proceedings that We may institute or defence of any legal proceedings which may be instituted against You or Us as a result of an Accident, including attending Our lawyer’s office or any Court hearing.
12 Consequences of Major Breaches of the Rental Contract
12.1 If You or any Authorised Driver:
(a) commit a Major Breach of the Rental Contract in a way that causes Damage, theft of the Vehicle or Third Party Loss;
(b) drive the Vehicle in a reckless manner so that a substantial breach of road safety legislation, including the Crimes Act 1958 (Vic) or the Road Safety Act 1968 (Vic) has occurred;
(c) abandon the Vehicle; or
(d) place the Vehicle in a situation where We reasonably believe it is endangered,
You and any Authorised Driver:
(i) have no Damage Cover;
(ii) are liable for all Damage, theft of the Vehicle and Third Party Loss; and
(iii) are liable for and must pay any additional costs or expenses We incur as a direct consequence.
12.2 Acting reasonably, We may terminate the Rental Contract and take immediate possession of the Vehicle if a breach of any part of clause 12.1 has occurred.
The debtor/s shall pay for all costs actually incurred by Race Group Pty Ltd in the recovery of any monies owed under this Agreement including recovery agent costs, repossession costs, location search costs, process server costs and solicitor costs on a solicitor/client basis
Accident means an unintended and unforeseen incident, including:
(a) a collision between the Vehicle and another vehicle;
(b) a single vehicle accident, being a collision between the Vehicle and any other object, including animals and roadside infrastructure;
(c) rollovers; or
(d) a weather event, including hail Damage, that results in Damage or Third Party Loss.
Authorised Driver means any driver of the Vehicle who is approved by Us and who is recorded on the Rental Agreement prior to the Start of the Rental.
Bond means the amount shown on the Rental Agreement We collect from You at the Start of the Rental as security for the Rental Charges and other fees and charges incurred during Your rental.
(a) any loss or damage to the Vehicle including its parts, components and accessories, including the GPS unit, that is not fair wear and tear;
(b) towing and salvage costs;
(c) assessing fees; and
(d) Loss of Use,
and for the removal of doubt, any Damage to the windscreen, headlights, lights or tyres that makes the Vehicle unroadworthy is not fair wear and tear.
Damage Excess means the amount, including GST, up to which You must pay Us in the event of an Accident that causes Damage or Third Party Loss or the Vehicle has been stolen.
End of the Rental means the date and time shown in the Rental Agreement or the date and time the Vehicle is returned to Us, whichever is the later.
Loss of Use means Our loss calculated on a daily basis at the daily rate shown in the Rental Agreement because the Vehicle is being repaired or replaced if it is written off as a result of an Accident or it has been stolen.
Major Breach means a breach of any of clauses, 2.1, 2.2, 2.3, 2.4, 3.1, 3.2, 3.3, 4.1, 4.2, 4.3, 5.8, 5.9, or 5.10 that causes Damage, theft of the Vehicle or Third Party Loss.
Off Road means any area that is neither a sealed or unsealed road and includes but is not limited to unformed roads, fire trails, tracks, river and tidal crossings, creek beds, beaches, streams, dams, rivers, flood waters, sand, deserts, rocks, fields and paddocks.
Overhead Damage means:
(a) Damage at or above the level of the top of the front windscreen of the Vehicle; or
(b) Third Party Loss,
(i) contact between the part of the Vehicle that is at or above the level of the top of the front windscreen with objects overhanging or obstructing its path;
(ii) objects being placed on the roof of the Vehicle; or
(iii) You or any person standing or sitting on the roof of the Vehicle.
Rental Charges means the charges payable for renting the Vehicle from Us together with GST and any other taxes or levies which are all fully set out in the Rental Agreement.
Rental Location means the location from which the Vehicle was rented, as shown on the Rental Agreement.
Rental Period means the period commencing at the time shown in the Rental Agreement and concluding at the End of the Rental.
Start of the Rental means the date and time that the rental commences as shown in the Rental Agreement.
Third Party Loss means loss or damage to third party property, including other motor vehicles and any claim for third party loss of income.
Underbody Damage means any damage to the Vehicle caused by or resulting from contact between the underside of the Vehicle and any part of the roadway or any object or obstruction, including kerbs, gutters, speed or road humps, barriers or wheel stops and does not arise as a result of an impact with another vehicle.
Unsealed Road means a road that has been formed and constructed but is not sealed with a hard material such as tar, bitumen or concrete.
Vehicle means the Vehicle described in the Rental Agreement and includes its parts, components and accessories, including the GPS unit.
You, Your means the person, whether it is an individual, a firm or company that rents the Vehicle from Us and whose name is shown in the Agreement.