Free Private Hire Car Rental Agreement

I. The Parties

This Private Hire Car Rental Agreement ("Agreement") is made and entered into on [Month Day, Year] ("Effective Date") by and between [Your Company Name] hereinafter referred to as the ("Company") with a primary place of business at [Your Company Address] and [Client's Name] hereinafter referred to as the ("Client") with a primary place of business at [Client's Address] collectively referred to as the ("Parties").

WHEREAS, the Company is in the business of renting vehicles for various purposes including private hire;

WHEREAS, the Client desires to rent a vehicle from the Company specifically for private hire purposes; and

WHEREAS, the Company agrees to rent out the vehicle to the Client based on the terms and conditions set forth in this Agreement;

NOW THEREFORE, in consideration of the mutual promises and agreements contained herein, the Parties agree as follows:

II. Vehicle Rental

A. Vehicle Description

The Company agrees to rent to the Client the [Zephyr Rover] ("Vehicle").

1. Condition and Suitability: The Vehicle is in good operating condition and suitable for the purposes intended by the Client. The Client acknowledges this upon inspection.

2. Inspection: The Client has inspected the Vehicle and agrees to its condition upon rental. Any pre-existing damage or issues have been noted and documented in the Vehicle Condition Report.

3. Safety and Compliance: The Vehicle is equipped with all necessary safety and regulatory compliance features, ensuring it meets all legal standards for operation.

B. Rental Term

1. Commencement and End Dates: The rental period shall commence on the Effective Date and end on [Month Day, Year]. The Vehicle must be returned to the Company by [5:00 pm] on the end date of the rental term.

2. Extension Requests: Extensions to the rental term must be requested at least [24] hours in advance of the end date. The Company reserves the right to approve or deny any extensions to the rental term.

3. Late Returns: If the Vehicle is returned late without prior approval, additional fees may apply as detailed in Section II.C.

C. Rental Fees

1. Daily Fee: The rental fee is [$250.00] per day for the duration of the rental term. This fee covers standard usage of the Vehicle.

2. Deposit: A deposit of [$500.00] shall be paid by the Client at the commencement of the rental term. This deposit is refundable upon the return of the Vehicle in good condition.

3. Additional Fees: Any additional fees for damage, late returns, or mileage overages will be detailed upon the return of the Vehicle. These fees will be deducted from the deposit or billed separately.

4. Payment Methods: Payment shall be made by credit card, bank transfer, or other mutually agreed methods. All payments must be made promptly as per the agreed schedule.

III. Responsibilities of the Client

A. Usage Limitations

1. Purpose of Use: The Vehicle is to be used solely for private hire purposes. The Client shall not use the Vehicle for any unauthorized activities.

2. Modifications: The Client shall not make any modifications to the Vehicle without prior written consent from the Company. Unauthorized modifications are strictly prohibited.

3. Geographic Restrictions: The Vehicle shall not be driven outside the accredited area specified in this Agreement. All local traffic laws and regulations must be adhered to at all times while operating the Vehicle.

4. Parking: The Client shall ensure the Vehicle is parked in secure locations when not in use. Proper parking helps prevent theft and damage.

B. Maintenance and Care

1. Regular Checkups: The Client is responsible for regular checkups and notifying the Company of any mechanical issues immediately. Timely reporting helps prevent further damage.

2. Fuel and Maintenance Costs: Fuel and routine maintenance costs are to be borne by the Client during the rental period. This includes oil changes, tire pressure checks, and other minor maintenance.

3. Cleanliness: The Client shall ensure that the Vehicle remains clean and free from excessive wear and tear. Any damage beyond normal usage will be charged to the Client.

4. Unauthorized Repairs: Any unauthorized repairs or modifications are strictly prohibited. The Client must seek the Company’s approval before proceeding with any repairs.

C. Liability and Insurance

1. Damage Liability: The Client is liable for any damage to the Vehicle during the rental period. This includes both minor and major damages.

2. Insurance Coverage: The Client must have comprehensive insurance coverage for the rented Vehicle. The insurance policy must cover theft, damage, and third-party liability.

3. Proof of Insurance: The Client must provide proof of insurance to the Company before the rental period commences. This documentation must be valid for the entire rental term.

IV. Responsibilities of the Company

A. Provision of Vehicle

1. Condition: The Company shall provide the Vehicle in a clean and roadworthy condition. The Vehicle will be thoroughly inspected before delivery.

2. Documentation: The Company shall provide all necessary documentation including registration and insurance papers. These documents must be kept in the Vehicle at all times.

3. Replacement or Repair: The Company agrees to replace or repair the Vehicle in case of mechanical failures not caused by the Client. This ensures the Client has a functioning Vehicle throughout the rental term.

B. Support and Assistance

1. Roadside Assistance: The Company will provide [24/7] roadside assistance within the accredited area. This service includes towing, battery jump-starts, and other emergency services.

2. Insurance and Legal Support: The Company will support the Client in case of any insurance claims or legal matters involving the Vehicle. This includes providing necessary documentation and legal advice.

3. Temporary Replacement: The Company will supply a temporary replacement vehicle if the rented Vehicle is taken for major repairs. This ensures the Client’s activities are not disrupted.

V. Termination

A. Early Termination by Client

1. Notice Period: The Client may terminate this Agreement early by providing a [7]-day notice to the Company. This notice period allows the Company to make necessary arrangements.

2. Refund: Any pre-paid rental fees for the non-utilized period will be refunded minus a [10]% early termination fee. This fee covers administrative costs.

3. Condition Upon Return: The Client must return the Vehicle in the same condition as received upon termination. Any damage will be assessed and charged accordingly.

B. Termination by Company

1. Breach of Terms: The Company may terminate this Agreement if the Client breaches any terms of this Agreement. Immediate termination may occur for serious breaches.

2. Notice Period: The Company will provide a [48]-hour notice to the Client before terminating the Agreement. This notice allows the Client to address any issues.

3. Repossession: The Company may repossess the Vehicle without notice if the Client fails to comply with any critical obligations. Repossession ensures the Vehicle’s safety and compliance.

VI. Confidentiality

A. Confidential Information

1. Non-Disclosure: The Parties agree that all terms and conditions of this Agreement are confidential. Neither Party will disclose any confidential information to third parties without prior written consent.

2. Survival of Obligations: Confidentiality obligations will survive the termination of this Agreement. This ensures continued protection of sensitive information.

B. Data Protection

1. Compliance with Laws: The Company shall handle all personal data provided by the Client in accordance with applicable data protection laws. This includes ensuring data is processed lawfully and fairly.

2. Client Consent: The Client consents to the Company processing personal data for the purpose of fulfilling this Agreement. Data processing is limited to necessary information only.

3. Security Measures: Both Parties shall implement appropriate security measures to protect confidential information. This includes preventing unauthorized access, disclosure, or loss.

VII. Indemnification

A. Indemnification by Client

1. Scope of Indemnity: The Client agrees to indemnify and hold harmless the Company against any damages arising from the Client’s use of the Vehicle. This includes damages due to negligence or breach of this Agreement.

2. Legal Fees: Indemnification includes legal fees and costs incurred due to the Client's actions or inactions. This ensures the Company is not financially burdened by the Client’s conduct.

3. Survival of Clause: This clause shall remain in effect even after the termination of this Agreement. The Client’s indemnity obligations extend beyond the rental period.

B. Indemnification by Company

1. Scope of Indemnity: The Company agrees to indemnify and hold harmless the Client against any damages arising from the Company’s gross negligence. This includes damages due to failure to maintain the Vehicle or provide necessary support.

2. Legal Fees: Indemnification includes legal fees and costs resulting from the Company's failure to comply with regulations. This protects the Client from financial losses due to the Company’s actions.

3. Survival of Clause: This clause shall remain in effect even after the termination of this Agreement. The Company’s indemnity obligations extend beyond the rental period.

VIII. Governing Law

A. Jurisdiction

1. Applicable Laws: This Agreement shall be governed by and construed in accordance with the laws of the State of [State Name]. The Parties agree to submit to the jurisdiction of the courts in this state.

2. Legal Proceedings: Any legal proceedings arising from this Agreement shall be conducted in the courts of [State Name]. This ensures consistency and predictability in the application of the law.

B. Dispute Resolution

1. Negotiation: Any disputes arising from this Agreement shall be resolved through mutual negotiation between the Parties. The Parties agree to engage in good faith negotiations to resolve any issues.

2. Mediation: If mutual negotiation fails, the Parties agree to submit the dispute to mediation conducted by a neutral third party. Mediation provides a non-adversarial method of resolving disputes.

3. Legal Action: Should mediation fail, either Party may initiate legal action in the courts of [State Name]. Legal action is a last resort after exhausting other dispute resolution methods.

IX. Miscellaneous

A. Amendments

1. Written Amendments: Any amendments to this Agreement must be made in writing and signed by both Parties. This ensures clarity and mutual consent for any changes.

2. Oral Modifications: Oral modifications are not valid and enforceable under this Agreement. All changes must be documented in writing to be binding.

3. Effective Date: Amendments will only take effect from the date they are signed by both Parties. This provides a clear timeline for the implementation of changes.

B. Entire Agreement

1. Supersession of Prior Agreements: This Agreement constitutes the entire agreement between the Parties regarding the subject matter hereof. Any prior agreements, whether written or oral, are hereby superseded by this Agreement.

2. Validity of Provisions: If any provision of this Agreement is found to be invalid, the remaining provisions will continue in full force and effect. This ensures the Agreement remains operative even if part of it is unenforceable.

X. Notices

A. Notification Methods

1. Written Notices: All notices or communications required or permitted under this Agreement shall be in writing. Written notices ensure clear and documented communication.

2. Delivery Methods: Notices shall be sent by certified mail, email, or delivered in person to the addresses specified in this Agreement. Certified mail ensures proof of sending and receipt.

3. Deemed Receipt: Any notice sent by certified mail shall be deemed received three business days after its postmark date. This provides a clear timeline for notice effectiveness.

B. Contact Information

1. Company Address: Notices to the Company shall be addressed to [Your Company Address] or emailed to [Your Company Email]. The Company will promptly acknowledge receipt of any notices.

2. Client Address: Notices to the Client shall be addressed to [Client's Address] or emailed to [Client's Email]. The Client agrees to respond to notices in a timely manner.

3. Change of Contact Information: Each Party agrees to promptly notify the other of any change in its contact information. Updated contact information ensures continuous and effective communication.

XI. SIGNATURES

IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the Effective Date.

Company

[Authorized Representative Name]

[Your Company Name]

Date: [Month Day, Year]

Client

[Client's Name]

Date: [Month Day, Year]

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