Terms & Conditions

Terms and Conditions of Booking

1. Definitions

“R5 Executive Travel” (“R5”, “we”, “us”) means R5 Executive Travel Limited, Company No. 14490236, registered office: 61 Lyne View, Hyde, England, SK14 4ND.
“Client” means any individual, company, partnership, or other entity booking services from R5.
“Driver” means any person employed or engaged by R5 to operate vehicles or otherwise deliver the service.
“Service(s)” means the passenger transport services provided by R5 under these terms.
“Event Services” means bookings categorised as Weddings, Proms, or VIP Sprinter Hire (Mercedes Sprinter or equivalent luxury minibus).

2. Booking and Confirmation

All bookings must be made through R5’s official channels (website form, mobile app, email, or telephone).
A booking is only confirmed once the Client receives written confirmation (email or in-app message) from R5.
R5 reserves the right to refuse any booking without obligation to give a reason.

3. Payment Terms

3.1 Non-Account Customers
For non-account customers, full payment must be made in advance of the booking. Payment must clear before the vehicle is dispatched.

3.2 Account Customers
Approved account customers may pay by invoice within 14 days of the invoice date unless the invoice states otherwise. R5 reserves the right to suspend or withdraw account facilities at any time without notice.

3.3 Event Services
Category and balance due:

  • Weddings or Proms: 7 calendar days before pick-up.

  • VIP Sprinter Hire: 5 calendar days before pick-up.

Deposits may be required on a case-by-case basis at R5’s discretion. Where a deposit is taken, it will be deducted from the final balance. The remaining balance must be cleared by the stated deadline or the booking will be cancelled.

3.4 Additional Charges
Additional charges may apply in circumstances where the original scope of the booking is exceeded or where R5 incurs additional costs in fulfilling the Service. These may include (but are not limited to):

  • Extra mileage beyond the agreed route or itinerary.

  • Waiting time arising from delays in passenger readiness or late departure from the agreed pick-up location.

  • Parking fees at airports, hotels, venues, or other locations where extended parking becomes necessary.

  • Tolls, congestion charges, or clean-air zone fees incurred at the Client’s instruction or where unavoidable in the course of the Service.

  • Cleaning or damage fees where vehicles require additional valeting, repair, or maintenance beyond normal wear and tear (see section 5).

R5 will endeavour to notify the Client as soon as reasonably possible if such costs become likely during a journey. However, where notification is impractical (for example, in situations requiring immediate action to continue service), R5 reserves the right to proceed and recover the associated costs after completion of the booking.

All additional charges will be invoiced to the Client’s original payment method or account. Such charges are payable within 14 days of the invoice date regardless of when the invoice is issued. The Client remains liable for all charges once the additional service has been provided or the related cost incurred.

If the Client disputes any additional charge, they must notify R5 in writing within 5 working days of the invoice date. Failure to do so will be deemed acceptance of the charge.

All standard charges, including waiting time, tolls, and parking, are transparently listed and applied at the prevailing rates set out within these Terms and Conditions or the confirmed quotation. R5 does not apply hidden fees or retrospective administrative costs except where required to recover direct third-party expenses.

3.5 Corporate Classification and Card Fee
All Clients are treated as corporate customers unless otherwise agreed in writing. A card processing fee may apply to all card payments unless payment is made by bank transfer or another approved method.

3.6 Late Payment and Debt Recovery
An invoice is late the day after its due date. From that date R5 may suspend current and future bookings, apply statutory interest at 8 percent per annum above the Bank of England base rate (calculated daily), and add a fixed late-payment charge of 40 pounds (invoice under 1000 pounds), 70 pounds (invoice 1000 to 10000 pounds), or 100 pounds (invoice above 10000 pounds) under the Late Payment of Commercial Debts (Interest) Act 1998. R5 may also recover all reasonable costs of collection including legal and agency fees.

4. Cancellations, Refunds and Amendments

4.1 Standard Services
Free cancellation is available up to 48 hours before the scheduled pick-up.
Inside 48 hours: 100 percent of fare payable.

4.2 Event Services

  • Weddings or Proms: free cancellation up to 7 days before pick-up. Inside 7 days: 100 percent payable.

  • VIP Sprinter Hire: free cancellation up to 5 days before pick-up. Inside 5 days: 100 percent payable.

4.3 Amendments
Changes are subject to availability and may incur additional charges at current rates.

4.4 Refunds
Where due, refunds are processed to the original payment method minus non-recoverable payment-processing fees.

5. Client Conduct, Safety and Vehicle Care

Clients must behave in a respectful and orderly manner at all times. Drivers may terminate a journey if behaviour is unsafe, abusive, or illegal. Full fare remains payable in such cases.
No smoking, vaping, or illegal substances are permitted in any vehicle.
Damage or valeting: the Client is liable for all damage and exceptional cleaning costs plus a 100-pound administration fee.
Pets are carried by prior arrangement only (assistance dogs are carried free of charge).

6. Waiting, Meet and Greet, and Parking

6.1 Airport Pick-ups
R5 tracks inbound flights and includes 60 minutes of complimentary waiting time from the actual landing time.
After this, waiting time will be charged per vehicle type as follows (plus VAT):

  • Saloon: 45 pounds per hour

  • V-Class: 50 pounds per hour

  • Range Rover: 55 pounds per hour

  • VIP Sprinter: 60 pounds per hour
    Waiting is billed in 15-minute increments.

Standard airport parking charges are included within the fare, along with all other standardised extras. R5 does not seek to add additional fees after the journey unless exceptional circumstances apply.
R5 makes contact with passengers upon landing to minimise parking costs. Clients are advised when to make contact with the Driver so that both parties reach the arrivals hall concurrently, ensuring smooth collection and avoiding unnecessary parking charges.
If, however, the Client requests the Driver to wait pre-emptively inside the arrivals hall (for example, to be present when the flight lands), any additional parking fees incurred as a result will be added to the invoice.

6.2 Non-Airport Pick-ups
A 15-minute grace period is provided from the scheduled pick-up time. After this period, waiting time is charged in 10-minute increments at the prevailing hourly rate for the vehicle type.
The Driver will always make reasonable attempts to contact the Client or passenger before leaving and will do their best to avoid any missed connection.
If, however, contact cannot be established and the Client or passenger fails to appear within 15 minutes of the scheduled pick-up time, the Driver may be required to leave due to scheduling commitments, and the booking may be treated as a no-show (full fare payable).

7. Toll Roads and Charging Zones

The use of toll roads, congestion zones, or clean air zones is at the Driver’s discretion unless specifically instructed by the Client. Any associated charges will be added to the fare.

8. Vehicle Upgrades

R5 may upgrade the booked vehicle in a strict linear hierarchy (Executive Saloon to Luxury Saloon to Executive MPV to Luxury MPV) at no extra cost. No downgrades without Client consent.

9. Liability and Force Majeure

R5 is not liable for delays or non-performance caused by events outside its reasonable control (traffic, weather, road closures, breakdowns, or emergencies).
If a vehicle becomes unavailable, R5 will attempt to provide a comparable replacement. If unavailable, the affected hire charge will be refunded.
R5 is not responsible for loss or damage to items left in vehicles.
Advance payments for services cancelled due to force majeure will be held as credit for 12 months or refunded less unrecoverable costs.

10. Data Protection and Confidentiality

R5 processes personal data in accordance with the UK GDPR and Data Protection Act 2018. Journey details are confidential and shared only as required to deliver the service or by legal obligation.

11. Governing Law and Jurisdiction

These Terms and Conditions are governed by the law of England and Wales. The courts of England and Wales shall have exclusive jurisdiction over any disputes.

12. Sub-contracting and Assignment

R5 may assign or sub-contract any part of the service to suitably qualified operators. The Client may not assign rights or obligations without R5’s prior written consent.

13. Entire Agreement and Severability

These Terms, together with any written quotation or booking confirmation, constitute the entire agreement between the parties. If any clause is found to be invalid or unenforceable, the remaining clauses remain in full force and effect.

14. Acceptance

By making a booking with R5 Executive Travel, the Client confirms they have read, understood, and agreed to be bound by these Terms and Conditions.