Terms & Conditions
1. Definitions
1.1 “R5 Executive Travel” means R5 Executive Travel Limited, registered in England & Wales, registered office Manchester.
1.2 “Client” means any individual, company, partnership or other entity booking Services from R5 Executive Travel.
1.3 “Driver” means any person employed or engaged by R5 Executive Travel to operate vehicles.
1.4 “Service” means the passenger‑transport services provided by R5 Executive Travel under these Terms & Conditions.
1.5 “Event Services” means bookings categorised as Weddings, Proms or Sprinter Hire (Mercedes Sprinter or luxury 16‑seat minibus).
2. Booking and Confirmation
2.1 All bookings must be made through the official R5 Executive Travel booking channels (website, mobile application or telephone).
2.2 A booking is only confirmed once the Client receives written confirmation from R5 Executive Travel.
2.3 R5 Executive Travel may refuse any booking at its absolute discretion without obligation to give a reason.
3. Payment
3.1 Standard Services – Unless otherwise agreed in writing, the full fare (including VAT) is payable at the time of booking.
3.2 Event Services – The balance for Event Services must be cleared before the event as follows:
3.2.1 Weddings: full payment no later than 7 calendar days before the scheduled pick‑up date.
3.2.2 Proms: full payment no later than 7 calendar days before the scheduled pick‑up date.
- 3.2.3 Sprinter Hire: full payment no later than 5 calendar days before the scheduled pick‑up date.
3.3 If any balance remains outstanding after the times set out in 3.2, R5 Executive Travel reserves the right to cancel the booking immediately and to retain any deposit already paid.
3.4 All payments are non‑refundable save as provided in Section 4.
3.5 Additional charges (for extra mileage, waiting time, tolls, parking or cleaning) will be invoiced to the Client’s original payment method and are payable upon receipt.
3.6 Late Payment – Where any sum remains unpaid beyond the due date R5 Executive Travel may (i) suspend all current and future bookings, and (ii) charge statutory interest at 8 % per annum above the Bank of England base rate, plus a £40 administration fee per overdue invoice in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
3.7 Corporate Credit Accounts – Approved account holders shall settle invoices within 14 days of the invoice date unless otherwise agreed in writing. R5 Executive Travel reserves the right to withdraw credit at any time.
3.8 Charge‑backs – Any payment reversed by the Client’s card issuer will be treated as non‑payment in full; the fare becomes immediately due together with all reasonable recovery costs incurred by R5 Executive Travel.
4. Cancellations, Refunds and Amendments
4.1 Standard Services – Cancellations received 48 hours or more before the scheduled pick‑up time incur no charge. Cancellations inside 48 hours are charged at 100 % of the fare.
4.2 Event Services –
4.2.1 Weddings & Proms: Cancellations received 7 calendar days or less before the event are charged at 100 % of the fare.
4.2.2 Sprinter Hire: Cancellations received 5 calendar days or less before the event are charged at 100 % of the fare.
4.3 Amendments are subject to availability and may attract additional charges at the prevailing pricing structure.
4.4 Refunds – Where a refund is due under this Section, it will be processed to the original method of payment, less any non‑recoverable payment‑processing fees.
5. Client Conduct, Safety & Vehicle Care
5.1 Clients must behave in a respectful, orderly manner at all times.
5.2 R5 Executive Travel may refuse or terminate a booking – with full fare payable – if Client behaviour is or becomes unsafe, inappropriate or illegal.
5.3 If the Driver or Dispatcher reasonably suspects a Client is intoxicated or poses a risk to safety, the booking may be cancelled at full fare.
5.4 Where a journey is terminated under 5.2 or 5.3, the vehicle will stop at the nearest safe location and the Client must disembark immediately.
5.5 Damage & Valeting – The Client is liable for any damage (cosmetic or mechanical) to the vehicle and for any exceptional cleaning costs caused by the Client or their party. Such costs will be charged at cost plus a £100 administration fee.
5.6 No Smoking / Vaping / Substances – Smoking, vaping and the consumption of illegal substances are strictly prohibited in all vehicles. Breach will result in immediate termination of the journey with no refund.
5.7 Pets & Assistance Animals – Pets are carried only by prior arrangement and at the Driver’s discretion. Registered assistance dogs are carried free of charge as required by law.
6. Liability & Force Majeure
6.1 R5 Executive Travel is not liable for delays outside its reasonable control (including but not limited to traffic, weather or mechanical failure).
6.2 In case of vehicle breakdown, R5 Executive Travel will endeavour to supply a comparable replacement. If no replacement is available, the affected hire charge will be refunded in full.
6.3 R5 Executive Travel is not responsible for loss of or damage to items left in the vehicle.
6.4 Force Majeure – Neither party shall be liable for delay or failure to perform its obligations where such delay or failure results from events beyond its reasonable control, including but not limited to acts of God, strikes, epidemics, civil unrest, war or government restrictions. In such cases any advance payment will be held as credit for 12 months or, at the Client’s option, refunded less unrecoverable costs.
7. Waiting, Meet‑and‑Greet & Parking
Airport Pick‑ups
7.1 R5 Executive Travel tracks the inbound flight and times the Driver’s arrival accordingly. No wait‑time fee is charged on airport pick‑ups.
7.2 Upon flight landing the Driver will attempt to contact the Lead Passenger by phone, SMS or WhatsApp. The Client must respond promptly. Failure to do so may prevent us from delivering the meet‑and‑greet service at the expected time; any resultant delay is at the Client’s risk.
7.3 Should the Client require the Driver to wait inside the arrivals hall from the moment of flight landing, the Client accepts liability for all airport parking charges incurred. These charges will be added to the final invoice.
Non‑airport Pick‑ups
7.4 A complimentary 10‑minute grace period is included. Thereafter, wait time is billed in 10‑minute increments at the prevailing rate for the booked vehicle category, as published at the time of hire.
7.5 If the Driver cannot wait beyond the complimentary period, they will notify the Client via call or message. Should the Client be unable to confirm an immediate boarding time, the Driver will depart and the booking will be recorded as a no‑show, with the full fare payable.
8. Toll Roads and Payment Zones
8.1 The use of toll roads or entry into congestion‑charging or clean‑air zones is at the Driver’s discretion.
8.2 If the Client expressly instructs such use, associated charges will be added to the fare.
8.3 Where the pick‑up or drop‑off address is within a payment zone, the charge is included in the quoted fare.
9. Vehicle Upgrades
9.1 Right to Upgrade – R5 Executive Travel reserves the right to upgrade the booked vehicle in a strictly linear fashion (Executive Saloon → Luxury Saloon → Executive MPV → Luxury MPV → Minibus) where operationally necessary.
9.2 Pricing Parameter – Where an upgrade is initiated by R5 Executive Travel, no additional cost will be charged. Where an upgrade is requested by the Client, the fare will be recalculated in line with the published pricing structure current at the time of amendment.
9.3 Under no circumstances will a Client be downgraded without prior consent.
10. Complaints
10.1 Any complaint must be submitted in writing to bookings@r5executive.co.uk within 48 hours of the incident or scheduled journey completion, whichever is later.
10.2 R5 Executive Travel will acknowledge receipt of the complaint within two working days and aims to provide a substantive response within 14 days. If further investigation is required, the Client will be advised of the expected resolution timeframe.
10.3 If the Client is dissatisfied with the final response, they may request escalation to a senior manager; the matter will then be reviewed and a final position issued within a further 14 days.
11. Data Protection & Confidentiality
11.1 R5 Executive Travel processes personal data in accordance with the UK GDPR and Data Protection Act 2018.
11.2 All booking and journey information is treated as confidential and will not be disclosed to third parties except (i) as required by law or (ii) to sub‑contractors solely for the purpose of delivering the Service.
12. Governing Law
12.1 These Terms & Conditions are governed by and construed in accordance with the law of England and Wales.
12.2 The courts of England and Wales shall have exclusive jurisdiction over any dispute arising under them.
13. Sub‑contracting & Assignment
13.1 R5 Executive Travel may assign or sub‑contract any part of the Service to suitably qualified third‑party operators, provided that service standards remain equivalent or superior.
13.2 The Client may not assign or transfer their rights or obligations under these Terms without R5 Executive Travel’s prior written consent.
14. Entire Agreement, Severability & Waiver
14.1 These Terms, together with any written quotation or booking confirmation, constitute the entire agreement between the parties and supersede any prior understanding or arrangement.
14.2 No failure or delay by R5 Executive Travel to exercise any right or remedy shall operate as a waiver of that or any other right or remedy.
14.3 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
Acceptance
By making a booking with R5 Executive Travel, the Client confirms that they have read, understood and agree to be bound by these Terms & Conditions.
