Terms & Conditions
The terms that apply to every self-drive and chauffeur booking with PRO CARS.
Effective date: 7 October 2026
These terms and conditions (“Terms”) apply to every self-drive vehicle hire and chauffeur booking made with Pro Cars Rental Limited (“PRO CARS”, “we”, “us”, “our”), company number 15917564, VAT number 511804622, registered office 1 Damsel Walk, London NW9 7FA. Please read them carefully. For self-drive hire, you will also sign a rental agreement at handover; if there is any conflict between these Terms and the signed rental agreement, the rental agreement takes priority. Nothing in these Terms affects your statutory rights as a consumer.
1. Definitions
- “Hirer” — the person or company named on the booking or rental agreement.
- “Driver” — the hirer and any additional driver approved by us in writing.
- “Vehicle” — the car supplied, including its keys, accessories, equipment and documents.
- “Hire period” — the time from delivery or collection of the vehicle until it is returned to us and accepted.
- “Chauffeur service” — a vehicle supplied with one of our drivers.
2. Quotes and bookings
2.1 Quotes are based on the vehicle, dates, times, mileage and locations you give us and are valid for the period stated, subject to availability.
2.2 A booking is confirmed only when we have sent written confirmation (by email or WhatsApp), received the booking payment and, for self-drive hire, approved the driver’s documents and insurance.
2.3 Where we cannot provide the booked vehicle for reasons beyond our control, we will offer an alternative of a similar standard or a full refund of sums paid for the booking.
3. Driver eligibility (self-drive)
3.1 Each driver must normally be aged 25 or over (30 or over for certain high-performance vehicles) and must have held a full driving licence for at least 3 years.
3.2 Each driver must provide: a valid full driving licence (photocard); a passport or national identity card; two proofs of address dated within the last 3 months; and, for UK licence holders, a DVLA licence check code. Overseas drivers may also need an International Driving Permit.
3.3 Drivers with more than 6 penalty points, recent major convictions, or a history of claims may be declined or may require a higher deposit or excess. We may decline any hire at our discretion and are not obliged to give a reason.
3.4 Only drivers approved by us and named on the rental agreement may drive the vehicle.
4. Prices, payment and deposits
4.1 Prices are shown in pounds sterling and include VAT where applicable. Delivery and collection, additional drivers, extra mileage, child seats and other extras are charged as quoted.
4.2 We accept bank transfer and debit or credit card. Card payments may carry a processing fee, which we will tell you about before you pay.
4.3 A refundable security deposit is required for self-drive hire. The amount depends on the vehicle and is stated in your quote. It may be taken as a payment or as a pre-authorisation on a credit card.
4.4 The balance of the hire charge and the deposit must be received in cleared funds before the vehicle is delivered or collected.
4.5 The deposit is returned after the vehicle has been returned and inspected, less any sums due under these Terms or the rental agreement (for example fuel, extra mileage, cleaning, damage up to the excess, fines and charges). Where a charge is not yet known (such as a fine that arrives later), we may retain a reasonable part of the deposit until it is resolved, and we will tell you why.
5. Delivery, collection and handover
5.1 We can deliver and collect the vehicle at an agreed address in London and beyond, for the delivery fee shown in your quote.
5.2 At handover the driver must show their original documents. We will complete a condition report with photographs, which the driver should check and sign. Please point out any damage not recorded before you drive away.
5.3 If the driver is not present, cannot produce the required documents, or appears unfit to drive, we may refuse to release the vehicle and the cancellation terms in section 12 will apply.
6. Use of the vehicle
The driver must use the vehicle with reasonable care and in accordance with the law. The vehicle must not be:
- driven by anyone not approved and named on the rental agreement;
- used for racing, pace-making, track days, speed tests, rallies or any competition;
- used for hire and reward, ride-hailing, sub-letting or carrying passengers for payment;
- driven under the influence of alcohol, drugs or any substance that impairs driving;
- used to tow, push or carry loads beyond its design, or overloaded with passengers;
- used for any illegal purpose, or in any way that breaches the conditions of our insurance;
- taken outside mainland UK, or onto ferries or Eurotunnel, without our prior written consent;
- smoked or vaped in, or used to carry animals (other than assistance dogs, with notice).
The driver must lock the vehicle and keep the keys secure at all times, and must not leave keys or documents in the vehicle.
7. Fuel, charging and mileage
7.1 The vehicle should be returned with the same fuel or charge level as at handover. Any shortfall will be charged at the cost of refuelling plus a service fee.
7.2 Each hire includes a daily mileage allowance stated in your quote. Additional miles are charged at the rate per mile shown in your quote.
7.3 Using the wrong fuel is not covered by insurance; the cost of draining, repairs and recovery will be charged to the hirer.
8. Return of the vehicle
8.1 The vehicle must be returned at the agreed time and place, in the same condition as at handover (fair wear and tear excepted), with all keys, accessories and documents.
8.2 Late returns without our agreement may be charged at the daily rate for each day or part day, plus any losses we suffer as a result, such as the cost of an alternative vehicle for the next customer.
8.3 A cleaning or valeting charge applies if the vehicle is returned excessively dirty, or if there is evidence of smoking, vaping or animals.
9. Insurance, damage and excess
9.1 Insurance is arranged for the hire period for approved drivers, subject to the insurer’s terms. The level of cover and the excess payable for your vehicle are stated in your quote and rental agreement.
9.2 The hirer is responsible for loss of or damage to the vehicle during the hire period up to the excess, and in full where the insurance is invalidated by a breach of these Terms (for example an unauthorised driver, driving under the influence, or use for racing).
9.3 Damage to tyres, wheels, windscreens, the underside and the interior, and loss of keys, may not be covered by insurance and may be charged in full.
9.4 We may also charge a reasonable amount for loss of use while the vehicle is being repaired and for the administration of claims.
10. Accidents, breakdowns and theft
10.1 In the event of an accident, the driver must make sure everyone is safe, call the emergency services where needed, contact us immediately, not admit liability, and obtain the names, addresses, insurance and registration details of all parties and witnesses, and photographs of the scene.
10.2 Theft or attempted theft must be reported to the police and to us immediately, with the crime reference number.
10.3 In the event of a breakdown or warning light, the driver must stop safely and call us. Repairs must not be carried out without our written approval.
10.4 Where a breakdown is not caused by the driver, we will arrange recovery and, where reasonably possible, a replacement vehicle.
11. Fines, tolls and charges
11.1 The hirer is responsible for all parking fines, penalty charge notices, bus-lane and moving-traffic penalties, Congestion Charge, Ultra Low Emission Zone (ULEZ) charges, Dart Charge, tolls, speeding and other offences incurred during the hire period.
11.2 Where the law allows, we will transfer liability to the hirer and provide the hirer’s details to the issuing authority. Where we pay a charge, the hirer must reimburse it together with an administration fee per notice, as stated in the rental agreement.
12. Cancellations and changes
12.1 Changes to a booking are subject to availability and may change the price.
12.2 Unless your booking confirmation states otherwise: cancellations received more than 72 hours before the start of the hire receive a full refund of sums paid; cancellations received between 72 and 24 hours before receive a 50% refund; cancellations received less than 24 hours before, and no-shows, are not refundable.
12.3 If you booked online or by phone as a consumer, you may have a legal right to cancel within 14 days. Because car hire is a service for a specific date, this cancellation right does not apply to car-rental services under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
13. Chauffeur services
13.1 Chauffeur services are charged by the hour, by the day or by the journey as quoted, and include the chauffeur, the vehicle, fuel and standard insurance.
13.2 Waiting time beyond the booked period, additional stops, route changes, parking, tolls, Congestion Charge and airport fees may be charged as stated in your quote. Airport collections include the complimentary waiting time stated in your quote, after which waiting is charged.
13.3 Passengers must wear seat belts, follow the chauffeur’s reasonable safety instructions and behave respectfully. Smoking, vaping and illegal substances are not permitted. We may end a journey if a passenger’s behaviour puts the chauffeur, passengers or vehicle at risk, without refund.
13.4 Food and drink may be consumed only with the chauffeur’s agreement. A cleaning charge applies for spills, sickness or damage caused by passengers.
13.5 The number of passengers and amount of luggage must not exceed the vehicle’s legal and safe capacity.
13.6 Chauffeurs work within legal driving-hours limits. Long bookings may require a second chauffeur or rest breaks.
14. Our liability
14.1 We are responsible for loss or damage you suffer that is a foreseeable result of our breach of these Terms or our negligence. We are not responsible for losses that were not foreseeable, or for business losses such as loss of profit or opportunity where you hire as a consumer.
14.2 We are not responsible for property left in a vehicle after it has been returned.
14.3 We are not liable for delays or failure to perform caused by events outside our reasonable control, such as severe weather, road closures, accidents, strikes or acts of authority. We will do our best to minimise any disruption.
14.4 Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for any other liability that cannot be limited or excluded by law.
15. Personal data
We use your personal data as set out in our Privacy Policy.
16. Complaints
If you are unhappy with any part of our service, please tell us as soon as possible by email at procarsltd@outlook.com or by phone on 07778077779. We aim to acknowledge complaints within 2 working days and to resolve them within 14 days.
17. General
17.1 If any part of these Terms is found to be unenforceable, the rest will remain in force.
17.2 If we do not enforce a right immediately, we may still enforce it later.
17.3 We may update these Terms from time to time. The version in force when you make your booking applies to that booking.
18. Governing law
These Terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction. If you live in Scotland or Northern Ireland you may also bring proceedings in your local courts.
19. Contact
Pro Cars Rental Limited · 1 Damsel Walk, London NW9 7FA · 07778077779 · procarsltd@outlook.com · Company No. 15917564 · VAT No. 511804622
