Luxury in Motion - Prestige Chauffeur Service in Surrey and London
Executive Cars - Airport Transfers - VIP Chauffeurs - Event Chauffeurs - Wedding Car Hire - Funeral Car Hire
Terms and Conditions
(General)
Luxury in Motion Limited is fully insured and licensed for chauffeur-driven vehicle hire. This includes, but is not limited to; advanced Private Hire bookings, executive transport, corporate events, event transport, weddings, funerals, proms and TV and Film hire. By booking a vehicle with us you are accepting our terms and conditions of hire. All journeys must be pre-booked.
This website and its content is protected by Copyright with All Rights Reserved. We reserve the right to make reasonable changes to these terms and conditions at any time, without notice and in compliance with the law. Nothing contained in these terms and conditions affects a Customer’s Statutory Rights.
PAYMENTS AND DEPOSITS
All payments for services are subject to VAT. Our VAT Registration Number is: 455 6036 88. Miscellaneous costs such as parking fees and Congestion Charge incurred and billed on behalf of the Client are not subject to VAT. Payments for larger vehicles with at least 10 seats (such as minibuses and coaches) are zero-rated and are not subject to VAT. Payment can be made by bank transfer, payment link, cash, or on an iZettle mobile chip and pin payment system held in the vehicle. We accept most major credit and debit cards.
Payments for Private Hire bookings are to be made in advance, or at the beginning of a journey or will be invoices post-booking as agreed with the Client.
Account facilities - are welcome and available for regular business Clients. All accounts will be invoiced on the last day of each month (unless otherwise agreed) and payment is to be settled on receipt, or within 14 days of invoicing as identified on the invoice.
All quotes are based on the information supplied prior to a booking being made. Any amendments made to a journey after a booking is made (and quote issued) may be subject to extra charges such as additional mileage, parking or congestion charges.
Additional surcharges may apply for public and bank holidays. For travel to/from major events, costs quoted may be higher due to high levels of congestion and increased journey times.
Wedding and funeral car hire is charged differently due to increased preparation time and additional time either side of the event devoted to your booking. Please see the specific section below relating to this.
Congestion charge, tolls and parking fees will be an additional charge and be charged at cost (ex-VAT) where applicable, unless we are able to anticipate such a cost in advance and then it will be included and identified in your quote.
CANCELLATION AND REFUND POLICY
For standard Private Hire bookings, If a booking is cancelled by the Customer within 24 hours prior to the time of hire, then the full payment is due, or is non-refundable if already pre-paid. This cancellation fee will be minus any costs not incurred as a result of the cancellation, such as parking fees, or Congestion Charge.
For Golf Tour bookings, an up front 50% deposit is non-refundable upon receipt. If a golf tour is subsequently cancelled less than 30 days prior to the first day of travel then the full amount becomes non-refundable and is due for payment.
For wedding car hire, if a deposit has been made and cancellation follows then the deposit is non-refundable. If a booking is cancelled within one month of the hire date then the full payment is also non-refundable.
If a customer does not appear at the agreed time and place of the booking, then full payment is required and any pre-payments made are non-refundable.
BENEFITS AND OFFERS
Please note that some benefits and discounts can only be offered on vehicles owned and operated directly by Luxury in Motion Limited.
Free waiting time - we offer a free waiting time allowance of 15 minutes for standard bookings and 1 hour for airport transfers, or other international pick-ups. Additional waiting time is charged at £30.00 per hour and will be incurred if our chauffeur waits for longer than 15 minutes on a standard booking, or longer than 1 hour for an airport or seaport pick-up from the scheduled time of arrival. Our hourly waiting time charge is billed in 15 minute increments.
Free on-board - we offer free mineral water and magazines in our vehicles, as well as use of our on-board 4GWi-FI and USB phone charging point. On rare occasions, our chauffeur may be unable to replenish stocks of magazines or mineral water and network performance may adversely affect the on-board Wi-Fi signal. On such occasions we cannot be held responsible, but will do our best to resolve matters.
No evening surcharges - we do not charge extra for bookings taken in the evening, or at particularly busy times during the day.
No additional passenger, or luggage charges - we also do not add charges for multiple passengers, or luggage.
VEHICLES AND DRIVERS
We will always strive to ensure drivers are punctual. On very rare occasions there will be instances where delays occur which are beyond our control and we cannot accept responsibility for such instances. We will always keep you up-to-date in these circumstances.
Our chauffeurs will drive safely, in line with road regulations and will be mindful of weather conditions.
It is our policy not to make, or accept phone calls whilst one of our chauffeurs is transporting a Client unless absolutely necessary, or requested by the Client. If you are trying to contact us whilst we are operational then please leave a message by voicemail, email, or via the website and we will get back to you as soon as we can.
Customers are responsible for any damage they cause to the exterior, or interior of the vehicle during a hire period. Any costs for repair, or valeting will be billed to return the vehicle to its previous condition.
Luxury in Motion Limited works with other trusted, licensed private hire operators to fulfil bookings and multiple vehicle requests. On occasion, we reserve the right to change the driver, or vehicle at any time, or supply sub-contracted vehicles.
Your chauffeur will take the most appropriate route on the day and anticipate delays and diversions where possible, unless you notify us of a preferred route in advance.
Luxury in Motion Limited's vehicles are fully licensed by Guildford Borough Council. Our vehicles are also fully insured for chauffeur work. All employed chauffeurs will be fully licensed and will have undergone a full enhanced CRB check for your safety. We only work with other sub-contractors, vehicles and driver’s who uphold the same standards. Any driver who has completed an enhanced CRB check is also suitable for transporting children and for school runs.
Restraints and child seats – children must at all times be seated and restrained in accordance with the law, their age and height. We can supply child booster seats for customers who require them. Customers will need to supply appropriate seating for any children/babies of a younger age. Adult passengers must also wear seat belts at all times.
Meet and greet service – all inbound flights are monitored online by us. All passengers will be met in the arrivals area of the airport, unless otherwise specified up front. Customers are responsible for ensuring all their luggage is present and accounted for when it is being transferred to the vehicle, our chauffeur will be at hand to assist you.
OPERATOR'S LICENSE
We hold a full operator’s license with Guildford Borough Council. Our operator number is PHO064. Although based in Surrey, we can accept advanced bookings from anywhere in the UK.
INSURANCE AND PASSENGER PROPERTY
Luxury in Motion Limited’s vehicles have fully comprehensive Hire and Reward insurance. A customer’s property is carried at their own risk and we cannot accept responsibility for any damage to such property.
LOST PROPERTY
Our vehicles are checked after every journey for lost property. If found, we will aim to contact you as soon as possible to arrange the return of the lost property. If for some reason we are unable to contact you, then the property will be handed to and logged with Guildford Borough Council for safe future collection by yourself.
NO SMOKING POLICY
It is illegal to smoke in our vehicles and we maintain a strict non-smoking policy.
STANDARD OF SERVICE
Our chauffeurs will show respect to Clients at all times and assist wherever possible. We kindly ask that passengers treat our chauffeurs with the same respect. Should any of our chauffeurs not meet expected standards, please contact our offices so we can address your concerns.
RIGHT TO REFUSE
Luxury in Motion Limited (and its chauffeurs) have the right to refuse to carry a passenger if they are thought to be under the influence of alcohol, or drugs and who’s behaviour may pose a threat to our vehicle, driver or any other passengers.
EQUAL OPPORTUNITIES AND DISABILITY
We are an equal opportunities employer and company. We cater for private hire bookings, weddings and funerals for all nationalities and cultures. If you have a disability and need special assistance on your journey, then please let us know how we can help in advance and we will do everything we can to plan ahead and assist you.
CUSTOMER TESTIMONIALS AND REVIEWS
By providing us with a testimonial (or comment on customer service), you agree for Luxury in Motion Limited to use your name, title and comment only to further endorse our service.
LIMITATION OF LIABILITY
Luxury in Motion Limited cannot be held responsible for any costs incurred due to traffic delays, weather conditions, vehicle breakdown, late departure from the pick-up destination, or other circumstances beyond their control.
VEHICLE SOURCING SERVICE
We provide a car sourcing service for all types of chauffeur work, working with trusted partners and third-party operators. For an agreed fee, Luxury in Motion Limited will source available vehicles, make recommendations and book a vehicle to suit your itinerary. If the vehicle booked is through another operator (or company) then that company will be responsible for supplying the vehicle and driver on the day.
PRIVACY POLICY
Luxury in Motion Limited are committed to protecting your privacy and personal details. We will do so in line with UK general data protection policy and the new European General Data Protection Policy (GDPR). Your data is only processed and used by us on a lawful basis, for the purposes of providing you with a quote, or providing a direct chauffeur service to you.
The types of personal Client information that we collect, relates to both bookings made with us and requests for quotes. This could include your name, address, phone number, email address, or card details for processing of a payment.
Bookings – if you place a booking with us, then for the purposes of providing our service, we need to retain and use the personal information mentioned above. In relation to a confirmed booking, we will consider you to be a Client of Luxury in Motion Limited and therefore, will retain only the details required to fulfil your chauffeur-driven booking and journey.
Client details – if you are a current Client of Luxury in Motion Limited, we will store your details internally and securely for a period of up to 5 years. If at any point you cease to become a Client, or simply wish your details to be erased (or updated), then please just let us know and we will delete them (or update them) promptly for you. If you become a Client of ours, as standard practice we will only communicate with you regarding business related issues e.g. your booking/s with us and general information such as pricing updates. If you wish to receive further marketing communications from us, then we will give you the option to opt in and consent to this before we release any marketing communications to you.
Quote requests – if you request a quote by phone, email, or through our website, then your details will only be used to provide a quote to you, as requested. If you do not proceed and make a booking, your details will not then be held by us on a database, and you will not be contacted in the future about our services. Unless you contact us again, or you have explicitly opted in to receive future communications from us.
Credit/debit card payments – there may be occasions where your card details are used for the processing of a payment. These details are only used for any one individual transaction, and are not stored in any way whatsoever after this process is complete.
Who is party to your information? – only employees of Luxury in Motion Limited (and its partner chauffeur/transport companies) will be party to your information, for the purposes of conducting chauffeur work and providing you with quotes. We only work with a few trusted chauffeur partners, who adopt the same approach as us to the privacy and security of your details. Your details are therefore, only shared on a ‘need-to-know’ basis with the people directly involved in providing you with a quote, or conducting your journey.
Third parties – we do not in any way, make your information available to any further third party companies. We respect your privacy (as current Clients, or potential Clients) and your information will not be passed on to, shared, or sold to any further third party companies whatsoever.
Storage of your data – we retain relevant information about our current Clients for a period of up to 5 years. Your credit, or debit card details are not retained in any way. We do not retain information received in any form of database, regarding one-off requests for quotes, that do not then progress to the booking stage.
Google Analytics – search and direct traffic to our website is monitored by google (and our website hosts - squarespace). This traffic data is reported back to us for internal business use only. This data is not shared with anyone outside our company, and is held for a period of up to 5 years only. This data is not used for any other purpose other than monitoring traffic to our website.
Security – we take the security of your data very seriously. As a result, we have taken the following steps to make our data points as secure as we possibly can. Our website is SSL Certified. SSL (Secure Sockets Layer) is the standard security technology for establishing an encrypted link between a web server and a browser. This security helps ensure that all data passed between the two remains private and integral. For example, it protects your personal data when you request a quote through our website. Access to our company IT systems, emails, website traffic data and Client data are also protected by a two-factor authentication process and industry standard security software.
If you have any questions about our privacy policy, then please don’t hesitate to contact us.
WEDDING AND FUNERAL CAR HIRE TERMS
WEDDING AND FUNERAL CAR HIRE TERMS
Wedding car hire - all our package prices for wedding car hire include a free bottle of bubbly, mineral water in the vehicle and 50 miles of travel starting from and returning to our base. We will also dress the vehicle with ribbons which we will match as closely as possible to the colour of your choice. Any additional requests such as flower displays will be charged as an extra cost. Wedding prices are calculated differently due to the length of hire and preparation time involved.
Our wedding car hire packages are priced for specific periods of time. Should you require the vehicle and chauffeur for additional time on the day, this is not a problem at all, but there may be additional charges depending on the length of time they are required for. We will obviously be considerate here and be flexible around your timings as we completely understand such ceremonies can be subject to delay. We will not quibble over a little extra time and will not rush to charge for extra time. Additional mileage incurred on the day will be charged at £1.50 per mile.
A 50% non-refundable deposit is required to book a vehicle. The remainder is payable one month in advance of the wedding ceremony to finally secure the vehicle.
It is the Customer’s responsibility to check details on the itinerary sent by Luxury in Motion Limited and to advise us if any details are incorrect, or changes need to be made. We will assist you in route planning and estimated timing should you need our help.
On occasion we may request that our chauffeur take some quick additional photographs at a wedding venue with the vehicle and with your permission. If permission is given, you grant us to use such photographs for marketing purposes.
We recommend that you take out full wedding insurance to cover yourselves for all eventualities during the day. Our insurance policy covers the vehicle and journey only.
Funeral car hire - all our package prices for funeral car hire include free mineral water in the vehicle and 50 miles of travel starting from and returning to our base.
Our funeral car hire packages are priced for specific periods of time. Should you require the vehicle and chauffeur for additional time on the day this is not a problem at all, but there may be additional charges depending on the length of time they are required for. We will obviously be considerate here and be flexible around your timings as we understand that there can be delays. We will not quibble over a little extra time and will not rush to charge for extra time. Any additional mileage incurred on the day will be charged at £1 per mile.
A 50% non-refundable deposit is required to book a vehicle. The remainder is payable prior to the ceremony to finally secure the vehicle.
It is the Customer’s responsibility to check details on the itinerary sent by Luxury in Motion Limited and to advise us if any details are incorrect, or changes need to be made. We will assist you in route planning and estimated timing should you need our help.
REGISTERED COMPANY DETAILS
Luxury in Motion Limited is incorporated as a Private Limited Company in England and Wales, company number 09891948. Registered address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. Correspondence address: 17 Old Lane, Cobham, Surrey, KT11 1NW. Email: info@luxuryinmotion.co.uk
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