T & C's

 Firstly, please note that these conditions apply to all bookings & quotes, regardless of whether they have been made verbally or in writing. Our aim is to ensure transparency and provide a clear understanding of our mutual responsibilities. the terms and conditions can be updated by Need a Minibus Ltd. At anytime without prior notice. 

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When making an enquiry you will be automatically accepting our terms of condition and service.

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An enquiry is only a price and is not a confirmed booking. Your booking is not confirmed until you make your deposit payment."

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As the hirer, we kindly request that you act on behalf of all passengers travelling with your party. If the hirer is a company, group, or organisation, it is essential that an individual is named as the responsible person. This ensures effective communication and seamless coordination throughout your journey.

Moreover, please be aware that as the hirer, you will be held accountable for all actions and decisions made by passengers on board our vehicles. This includes any additional costs incurred during their travel experience. Rest assured, our team is here to assist you every step of the way and help minimise any unforeseen expenses.

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The hirer must be at least 18 years old.

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Passenger Conduct & Disruptive Behaviour:
The hirer is responsible for ensuring that all passengers travelling in the vehicle behave in a respectful, responsible and appropriate manner at all times and comply with the driver’s reasonable instructions. Any behaviour that, in the driver’s reasonable judgement, is disruptive, abusive, threatening, aggressive, intoxicated, unsafe, or causes a risk to the driver, passengers, vehicle or other road users will not be tolerated. This includes, but is not limited to, verbal or physical abuse, excessive noise, interfering with the driver, refusal to follow safety instructions, damage to the vehicle, or any behaviour that may distract the driver or compromise the safe operation of the vehicle. If such behaviour occurs, the driver reserves the absolute right to stop the journey and, where necessary, terminate the hire immediately and require the hirer and/or offending passenger(s) to leave the vehicle at a safe location. In these circumstances, no refund, compensation or onwards travel will be provided and any monies already paid will be forfeited. The hirer will also be fully responsible for the cost of repairing or replacing any damage, loss, cleaning or additional expense caused by the hirer or any member of their party, and such costs may be charged to the hirer in full. The company reserves the right to pursue recovery of any outstanding costs where necessary.

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A 25% deposit must be paid at the time of booking. Remaining balance must be paid 7 days prior to the pick up date. If the date is less than 7 days prior to the pick up date, the full amount must be paid at the time of booking.​

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If no payment is received (either deposit, remaining balance or full payment) prior to your journey as outlined when the booking is requested. Your journey will be cancelled. All attempts will be made to contact the hirer to make payment and to inform them of the cancelation if no payment is made.

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Unless prior agreement has been made, we regret to inform you that no animals, with the exception of guide dogs, are allowed to be carried on any of our vehicles. This policy is in place to maintain a clean and hygienic environment for all passengers.

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When making a booking, it is crucial that you specify the seating capacity required. We kindly request that you do not exceed the legal seating capacity of the vehicle under any circumstances. This ensures the safety and comfort of all passengers during their journey.

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In situations where it becomes necessary to adjust, modify or cancel any travel arrangements by the hirer or Need a minibus Ltd, due to unforeseen circumstances such as for example adverse weather, including any aspect of changes by third party company's (packaged or individually booked holidays, flights, trains, ships etc.), rest assured that we will work tirelessly to find the best possible solutions for you. Need a minibus Ltd won’t be liable for any loss, money loss or inconvenience you may experience. It is crucial that you have the correct insurance coverage in place to protect yourself against such situations.

 

We kindly request that you notify us in advance if you have any large items or special requirements that may affect your luggage needs. This will allow us to make necessary arrangements and ensure your items can be accommodated during your journey.

 

Please note that due to space limitations and safety regulations, there may be instances where certain items cannot be carried on board. By informing us in advance, we can work together to find suitable solutions or alternatives for any items that may not meet our carrying capacity.

 

As per your Booking Confirmation, please ensure that you are present at the designated pick-up address on the specified date of hire. It is crucial to be punctual as failure to do so may result in additional charges.

 

In accordance with the Operator Terms, if you are unable to be at the designated pick-up address at the designated time, you will be liable to pay the full hire charge for the Vehicle Hire Services directly to the operator.

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Booking Errors, Changes and Customer-Caused Cancellation

The Hirer is responsible for ensuring that all information provided to Need A Minibus Ltd at the time of booking is complete, accurate and correct. This includes, but is not limited to, the date and time of travel, collection and drop-off locations, destination, passenger numbers, flight or cruise details, waiting times, additional stops and any other information relevant to the booking.

Once a booking has been confirmed, Need A Minibus Ltd will allocate vehicle capacity, driver availability and operating time to fulfil the agreed journey. The Hirer must therefore notify Need A Minibus Ltd as soon as possible of any error, omission or requested change to the booking.

Examples of customer-caused booking errors or changes include:

- accidental double bookings;
- incorrect collection or destination addresses;
- incorrect travel dates or times;
- incorrect flight, cruise or event details;
- changes to the destination or route;
- changes to the collection or drop-off location;
- changes to the number of passengers;
- requests for additional stops or significant changes to the agreed journey;
- failure to provide correct information required to complete the journey; or
- any other error or change made by the Hirer which affects the agreed booking or journey.

Any requested change is subject to availability and may result in an additional charge. Need A Minibus Ltd is not obliged to accept changes which cannot reasonably be accommodated within the vehicle, driver's availability, legal requirements or the original booking arrangements.

Where a customer-caused error or change results in the original booking being cancelled, substantially changed, shortened, abandoned or otherwise unable to proceed as originally agreed, the booking will be treated as a cancellation or customer-caused amendment and the Company's Cancellation Terms will apply.

 

Payments and Losses Resulting from Customer-Caused Changes

Where the Hirer's error, cancellation or requested change results in Need A Minibus Ltd losing the opportunity to undertake the originally agreed journey, any refund or amount retained will be determined in accordance with the Company's Cancellation Terms and the Company's actual losses arising from the cancellation or change.

This may include, where applicable, loss of earnings, loss of vehicle and driver availability, administrative costs, costs already incurred in preparing for the journey and other direct losses reasonably arising from the Hirer's cancellation or change.

Any amount retained will be limited to the amount reasonably required to compensate Need A Minibus Ltd for losses directly resulting from the Hirer's cancellation, error or change. Need A Minibus Ltd will take reasonable steps, where practicable, to minimise any loss, including attempting to reallocate the vehicle and driver to another booking.

If the vehicle and driver cannot reasonably be rebooked for the time originally reserved, the Company may retain an appropriate proportion of any payment already made to compensate for the resulting loss of earnings and other direct costs, subject to applicable consumer law.

Where a booking can be amended without causing a loss to Need A Minibus Ltd, the Company will endeavour to accommodate the requested change wherever reasonably possible. Any additional costs arising from the change will be payable by the Hirer before the amended journey takes place.

Nothing in these terms affects any statutory rights the Hirer may have under applicable law.

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No Refunds Policy

All bookings made with Need A Minibus Ltd are subject to our Terms & Conditions and Cancellation Policy. By confirming a booking, the Hirer acknowledges and agrees to these terms.

 

Completed and Partially Completed Journeys

Once a journey has commenced, either fully or partially, refunds will not be provided for any part of the journey that has been completed or for services already provided.

This includes situations where the Hirer decides to end the journey early, changes their plans during the journey, unexpected changes due to 3rd party sistuations,  requests an alternative destination, or chooses not to continue with the original arrangements.

Where a journey is partially completed and subsequently abandoned, cancelled or altered at the Hirer's request, no refund will normally be provided for the completed portion of the service or for losses reasonably incurred in relation to the remaining booking, subject to applicable law.

 

Customer Booking Errors and Changes

Refunds will not be provided where a booking is cancelled, cannot proceed as originally agreed, or is materially affected by an error or change made by the Hirer and/or 3rd parties. This includes, but is not limited to:

- Accidental double bookings.
- Incorrect dates, times or collection details.
- Incorrect destinations or addresses.
- Changes to the agreed journey, route or destination.
- Changes to passenger numbers or additional requirements.
- Changes to travel plans or failure to provide accurate booking information.

Any refund or amount retained in these circumstances will be determined in accordance with our Cancellation Policy, taking account of reasonable losses incurred by Need A Minibus Ltd, including loss of earnings, driver and vehicle allocation, and other direct costs.

 

Flight Diversions and Changes to Airport Arrangements

Need A Minibus Ltd understands that flights may occasionally be diverted to an alternative airport due to weather conditions, operational issues, technical problems or other circumstances outside the passenger's control.

If a flight is diverted to an airport other than the one specified in the original booking, the original transfer arrangements may no longer be possible.

We will always endeavour to assist the Hirer wherever reasonably possible. However, **we cannot guarantee that we will be able to accommodate a change of airport, collection location or journey arrangements.** Our ability to do so will depend on vehicle and driver availability, existing bookings, the distance involved, journey timings and any additional costs or operational requirements.

Any request to arrange collection from an alternative airport or to change the original destination must be discussed with Need A Minibus Ltd as soon as reasonably possible. Any revised journey will be subject to our agreement, availability and any additional charges communicated to the Hirer.

Where we are unable to accommodate the revised arrangements, the original booking will remain subject to the applicable Cancellation Policy. Refunds will not automatically be due solely because a flight has been diverted or the original transfer can no longer be used as planned. Any refund or amount retained will be assessed in accordance with the agreed booking terms, applicable consumer law and the circumstances of the booking.

**We strongly advise customers to contact their airline directly** regarding flight diversions, alternative airport arrangements, onward transport, reimbursement of additional travel costs and any assistance or compensation that may be available under the airline's policies or applicable passenger rights.

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General Refund Conditions

Payments made to Need A Minibus Ltd may be retained in accordance with our Cancellation Policy where a cancellation, booking error, change of plans or other customer-related circumstance results in reasonable losses to the Company.

Each situation will be considered in accordance with the applicable Terms & Conditions and relevant law. Nothing in this policy excludes or restricts any statutory rights or remedies to which a customer may be entitled, including where Need A Minibus Ltd is responsible for failing to provide the agreed service.

By confirming a booking, the Hirer acknowledges and accepts this No Refunds Policy and the Company's Cancellation Policy.

 

Cruise Ship Delays, Port Changes and Failure to Dock

Need A Minibus Ltd understands that cruise itineraries and port arrangements may change due to unforeseen circumstances, including adverse weather conditions, sea conditions, port restrictions, operational issues, emergencies or decisions made by the cruise operator or port authorities.

Where a cruise ship is unable to dock at the originally scheduled port, arrives on a different day, is delayed, or docks at an alternative port or location, the original transfer booking may no longer be possible as agreed.

Our bookings are based on the agreed cruise itinerary, port or terminal, collection date and time, and destination confirmed at the time of booking.

**Changes to cruise itineraries and docking arrangements do not guarantee that Need A Minibus Ltd will be able to provide an alternative transfer.** We will endeavour to assist wherever reasonably possible, but any changes will be subject to driver and vehicle availability, existing bookings, journey timings, distance, operational requirements and any additional costs.

If a cruise ship arrives at a different port, on a different date or at a different time, the Hirer must contact Need A Minibus Ltd as soon as possible. Any alternative collection or transfer must be agreed with us in advance and may incur additional charges.

Where we are unable to accommodate the revised arrangements, the original booking will be dealt with in accordance with our Cancellation Policy. Refunds will not automatically be provided solely because the cruise ship cannot dock at the scheduled port, arrives on a different day, or docks at an alternative location. Any refund or amount retained will be assessed in accordance with the agreed booking terms, the circumstances of the booking, reasonable losses incurred by Need A Minibus Ltd and applicable consumer law.

We strongly advise customers to contact their cruise operator directly regarding itinerary changes, missed ports, alternative docking arrangements, onward transport and any refunds, reimbursements or assistance available under the cruise operator's policies or applicable passenger rights.

Nothing in this section excludes or restricts any statutory rights or remedies to which the Hirer may be entitled.

 

We understand that unforeseen circumstances may arise, so if there are any changes or delays in your plans, kindly inform us as soon as possible. We will do our best to accommodate your needs and make necessary arrangements.

 

We kindly request that all change requests be submitted to us via email (info@needaminibus.com). We understand that plans can change, and we are here to assist you in making the necessary adjustments.

 

Please note that while we strive to accommodate all requests, changes cannot be made within 7 days of the hire date. In such cases, we kindly ask that you contact us immediately to resolve the request. 

 

It is important to mention that any changes made to your booking may result in additional charges or cancellation of your journey. These charges may include both an amendment fee and an increase in the cost of your hire. Rest assured, we will provide you with a detailed breakdown of these revised charges in writing. Need a minibus Ltd is not accountable for any loss caused. 

 

If the additional charges associated with the revised Vehicle Hire Services are not acceptable to you, we completely understand. In such cases, we provide an option for cancellation in accordance with the cancellation provisions outlined in the Terms.

 

Please note that if you (hirer) decide to cancel your booking, there will be a requirement for you to pay the full hire charges as per our cancellation agreement below. We understand that this may not be ideal, but it is important for us to adhere to our contractual obligations.

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Cancellation agreement:

0-6 days prior to you journey: 100% of the journey amount is lost

7-30 days prior to you journey: 25% of the journey amount is lost

31-beyond days prior to you journey: 0% of the journey amount is lost (Deposit will be refunded)

 

While we strive to provide reliable and efficient services, we want to clarify that in the unfortunate event of a breakdown, delay &  unforeseen circumstances beyond our control, we cannot be held responsible for any missed trains, flights, meetings, or other important events which impact your journey. We won’t be liable for any loss or inconvenience you may experience. It is crucial that you have the correct insurance coverage in place to protect yourself against such situations.

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If you flight is delayed we cannot be held responsible for any missed buses/coaches, trains, flights, meetings, or other important events.  We provide sufficient time for all journeys incase of any flight delays however If your delayed flight interferes with the next customers pickup, we will provide confirmation of the procedure to ensure you are collected at the earliest opportunity. 

​No refunds

Fuel price adjustment clause - Fuel cost variations  
The price quoted for your journey is based on fuel costs at the time of booking. If fuel prices increase significantly before the date of travel, we reserve the right to review and adjust the cost of your journey. This ensures that the service remains sustainable and can be delivered safely and reliably.

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Notification & Options  
If an adjustment is required, you will be notified promptly and provided with clear options, which may include:

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- Accepting the revised fare

- Modifying the journey (Standard change of journey policey will apply)

- Cancelling the booking (Standard cancelation policey will apply)

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We will work with you to find the most suitable solution.

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No Impact on other terms  
Any fuel‑related price adjustment will not affect or override any other Terms & Conditions. All other contractual obligations remain unchanged.

 

As part of our commitment to providing a clean and comfortable experience for all passengers, we have implemented a £50 cash payment policy for any misuse of the minibus. This includes incidents such as spillages or vomiting, which may result in additional cleaning and maintenance costs. Please note that the application of this policy is at the driver's discretion.

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All property brought onto any minibus is the responsibility of the owner. Need a minibus Ltd. Will not held responsible for any damages, loss or any other issues which may arise.  This includes any personal items which become lost or left on the any minibus. Need a minibus Ltd. Will aim to try and ensure any item left on any minibus is returned to the customer by collection from the customer. Children seating is the responsibility of the owner. Need a Minibus Ltd. Can store the children's seating for the return journey, however Need a Minibus Ltd. Will not held responsible for any damages, loss or any other issues which may arise.