CYCLE HIRE TERMS AND CONDITIONS
Pembrokeshire Bike Hire
These Terms and Conditions apply to all cycle and equipment hire provided by Pembrokeshire Bike Hire. By making a booking, completing a Hire Agreement Form, or accepting these Terms and Conditions through our online booking system, you agree to be bound by them.
1. BOOKING AND HIRE AGREEMENT
1.1
Pembrokeshire Bike Hire provides bicycles and associated equipment for hire. We aim to provide safe, reliable and well-maintained equipment and ask all customers to use it responsibly and with reasonable care.
1.2
Bikes and equipment may only be hired from Pembrokeshire Bike Hire following completion of a Hire Agreement Form or acceptance of these Terms and Conditions through our online booking system.
Once a booking has been accepted and payment has been made, a binding contract exists between Pembrokeshire Bike Hire and the hirer.
We reserve the right to decline or cancel a booking where we have reasonable grounds to do so, including where we believe the proposed use of the equipment would be unsafe or inappropriate.
1.3
All bookings are subject to availability.
Where a booking is made by one person on behalf of another person or persons, the person making the booking confirms that they have the authority to do so and accepts responsibility for ensuring that all relevant hirers are made aware of these Terms and Conditions.
1.4
The hire period begins when the bicycle or equipment is collected, delivered or otherwise made available to the hirer and ends when it is returned to Pembrokeshire Bike Hire or collected by us.
1.5
The bicycle supplied will be the bicycle or equivalent model specified in the booking, subject to availability. Where necessary, Pembrokeshire Bike Hire may provide a suitable alternative of equivalent or greater specification.
2. HIRER RESPONSIBILITIES AND USE OF THE BICYCLE
2.1
The hirer is responsible for the bicycle and all equipment supplied throughout the hire period.
The hirer must take reasonable care of the bicycle and equipment, keep them secure when not in use, and use them only for their intended purpose.
2.2
The hirer must be physically and mentally capable of riding the bicycle safely and must have sufficient cycling ability and experience for the type of riding they intend to undertake.
2.3
The bicycle must not be used:
- by anyone other than the named hirer unless Pembrokeshire Bike Hire has expressly agreed otherwise;
- while under the influence of alcohol or recreational drugs;
- while affected by medication or any other substance that may impair safe riding;
- while excessively fatigued;
- for any unlawful purpose;
- in a manner that is dangerous, reckless or likely to cause damage to the bicycle or another person or property;
- for towing or carrying another person unless the bicycle and equipment have specifically been designed and supplied for that purpose; or
- in any way that is contrary to the manufacturer’s instructions or the rules of an event in which the bicycle is being used.
2.4
The hirer must comply with all applicable road traffic laws, cycling regulations and safety requirements.
2.5
The hirer must not modify, dismantle, repair or alter the bicycle or any supplied equipment without prior permission from Pembrokeshire Bike Hire, except for minor adjustments intended for normal use, such as saddle height or handlebar position where appropriate.
2.6
The hirer must not sell, lend, hire out, pledge, dispose of, or otherwise part with possession of the bicycle or equipment.
2.7
The hirer is responsible for ensuring that the bicycle is suitable for their intended use, including their height, weight, cycling ability, riding position and intended distance.
Where the hirer is unsure whether a bicycle is suitable, they should contact Pembrokeshire Bike Hire before booking.
3. EVENT, RACE AND COMPETITION HIRE
Where a bicycle is hired for use in an organised event, race, triathlon, sportive, endurance event or other competitive or organised cycling activity, including IRONMAN Wales, the following additional terms apply.
3.1 Acknowledgement of Risk
The hirer acknowledges that participation in an organised cycling or endurance event carries inherent risks which may be greater than those associated with ordinary recreational cycling.
These risks may include, but are not limited to:
- prolonged physical exertion and fatigue;
- high speeds and sudden changes in speed or direction;
- riding in close proximity to other cyclists, pedestrians and vehicles;
- collisions with cyclists, vehicles, objects or the road surface;
- falls and loss of control;
- changing weather and road conditions;
- steep climbs and descents;
- dehydration, exhaustion and other consequences of physical exertion;
- mechanical or equipment failure;
- punctures and damage to tyres or other components; and
- serious injury or death.
The hirer voluntarily chooses to participate and accepts responsibility for managing these inherent risks.
3.2 Fitness, Experience and Preparation
The hirer is responsible for ensuring that they are sufficiently fit, experienced and prepared to undertake the event.
Pembrokeshire Bike Hire does not assess or guarantee the hirer’s fitness, cycling ability, experience or suitability for participation in any particular event.
The hirer should not participate if they are aware of any illness, injury, physical condition, medication or other circumstance that may make participation unsafe.
3.3 Familiarisation With the Bicycle
Where a bicycle is hired for an event, the hirer is responsible for becoming familiar with its operation, handling, fit, controls, gearing, braking and characteristics before the event.
Pembrokeshire Bike Hire strongly recommends that hirers undertake sufficient practice and familiarisation before using a hired bicycle in a competitive or endurance event.
3.4 Event Rules
The hirer is responsible for complying with all rules, regulations, safety requirements and instructions issued by the event organiser and any relevant governing body.
The hirer is also responsible for ensuring that the hired bicycle and equipment comply with the requirements of the event.
3.5 Responsibility During the Event
The hirer remains responsible for the bicycle and equipment throughout the hire period, including while participating in an event.
The hirer must ride responsibly and must stop using the bicycle if they believe that continuing to ride would be unsafe or if the bicycle develops a fault that could affect its safe operation.
3.6 No Guarantee of Event Completion
Pembrokeshire Bike Hire does not guarantee that the hirer will be able to start, complete or achieve any particular result in an event.
Failure to start or complete an event because of injury, illness, fatigue, weather, road conditions, mechanical problems, event cancellation, disqualification or any other circumstance does not automatically entitle the hirer to a refund.
3.7 Event Organiser
Pembrokeshire Bike Hire is a bicycle hire provider and is not the organiser of any event in which the hirer participates.
Responsibility for the organisation, course, safety arrangements, event rules, cancellation or postponement of an event rests with the event organiser.
4. PERSONAL SAFETY
4.1
Cycling involves inherent risks and the hirer is responsible for riding in a safe and responsible manner.
4.2
Pembrokeshire Bike Hire strongly recommends that a properly fitted cycle helmet is worn at all times.
4.3
The hirer should wear appropriate clothing and footwear and ensure that they are adequately prepared for the weather and conditions.
4.4
The hirer must not ride while under the influence of alcohol, recreational drugs, or any substance or medication that may impair their ability to ride safely.
4.5
The hirer must exercise appropriate caution when riding in poor weather, darkness, heavy traffic, unfamiliar locations or difficult road conditions.
4.6
Novice or inexperienced riders should seek appropriate instruction or supervision before undertaking unfamiliar or challenging rides.
5. CARE, DAMAGE, LOSS AND THEFT
5.1
The hirer is responsible for keeping all bicycles and equipment safe from damage, loss and theft during the hire period.
5.2
The hirer must take reasonable precautions to prevent theft, including using any supplied lock correctly and securing the bicycle to an appropriate fixed object where practical.
5.3
The hirer must notify Pembrokeshire Bike Hire as soon as reasonably possible if a bicycle or item of equipment is lost, damaged or stolen.
Where theft occurs, the hirer should also report the theft to the police and provide Pembrokeshire Bike Hire with the relevant crime reference number.
5.4
Damage caused by a collision, crash, misuse, neglect, abuse or failure to take reasonable care will be the responsibility of the hirer.
5.5
The hirer may be charged the reasonable cost of repairing damage caused during the hire period.
Where an item is lost or stolen, the hirer may be charged the reasonable cost of replacement, taking into account the age and condition of the item where appropriate.
5.6
Normal wear and tear resulting from reasonable use is not considered damage and is included within the hire price.
5.7
The hirer must not attempt to repair significant damage or mechanical faults without first contacting Pembrokeshire Bike Hire.
5.8
Where a bicycle becomes unsafe to ride, the hirer must stop using it and contact Pembrokeshire Bike Hire as soon as reasonably practicable.
6. MECHANICAL PROBLEMS AND BREAKDOWNS
6.1
Although all bicycles are checked and maintained before hire, bicycles are mechanical items and mechanical problems, punctures and component failures can occur during use.
6.2
The hirer must notify Pembrokeshire Bike Hire as soon as reasonably possible if a mechanical problem occurs.
6.3
Where reasonably practicable, Pembrokeshire Bike Hire will provide assistance or advice during the hire period. The availability, timing and nature of assistance cannot be guaranteed and may depend on location, weather, traffic, availability of parts and other circumstances.
6.4
The hirer must not continue riding a bicycle where doing so could reasonably be considered unsafe.
6.5
The cost of repairs arising from normal mechanical failure or normal wear and tear will generally be the responsibility of Pembrokeshire Bike Hire.
The cost of repairs arising from misuse, accident, neglect, unauthorised modification or failure to follow reasonable instructions may be charged to the hirer.
6.6
Pembrokeshire Bike Hire cannot guarantee that a bicycle will remain fault-free throughout the hire period.
7. PAYMENT, DEPOSITS AND ADDITIONAL CHARGES
7.1
Payment for the hire is required in accordance with the booking arrangements and, unless otherwise agreed, must be made before the hire period begins.
7.2
Pembrokeshire Bike Hire may require a payment card, security deposit or other appropriate security before releasing the bicycle.
7.3
Where a deposit is taken, it may be used to cover reasonable costs arising from:
- damage to the bicycle or equipment;
- loss or theft;
- missing equipment or accessories;
- late return;
- unauthorised use;
- cleaning required as a result of unreasonable use; or
- other charges properly due under these Terms and Conditions.
7.4
Any unused balance of a security deposit will be returned following inspection of the bicycle and equipment and confirmation that all items have been returned.
7.5
Where additional costs exceed the amount of the security deposit, the hirer remains responsible for paying the balance.
7.6 Late Returns
Bicycles and equipment must be returned at the agreed time and location.
A late return may result in an additional charge. Unless otherwise agreed in writing, the charge will be twice the published daily hire rate for each day or part-day that the bicycle is returned late.
This does not limit our right to recover additional reasonable losses where a late return causes us to lose another confirmed booking.
8. CANCELLATION AND REFUNDS
8.1
Payments are collected when the booking is made.
Our standard cancellation charges are:
- More than 1 month before the hire/event date: no cancellation charge.
- Between 1 month and 2 weeks before the hire/event date: 30% of the hire value.
- Between 2 weeks and 3 days before the hire/event date: 50% of the hire value.
- Less than 3 days before the hire/event date or on the day of hire: 100% of the hire value.
8.2
We may consider individual circumstances and exceptional situations at our discretion.
8.3
Where Pembrokeshire Bike Hire is unable to provide the booked bicycle or an appropriate equivalent, we will offer an appropriate alternative, a suitable replacement arrangement, or a refund as appropriate.
8.4
Where an event is cancelled, postponed or materially changed by the event organiser, the hirer’s rights will depend on the circumstances and any costs already incurred in preparing and fulfilling the booking.
Where reasonably possible, Pembrokeshire Bike Hire will work with the hirer to transfer the booking to a new date.
8.5
Nothing in this section affects any statutory cancellation or refund rights that apply to the booking.
9. E-BIKE AND BATTERY SAFETY
Where an e-bike or e-bike battery is hired, the following additional requirements apply.
9.1
E-bike batteries must only be charged using the charger supplied or specifically approved by Pembrokeshire Bike Hire.
9.2
Charging must take place in a suitable, dry and well-ventilated location away from combustible materials and sources of heat.
9.3
The hirer must follow the manufacturer’s charging instructions and any additional instructions provided by Pembrokeshire Bike Hire.
9.4
The hirer must obtain permission from the owner or manager of any accommodation before charging an e-bike battery on third-party premises.
9.5
The charger must not be used if the cable, plug, charger or battery appears damaged.
9.6
The hirer must not open, modify, dismantle or attempt to repair an e-bike battery or charger.
9.7
If a battery becomes unusually hot, swollen, damaged, emits smoke, produces an unusual smell or otherwise appears unsafe, the hirer must stop using it immediately and contact Pembrokeshire Bike Hire.
9.8
The battery and charger must not be left charging in circumstances where this would be contrary to the manufacturer’s instructions or create an unreasonable safety risk. Where practical, the hirer should monitor charging and disconnect the charger when charging is complete.
9.9
The hirer is responsible for damage caused by misuse, improper charging, unauthorised modification or failure to follow the manufacturer’s or Pembrokeshire Bike Hire’s instructions.
9.10
Batteries and chargers will be inspected on return. Damage caused by misuse or negligence may result in a charge for reasonable repair or replacement costs.
10. OUR RESPONSIBILITIES AND LIABILITY
10.1
Pembrokeshire Bike Hire will take reasonable care to ensure that bicycles and equipment supplied for hire are in a safe and serviceable condition at the start of the hire period.
10.2
Nothing in these Terms and Conditions excludes or limits any liability which cannot lawfully be excluded or limited.
This includes liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability which cannot legally be excluded or limited.
10.3
Subject to clause 10.2, we are not responsible for loss or damage arising from:
- the hirer’s own actions or omissions;
- misuse or unsafe use of the bicycle;
- failure to follow reasonable safety instructions;
- the actions or omissions of third parties;
- circumstances outside our reasonable control;
- weather, road or traffic conditions;
- event cancellation, postponement, alteration or disqualification by an event organiser; or
- the hirer’s inability to complete an activity or event due to fitness, illness, injury, fatigue or other personal circumstances.
10.4
We are not responsible for indirect or consequential losses where such losses can lawfully be excluded.
10.5
Subject to clause 10.2 and applicable consumer law, our liability for other losses arising directly from the hire will be limited to the amount paid for the relevant hire, except where a different limitation is required by law or would be unfair or unreasonable.
10.6
Nothing in these Terms and Conditions affects the hirer’s statutory rights as a consumer.
11. INSURANCE
11.1
The hirer is responsible for arranging any insurance they consider appropriate for the hire period and any event in which they participate.
11.2
Pembrokeshire Bike Hire strongly recommends that hirers consider appropriate cycling, personal accident, liability and event insurance, particularly where the bicycle is being hired for a competitive or endurance event.
11.3
The hirer should check that any insurance policy covers the intended use of the bicycle, including participation in the specific event.
11.4
Where Pembrokeshire Bike Hire offers an insurance product, this will be subject to the terms, conditions, exclusions and requirements of the relevant insurance provider.
12. FORCE MAJEURE
12.1
Pembrokeshire Bike Hire will not be responsible for failure or delay in providing a hire where this results from circumstances outside our reasonable control.
Such circumstances may include severe weather, flooding, fire, industrial action, road closures, government restrictions, natural disasters, war, terrorism, civil unrest, significant infrastructure failure, or other events beyond our reasonable control.
12.2
Where such circumstances affect a booking, we will make reasonable efforts to provide an alternative arrangement where possible.
13. DATA PROTECTION
13.1
Pembrokeshire Bike Hire will process personal information in accordance with applicable UK data protection legislation and our Privacy Notice.
13.2
Personal information may be used for purposes including processing bookings, communicating with customers, taking payments, managing deposits, providing support, maintaining records and meeting legal obligations.
13.3
Further information about how we collect, use, store and protect personal information is available in our Privacy Notice.
14. GENERAL TERMS
14.1
These Terms and Conditions, together with the booking information and any specific written agreement between Pembrokeshire Bike Hire and the hirer, constitute the agreement relating to the hire.
14.2
Any variation to these Terms and Conditions relating to an individual booking must be agreed in writing.
14.3
If any provision of these Terms and Conditions is found to be invalid, unlawful or unenforceable, the remaining provisions will continue to apply.
14.4
A failure or delay by either party to exercise a right under these Terms and Conditions does not constitute a waiver of that right.
14.5
The hirer may not transfer their booking or obligations to another person without the prior agreement of Pembrokeshire Bike Hire.
14.6
These Terms and Conditions do not affect any rights available to consumers under applicable law.
14.7
These Terms and Conditions are governed by the law of England and Wales, and the courts of England and Wales will have jurisdiction, subject to any mandatory rights the hirer may have under applicable consumer law.
15. EVENT HIRE ACKNOWLEDGEMENT
For bookings where a bicycle is being hired for an organised event, race, triathlon, sportive or endurance event, the hirer confirms:
I understand that participation in an organised cycling or endurance event carries inherent risks, including the risk of serious injury or death.
I accept responsibility for ensuring that I am sufficiently fit, experienced and prepared to participate in the event and that I am familiar with the bicycle before using it in the event.
I understand that I am responsible for the bicycle and equipment throughout the hire period and agree to use them responsibly and in accordance with these Terms and Conditions, the manufacturer’s instructions and the event organiser’s rules.
I understand that Pembrokeshire Bike Hire is providing the bicycle and equipment and is not responsible for organising or controlling the event itself.
I understand that I am responsible for deciding whether to start, continue or stop participating in the event based on my own condition, the bicycle’s condition and the prevailing circumstances.
Pembrokeshire Bike Hire
These Terms and Conditions should be read alongside our Privacy Notice and any specific information provided with your booking.
Pembrokeshire Bike Hire® 2024 - Part of Cycle Works Pembrokeshire. VAT Reg 371 9192 77