1. Application

These conditions apply whether a contract has been made verbally or in writing. The hirer acts on behalf of all the passengers travelling on the vehicles. If the hirer is a Company, group, or partnership, an individual must be named as a responsible person. The hirer is responsible for the actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party. If the hirer is not going to travel with the party, a representative must be chosen, and Bryans Coaches informed prior to the hire taking place. Bryans Coaches will only accept instructions from the hirer or their nominated representative. Where a copy of these conditions has been given to the hirer at any time, or the hirer has been advised verbally of all significant terms, making a booking will be deemed to signify acceptance of them. Where a hirer makes a booking before receiving these conditions and without being advised verbally of all significant terms, the hirer may cancel the contract without liability to the operator within 48 hours of receiving these conditions. Otherwise, the hirer will be deemed to accept these conditions.

2. Quotations

Quotations are given on the basis of the direct route and on information provided by the hirer. The route used will be at the discretion of Bryans Coaches unless it has been particularly specified by the hirer in which case it will be clearly shown on the confirmation. All quotations are given subject to Bryans Coaches having available a suitable vehicle at the time the hirer accepts the quotation. Quotations are valid for 28 days unless otherwise notified.

3. Use of the Vehicle

The hirer cannot assume the use of the vehicle between outward and return journeys, nor that it will remain at the destination for the hirer’s use unless this has been agreed with Bryans Coaches in advance.

4. Route and Time Variation

Bryans Coaches reserves the right to levy additional charges for additional mileage or time to that agreed. The charges will be pro-rata and in accordance with the formula advised on the booking confirmation. The vehicle will depart at times agreed by the hirer and it is the responsibility of the hirer to account for all passengers at those times. Bryans Coaches will not accept liability for any losses incurred by passengers who fail to follow instructions given by the hirer.

5. Drivers’ Hours

The hours of operation for the driver are regulated by law and the hirer accepts the responsibility of ensuring the hire keeps to the hours and times agreed by Bryans Coaches. Neither the hirer nor any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur the hirer will be responsible for any additional costs incurred unless it is outside the control of the hirer. The calculation of any additional costs will be as in condition 4.

6. Seating Capacity

Bryans Coaches will, at the time of booking, agree and specify the legal seating capacity of the vehicle to be supplied. The hirer must not load the vehicle beyond this capacity.

7. Conveyance of Animals

On a private hire, no animals (other than assistance dogs notified to Bryans Coaches in advance) may be carried on any vehicle without prior written agreement from Bryans Coaches.

8. Confirmation

Normally, written confirmation by Bryans Coaches is the only basis for the acceptance of a hiring or for a subsequent alteration to its terms.

9. Payment

Any deposit requested must be paid by the date stated and payment in full must be made before the start of the hire unless otherwise agreed by Bryans Coaches. Bryans Coaches reserves the right to add interest at the rate of 2% per annum above the base rate of RBS Bank, calculated on a daily basis, from the date by which payment should have been made.

10. Cancellation by Hirer

If the hirer wishes to cancel any agreement the following scale of charges will apply in relation to the total hire charge.  

Notice given Charge
Single vehicle More than one vehicle
10 days or more None 50% of hire
6-9 days 25% of hire 60% of hire
3-5 days 35% of hire 70% of hire
1 or 2 days 50% of hire 80% of hire
Day of hire before arrival of coach at departure point or after arrival of coach at departure point 100% of hire 100% of hire

The cost of accommodation, meals and theatre tickets which have already been purchased by Bryans Coaches at the request of the hirer, will be charged to the hirer, plus any administration charges incurred by Bryans Coaches. Cancellation due to inclement weather conditions will be charged as above. Theatre tickets* once purchased are not returnable and must be paid in full (*or other such ancillary service).

11. Cancellation by Bryans Coaches

In the event of any emergency, riot, civil commotion, strike, lock out, stoppage or restraint of labour or on the happening of any event over which Bryans Coaches has no control (including adverse weather and road conditions) or in the event of the hirer taking any action to vary agreed conditions unilaterally, Bryans Coaches may, by returning all money paid and without further or other liability, cancel the contract.

12. Vehicle to be provided

Bryans Coaches reserves the right to provide a larger vehicle than that specified at no additional charge unless any extra seats are used in which case an additional pro rata charge will be made to the hire charge. Bryans Coaches reserves the right to substitute another vehicle (including those of other operators) or ancillary facilities for all or part of the hiring subject to such substitutes being of at least equivalent quality.

13. Breakdown and Delays

Bryans Coaches gives its advice on journey time in good faith. However, as a result of breakdown or traffic congestion, or other events beyond the reasonable control of Bryans Coaches, journeys may take longer than predicted and in those circumstances Bryans Coaches will not be liable for any loss or inconvenience suffered by the hirer as a result.

14. Agency Arrangements

Where Bryans Coaches hires in vehicles from other operators at the request of the hirer and where Bryans Coaches arranges ancillary facilities such as meals, accommodation, ferries, admission tickets or any other services provided by another supplier, it does so as agent for and on behalf of the hirer. Any terms and conditions imposed by such other suppliers through Bryans Coaches shall, insofar as they are supplied to the hirer, be binding on the hirer as if he had directly contracted such services and the hirer shall indemnify Bryans Coaches against any loss, claim, damage or award in respect of a breach of such supplier’s terms and conditions brought about by the hirer’s action.

15. Package Travel Regulations

If the hirer organises other elements of a package in addition to the provision of transport, the hirer may be defined as an ‘organiser’ or a ‘retailer’ for the purposes of the Package Travel, Package Holidays, and Package Tours Regulations 1992 and as such may be required to comply with the provisions of those Regulations. In this instance, Bryans Coaches cannot accept any liability that may be incurred for injury, losses or damage that it would otherwise accept under the terms of those Regulations. The hirer accepts responsibility for establishing whether they are so defined and Bryans Coaches cannot accept liability for loss or damage incurred that should have been the responsibility of the hirer if the hirer was the legally defined organiser or retailer. Where Bryans Coaches agrees to act as an organiser or retailer it will issue separate conditions of trading relating to its liabilities and responsibilities under the Regulations.

16. Passengers’ Property

All vehicles hired by Bryans Coaches are subject to restrictions on carrying luggage for statutory safety reasons. The hirer accepts that the driver shall be the sole judge as to whether and to what extent passengers’ property is carried. Large bulky items may not be able to be carried, and the hirer should take all steps to notify Bryans Coaches in advance of such requirements. Bryans Coaches accepts any personal property of the hirer and their passengers on the understanding that it will take all reasonable steps to avoid loss or damage. The hirer should notify Bryans Coaches or the driver if items of exceptional value are to be carried on the vehicle. It is the hirer’s responsibility to minimise risk of loss when property is left unattended. Bryans Coaches’ liability for loss and damage to property, however caused, is limited to £500 per bag, case or package with an overall limit of £1000 (overall claim value) maximum per passenger. It is the responsibility of the hirer to ensure that items over this value are insured separately for loss and damage. The limits in this section do not apply to personal injury claims. All articles of lost property recovered from the vehicle will be held at Bryans Coaches premises where the vehicle is based, and will be subject to the current Public Service Vehicle (Lost Property) Regulations. Bryans Coaches will provide details of this legislation on request.

17. Conduct of Passengers

The driver is responsible for the safety of the vehicle at all times and as such may remove any passenger whose behaviour prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These regulations set out certain rights and responsibilities on all parties and full details of these can be obtained from Bryans Coaches on request. The hirer is responsible for any damage caused to the vehicle by any passenger for the duration of the hire. Where the hire is to a sporting event, the hirer should be aware of the legal requirements relating to alcohol contained in the Sporting Events (Control of Alcohol) Act 1985, (as amended) and the conditions of entry to race courses as laid down by the Race Course Association Ltd. Bryans Coaches will provide details of these restrictions on request.

18. Complaints

In the event of complaint about Bryans Coaches’ services the hirer should endeavour to seek a solution at the time by seeking assistance from the driver or from Bryans Coaches. If this has not provided a remedy, complaints should be submitted in writing and within 14 days of the termination date of the hire. Bryans Coaches will acknowledge all complaints within 14 days and will normally reply fully within 28 days.

19. Notices

No bill, poster or notice is to be displayed on any vehicle without the written consent of Bryans Coaches.

20. Refreshment and Alcoholic Drinks

Other than on a vehicle fitted expressly for that purpose, food (except confectionery) and drink (including alcoholic beverages) may not be consumed on the vehicle without prior written consent from Bryans Coaches.

21. Surcharges

Once a confirmation has been issued to the hirer, providing there are 30 days prior to the departure date, Bryans Coaches reserves the right to pass on increases in the cost of fuel, taxes imposed by the Governments of the UK and of other countries to be visited during the journey, road tolls, and foreign currency. No surcharges will be levied within 30 days of departure. On notification of such surcharges the hirer may cancel the booking subject to the scale of cancellation charges shown in paragraph 10. The liability of Bryans Coaches will be limited to the cost of the hire and any ancillary services supplied.