Imperial Ride Terms & Conditions

1. General

1.1 Company Information
Imperial Ride is the trading name of Imperial Ride Limited, a company incorporated and registered in England and Wales under company number 9073365.
Transport for London (TfL) Operator Licence: 00898402
VAT Registration Number: 198227568

1.2 Acceptance of Terms
By engaging our services, the client acknowledges and accepts these Terms & Conditions in full. Imperial Ride Limited reserves the right to amend these terms at any time for legal, operational, or developmental purposes. Any revisions shall be published on our official website, with a minimum of fourteen (14) days’ notice. Continued use of our services following such notification shall be deemed acceptance of the revised terms.

1.3 Passenger Conduct During the Ride

• The playing of loud music within the vehicle is strictly prohibited.
• The consumption of alcohol is not permitted unless expressly authorised in advance.
• The use of illegal substances is forbidden; any breach shall entitle the chauffeur to terminate the service without refund.
• A surcharge of £75.00 to £100.00 shall be levied in respect of cleaning costs for incidents including, but not limited to, vomiting, pet fouling, or food-related spills.

2. Booking Terms

2.1 Pre-Booking Requirement
All services must be reserved in advance. Requests for extensions to existing bookings shall be subject to chauffeur availability and are not guaranteed.

2.2 Booking Methods
Bookings may be made through any of the following authorised channels:

• The Imperial Ride official website
• Business WhatsApp number
• Email correspondence
• Telephonic communication

2.3 Vehicle Selection
Clients may select from available classes including Business Class, Business Van, Luxury Class, or Luxury SUV. Any images or media provided are illustrative in nature and do not constitute a representation or warranty as to the exact vehicle supplied.

2.4 Class Upgrades
At our discretion, complimentary upgrades to a higher class of vehicle may be provided. In such cases, charges will be levied in accordance with the vehicle class actually utilised.

2.5 Minimum Booking Notice

• Rolls Royce Phantom: minimum twenty-four (24) hours' notice required.
• All other vehicle types: minimum sixty (60) minutes' notice.
• International reservations: minimum twenty-four (24) hours' notice.

2.6 Coverage
Imperial Ride services are available internationally. Clients are required to provide complete address details including postal codes for the purpose of accurate fare quotations.

2.7 English Channel Crossings

Clients shall bear full responsibility for all costs relating to Eurotunnel or ferry crossings.

3. Contract of Service

3.1 Additional Charges
Additional charges may apply for extended journey duration, additional stops, waiting time, parking, or any deviation from the original itinerary.

3.2 Hourly Bookings
All hourly hire bookings must conclude within the same city in which they originated, unless otherwise agreed in writing. If the booking starts from the airport, any parking charges will not be included in the hourly hire rate

4. Operational Policies

4.1 Operator Responsibility
Imperial Ride operates in compliance with Regulation 9(14) of the Private Hire Vehicles (London) (Operators’ Licences) Regulations 2000. We are responsible for the conduct of the driver, the condition of the vehicle, and the safe execution of the journey.

4.2 Child Safety

• Child seats are available upon request; additional charges may apply.
• Under current UK legislation, private hire vehicles are exempt from mandatory child seat requirements.
• Parental or guardian supervision is required for all minors.
• Disruptive behaviour may result in immediate termination of the service.
• Minimum age for unaccompanied passengers is twelve (12). A written declaration is required for individuals under the age of eighteen (18).

4.3 Pet Policy

• Advance notice and approval are mandatory for the carriage of pets, save for certified assistance animals.
• Any cleaning or repair costs arising as a result of pet carriage shall be borne by the client.

4.4 Luggage Policy

• Luggage must be within the prescribed limits stated at the time of booking.
• Only cabin-sized items are permitted within the passenger compartment.
• Rear windows must remain unobstructed at all times.
• Drivers reserve the right to decline any excess or unauthorised luggage items.

4.5 Luggage Assistance

• Drivers are expected to assist with loading and unloading of luggage.
• In instances involving stairs or multi-storey premises, porter assistance is available upon prior request and at additional cost.

4.6 Luggae Transportation Service
Our luggage vans are only for carrying luggage and not for passengers. If one individual travels, it will be strictly as a helping assistant for loading and unloading, not as a passenger. All charges apply solely to the movement of luggage and do not represent a fare for passenger transport. By proceeding, you confirm acceptance of this arrangement.

4.7 Delays and Traffic
Imperial Ride shall not be held liable for any delays caused by traffic congestion, adverse weather conditions, public demonstrations, road closures, or other force majeure events. No refunds or compensation shall be offered for missed flights, rail services, or other time-sensitive appointments arising from such delays.

4.8 Customer-Caused Penalties
Any penalties or fines incurred due to unauthorised stops, the absence of required permits, or customer-directed route deviations shall be the responsibility of the client.

4.9 Dashcams
Certain vehicles may be equipped with video-only dashcams for security purposes. Clients who object to such recording must inform us prior to the commencement of service.

4.10 Vouchers & Promotions

• A single promotional voucher may be applied per booking.
• Promo code SAVE10% is valid exclusively for first-time customers, subject to a maximum discount of £20. Not to be combined with other offers.

4.11 Third-Party Websites
We disclaim liability for errors, omissions, or disruptions arising from bookings made through third-party platforms.

4.12 Vehicle Substitution
In the event of vehicle breakdown or unavailability, a comparable replacement vehicle will be provided at no additional cost.

4.13 GPS Tracking
Vehicles may utilise GPS tracking technology for operational and safety oversight.

• Location data is retained in accordance with our Data Protection Policy.
• Data is accessed solely for service monitoring and complaints investigation.
• Clients may request access to their travel logs within thirty (30) days of journey completion.

5. No-Show & Cancellation Policy

5.1 No-Show Definition

• Airport pickups: a no-show shall be deemed to occur if the client fails to present themselves within ninety (90) minutes of actual flight landing.
• Non-airport pickups: a no-show occurs after thirty (30) minutes from the agreed pickup time.

5.3 Flight Cancellations
Clients must inform us at least four (4) hours prior to the scheduled pickup time to avoid incurring cancellation charges.

5.4 Client Cancellations

• Transfers: Cancellations received more than one (1) hour before pickup time incur no charge.
• Hourly bookings: No charge applies if cancelled more than one (1) hour before pickup or prior to the driver marking the journey as “On Route.”
• Luxury and Elite Class vehicles: require a minimum of forty-eight (48) hours' notice.

5.5 European/International Rides
Cancellations must be made at least seven (7) days in advance to avoid full charges. Eurotunnel and ferry charges are non-refundable.

5.6 Flight Waiting Policy & Pickup Time Adjustments

• The complimentary sixty (60) minute airport waiting period shall commence immediately upon actual flight landing, irrespective of the scheduled pickup time.

Determining Adjusted Pickup Times
Pickup timing shall be recalculated using the following principles:

• We take into account the originally scheduled flight landing time, the client’s requested pickup time, and the actual flight landing time.
• Where a flight lands later than scheduled, and the client has requested a post-landing pickup, we shall adjust the pickup time accordingly.

Examples:
– If a flight is scheduled to land at 08:00 AM and the client requests a pickup at 08:30 AM, but the flight is delayed and lands at 08:30 AM, the new pickup time will be adjusted to 09:00 AM.
– If a flight is scheduled to land at 08:00 AM and the client requests a pickup at 08:30 AM, but the flight lands early at 07:30 AM, the pickup time will be brought forward to 08:00 AM.

6. Conduct & Responsibilities

6.1 Passenger Behaviour

• Smoking, verbal abuse, and reckless conduct (including opening doors while the vehicle is in motion) are strictly prohibited.
• The chauffeur reserves the right to refuse service to intoxicated or disruptive passengers.

6.2 Lost Property

• All lost property is retained at our registered office. Return arrangements and associated costs are the responsibility of the client.
• Imperial Ride bears no liability for lost items unless due to proven negligence by its personnel.

6.3 Damage & Cleaning Fees

• Any damage to the vehicle’s interior or exterior attributable to the client shall result in full liability for the associated costs.
• A cleaning charge of £75.00 to £100.00 shall be applied for soiling due to vomiting, pet fouling, or food spills.
• Such charges will be applied to the payment method used for the original booking. Disputed charges may result in legal action.

6.4 Passenger Injuries
Imperial Ride shall not be held liable for any injuries sustained due to negligent or improper behaviour on the part of the passenger.

6.5 Weddings
Decorative ribbons may be applied to the vehicle for photographic purposes but must be removed prior to vehicle movement.

7. Payment & Charges

7.1 Waiting Time & Grace Periods

• Airports: first sixty (60) minutes of waiting are free of charge.
• Other locations: first fifteen (15) minutes are free of charge.
• Waiting beyond the grace period shall be charged per minute, inclusive of any incurred parking fees.

7.2 Extra Mileage
Mileage exceeding the pre-booked allowance shall be invoiced in accordance with the published rate card.

7.3 Payment Terms

• Payment must be made in full at the time of booking via approved methods.
• Additional charges, including parking and waiting time, shall be charged post-trip within twenty-four (24) to forty-eight (48) hours.

7.4 Invoices
All invoices are issued within forty-eight (48) hours of journey completion.

7.5 Refund Policy

• Refunds exceeding £250.00 shall be subject to a processing fee of 2% or the applicable card charge, whichever is greater.
• No refunds shall be issued in the event of:
  – Late cancellations
  – Missed flights or trains
  – Client communication failures
  – Late booking amendments
  – Unverified service complaints

7.6 VAT Application
Imperial Ride operates under both principal and agent VAT models:

• Principal model: VAT applies to the total fare.
• Agent model: VAT applies to commission only.
  The applicable model is noted on your invoice. Please seek independent tax advice for VAT reclaim eligibility.

7.7 Chargebacks
A non-refundable administrative fee of £250.00 applies in instances where a client initiates a chargeback and Imperial Ride is required to submit supporting documentation.

7.8 Event & Peak-Time Surcharges
Dynamic pricing may apply during major events, public holidays, or periods of high demand.

7.9 Insurance
All vehicles and chauffeurs are fully covered under public liability, employer’s liability, and commercial vehicle insurance policies.

8. Legal Terms

8.1 Force Majeure
Imperial Ride shall not be held liable for non-performance or delays arising from circumstances beyond its reasonable control, including but not limited to strikes, natural disasters, terrorism, or governmental restrictions.

8.2 Jurisdiction
These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales. All disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

8.3 Severability
Should any provision of these terms be deemed unenforceable, such provision shall be severed without affecting the validity of the remaining provisions.

9. Privacy & Data

9.1 GDPR Compliance

• Personal data is collected solely for the purposes of booking administration, billing, and customer service.
• No data is sold or shared with third parties except where legally required or necessary to fulfil services.
• Data is securely stored in compliance with the UK General Data Protection Regulation (UK GDPR).
• Clients may at any time request access to, correction of, or deletion of their data.

10. Complaints & Contact

Clients may lodge complaints within fourteen (14) days of service delivery via telephone, email, or website form.
Complaints will be acknowledged within fourteen (14) days and a full resolution provided within twenty-eight (28) days.