Terms and Conditions of Private Hire

Sixty Sixty Coaches Limited, The Coach Depot, Merthyr Tydfil Industrial Park, Merthyr Tydfil, CF48 4DR is referred to in this document as the Company. 

Any person or customer travelling on a Company vehicle or intending to do so is referred in this document as a passenger/passengers. 

Index

Section 1 – Application

Section 2 – Quotations

Section 3 – Surcharges

Section 4 – Routes and Time Variation

Section 5 – Use of Vehicle

Section 6 – Drivers Hours

Section 7 – Seating Capacity, Passengers and Passenger Conduct

Section 8 – Passengers Property

Section 9 – Alcohol, Consumption of Foor and Drugs

Section 10 – Carriage of Children

Section 11 – Conveyance of Animals

Section 12 – Notices

Section 13 – Damages and Soiling

Section 14 – Breakdowns and Delays

Section 15 – Vehicles to be Provided.

Section 16 – Confirmation

Section 17 – Cancellation By the Hirer (All Hires except Account Customers)

Section 17a – Account Hire Cancellation

Section 18 – Cancellation by Company

Section 19 – Agency Agreements

Section 20 – Complaints

Section 21 – Payments

Section 22 – Airport, Ferry, Coach and Taxi Transfers

Section 23 – Sporting Event

Section 1 – Application

1.1 These conditions apply whether a contract has been made verbally or in writing.
1.2 Making a booking, either verbally or in writing, will be deemed an acceptance of these terms and conditions. To avoid disputes, written confirmations are preferred where possible.
1.3 The hirer acts on behalf of all passengers travelling on the vehicle(s) and is responsible for the actions and decisions of all passengers on board, including any additional costs incurred in fulfilling the contract, whether or not they actually travel with the party.
1.4 If the hirer is not travelling with the party, a representative must be appointed.

Section 2 – Quotations

2.1 Quotations are based on the information provided by the hirer, including but not limited to vehicle size, boarding locations, comfort stops, mileage, and destination. Any changes to these details may result in additional charges and are subject to availability.
2.2 The route taken will be at the discretion of the Company unless specifically requested by the hirer.
2.3 All quotations are subject to the availability of a suitable vehicle at the time the hirer accepts the quotation.
2.4 A quotation does not guarantee the date and time requested until the booking is confirmed in writing by the Company.
2.5 Until a quotation is confirmed, Sixty Sixty Coaches Limited reserves the right to allocate the date and time on a first-come, first-served basis.
2.6 Quotations are valid for 30 days.
2.7 Unless otherwise stated, quotations cover only the cost of the coach and driver. Additional charges such as accommodation, admission fees, meals, and parking fees will be the hirer’s responsibility unless specified otherwise.
2.8 Any additional needs and charges will be separately identified and quoted accordingly.
2.9 Bookings must be confirmed in writing. Any changes to the journey, route, destination, or timings must be communicated in writing or via our recorded phone line.
2.10 VAT Notice: Coach hire is zero-rated for VAT purposes, but any additional services subject to VAT will be clearly identified.

Section 3 – Surcharges

3.1 Once a confirmation has been issued, provided there are more than 28 days prior to the departure date, the Company reserves the right to pass on increases in fuel costs, taxes, road tolls, or any other costs outside of the Company’s control.
3.2 Upon notification of such charges, the hirer may cancel the booking, subject to the cancellation charges outlined in Section 17. The liability of the Company will be limited to the cost of the hire, and any ancillary services will be charged at the full rate.

Section 4 – Routes and Time Variation

4.1 If a vehicle is taken on a longer journey than that agreed at the time of booking, or if the agreed times are not adhered to, the Company reserves the right to charge an additional fee to cover the extra costs incurred.
4.2 Any amendments to routes or times during the hire must be confirmed with the Company in advance.
4.3 The vehicle will depart at the time agreed during booking, and the hirer is responsible for ensuring that all passengers are on board. The Company accepts no liability for loss or injury to any passengers who fail to join the vehicle at the agreed time.
4.4 Itinerary alterations must be made in writing at least two days before the hire. The hirer will be responsible for any costs incurred due to changes in the itinerary.
4.5 Any alterations to the agreed itinerary must be made through the Company, not directly with the driver.

Section 5 – Use of Vehicle

5.1 Unless prior written agreement is obtained, the hirer should not assume the vehicle will be available between outward and return journeys, or for incidental use when parked. The vehicle may not be sub-let, lent, or licensed by the hirer without the prior written consent of the Company.

Section 6 – Drivers’ Hours

6.1 Drivers’ hours and rest periods are regulated by law for the safety of all concerned, and these rules must be strictly observed.
6.2 The hours of operation agreed between the Company and the hirer must be adhered to, and the hirer is responsible for ensuring compliance with the agreed hours and times.
6.3 Variations are only accepted in cases of serious emergency or diversion.
6.4 The hirer must ensure that the journey is not delayed by them or any passengers, which could result in the driver being asked to breach drivers’ hours regulations or avoid taking required rest periods.
6.5 If a breach of drivers’ hours regulations is likely to occur, the hirer will bear all additional costs, unless the breach is outside of their control.
6.6 The Company reserves the right to refuse any journey that would result in a breach of drivers’ hours regulations.
6.7 The Company will not allow any journey to exceed the legal regulations under any circumstances.

Section 7 – Seating Capacity, Passengers and Passenger Conduct

7.1 The seating capacity of the hired vehicle will be confirmed at the time of booking. The hirer must not exceed the legal passenger capacity of the vehicle.
7.2 All passengers must remain seated with their seatbelts securely fastened while the vehicle is in motion, except when using the washroom or servery facilities (if available).
7.3 Passengers using washroom or servery facilities while the vehicle is in motion do so entirely at their own risk. The hirer is responsible for accounting for all passengers during the hire.
7.4 The Company will not accept liability for any loss or damage incurred by passengers who fail to follow instructions given by the hirer.
7.5 It is the hirer’s responsibility to ensure that appropriate staff-to-child ratios are maintained according to current regulations. Supervising adults must be seated throughout the vehicle and should not congregate in one area. We request that one staff member sits near an emergency exit to assist in case of evacuation and to prevent tampering with the door. Educational staff are also requested to set an example by wearing seatbelts at all times.
7.6 In the interests of other passengers, musical instruments, radios, or other audio devices may not be played without the driver’s permission.
7.7 It is strictly forbidden for any passenger to carry or consume illegal drugs on the vehicle.
7.8 Smoking, including the use of substitute products such as electronic cigarettes, is not permitted on any Company vehicle.
7.9 The driver is responsible for the safety of the vehicle and may remove or refuse to board any passenger whose conduct breaches the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors, and Passengers) Regulations 1990, or whose behavior is otherwise deemed unacceptable.
7.10 The hirer will be held responsible for the conduct of passengers and for any damage caused to the vehicle by passengers during the hire.
7.11 When the hire is for a sporting event, the hirer must comply with the legal requirements under the Sporting Events (Control of Alcohol) Act 1985 (as amended). The Company will provide details of these restrictions upon request.
7.12 The hirer must ensure that passengers do not distract the driver at any time while the vehicle is in motion.
7.13 Upon request, the Company will provide the hirer with a contact number for the driver for use during the hire. The hirer must ensure that this number is only used for the purpose of contacting the driver about the hire and only on the day(s) of hire. The hirer must not share this contact number with other passengers or individuals during or after the hire. Once the hire is completed, the hirer agrees to delete or destroy the number, in line with data protection guidelines.

Section 8 – Passengers’ Property

8.1 For safety reasons, all vehicles are subject to restrictions on the amount and type of luggage they can carry. Large items may not be permitted, and the hirer should inform the Company of any such items at the time of booking.
8.2 The driver has full discretion over the carriage and storage of luggage and personal property.
8.3 The Company will take reasonable steps to avoid loss or damage to passengers’ property. However, the hirer must inform the Company if high-value items are to be carried, and passengers are advised to insure such items independently.
8.4 The Company accepts no liability for loss or damage to passengers’ property left unattended in the vehicle.
8.5 All lost property found on the vehicle will be stored and handled according to the Public Service Vehicle (Lost Property) Regulations. Low-value items will be kept for one month, and high-value items (such as mobile phones or cameras) will be kept for three months, after which they will be destroyed. Upon request, lost property can be returned to the owner at their cost.
8.6 The hirer and passengers are responsible for ensuring that adequate insurance is in place to cover loss or damage to personal items.

Section 9 – Alcohol, Consumption of Food and Drugs

9.1 No alcohol may be carried or consumed on the vehicle without the prior written consent of the Company.
9.2 It is illegal to carry or consume alcoholic drinks on a coach traveling to or from a designated sporting event, as per the Sporting Events (Control of Alcohol) Act 1985 (as amended).
9.3 The hirer will be responsible for any fines, related costs, or other losses incurred as a result of a breach of the above Act by passengers.
9.4 Passengers must not consume food or drinks (other than confectionery) without the prior agreement of the Company or the permission of the driver.
9.5 The carrying or use of illegal drugs is strictly forbidden, and CCTV footage will be provided to the police if necessary.

Section 10 – Carriage of Children

10.1 General Seatbelt and Safety Rules

• All passengers must wear seatbelts where fitted, in accordance with the law.
• Passengers will be informed about seatbelt use at the start of every journey.
• We strongly recommend that passengers wear seatbelts at all times, even where legal exemptions apply, for their own safety.

10.2 Rules for the Carriage of Children

• Children under 3 years old
  • Children under 3 must use a child car seat where one is available.
  • If no child car seat is available, children under 3 are permitted to sit on a parent’s lap.
  • Children under 3 are not allowed in the front seats of minibuses or buses without a child car seat.
  • We strongly encourage the use of a child car seat for children under 3 whenever possible.
• Children aged 3 and above (up to 12 years old or 135 cm tall)
  • Children aged 3 and above must use a child car seat where one is available.
  • If no child car seat is available, children aged 3 and above must use an adult seatbelt.
  • We recommend that all children aged 3 and above use a child car seat or seatbelt at all times for maximum safety.
• Children over 12 years old or taller than 135 cm
  • Children over 12 years old or taller than 135 cm must wear a seatbelt where fitted, as required by law.

10.3 Minibuses and Coaches – Seatbelt and Child Restraint Rules

• Minibuses (up to 16 seats)
  • Children under 3 are not permitted to sit in the front seats without a child car seat.
  • Children aged 3 and above must use a seatbelt or child car seat in rear seats.
  • All children must use a seatbelt or child restraint, and it is strongly recommended that child car seats are used wherever possible.
• Coaches
  • Passengers aged 14 and over must wear seatbelts where fitted, by law.
  • Children under 14 must wear seatbelts if provided, and adults accompanying children are responsible for ensuring compliance.
  • We recommend that all passengers use seatbelts where available, even where exemptions apply.

10.4 Lap Sitting for Children under 3

• Children under 3 are permitted to sit on a parent’s lap in buses and coaches when a child car seat is not available.
• We strongly recommend that children under 3 be seated in their own seat with an appropriate restraint to maximize safety during travel.

10.5 Local Bus Services

• On local bus services, where standing passengers are permitted, seatbelt laws do not apply.
• However, we encourage all seated passengers to use seatbelts where fitted, including children, for their own safety.

10.6 Child Car Seats

• It is the responsibility of the hirer to provide child car seats for children under 12 years old and shorter than 135 cm where required by law.
• We strongly encourage the use of child car seats for all children to enhance safety during travel.
• If assistance is needed in securing child car seats for the journey, contact the Company in advance to make the necessary arrangements.

Section 11 – Conveyance of Animals

11.1 On private coach hires, no animals (other than guide dogs and hearing dogs, which must be notified to the Company in advance) may be carried without the prior written consent of the Company.

Section 12 – Notices

12.1 No notice, banner, poster, or similar item may be displayed on the vehicle without the prior written consent of the Company. Such notices must not obstruct the driver’s view or interfere with the legal requirements set by the Driver and Vehicle Standards Agency (DVSA).

Section 13 – Damages and Soiling

13.1 The hirer is responsible for any damage or soiling caused to the vehicle by any passenger during the hire. A minimum charge of £100 will apply for damages or soiling. If the damage or soiling renders the vehicle out of service, the Company reserves the right to charge a minimum of £500 per day or part thereof for the duration the vehicle is out of service.
13.2 The Company reserves the right to request a damage bond payment, which will be refunded if the vehicle is returned undamaged.

Section 14 – Breakdowns and Delays

14.1 The Company provides journey time estimates in good faith. However, the Company cannot guarantee the completion of any journey within a specific time and will not be held liable for any loss or inconvenience caused by breakdowns, traffic congestion, or delays outside the Company’s control.

Section 15 – Vehicles to be Provided

15.1 The Company reserves the right to provide a larger vehicle than specified at no additional charge, unless the extra seats are used, in which case an additional pro-rata charge will be added to the hire fee.
15.2 The Company reserves the right to substitute another vehicle (including vehicles from other operators) or ancillary facilities for all or part of the hire, provided that the substitute vehicle is of at least equivalent quality. If a vehicle of equivalent quality is not available, the Company reserves the right to use any available vehicle to complete the hire.

Section 16 – Confirmation

16.1 Written confirmation by the Company is the only basis for the acceptance of a hire or for any subsequent alterations to its terms.
16.2 A deposit is required to confirm a booking, and this deposit must be paid within 7 days unless otherwise agreed.
16.3 For hires up to £500.00, a £50.00 deposit is required. For hires over £500.00, a 10% deposit is required.
16.4 For all private bookings, deposits must be paid within 7 days, unless agreed otherwise before the booking.
16.5 Private bookings that fail to pay the deposit within 7 days will be canceled and billed in line with Section 17.
16.6 If a confirmed booking that failed to pay the required deposit is reinstated upon request, immediate payment of the required deposit will be necessary.
16.7 If a private booking is reinstated as per Section 16.6, reinstatement is subject to availability, and Sixty Sixty Coaches Limited does not accept any liability for bookings that are no longer viable or available.

Section 17 – Cancellation by the Hirer (All Hires except Account Customers)

17.1 Cancellations must first be made by telephone and then confirmed in writing.
17.2 All cancellations are subject to the following scale of charges:

17.3 For hires up to £500.00, there is a minimum cancellation fee of £50.00, which increases in line with the scale of cancellation.
17.4 All third-party costs, bookings, and arrangements made on behalf of the hirer related to the hire will be charged at full cost.
17.5 The above charges apply regardless of whether the deposit has been paid.
17.6 Short-notice hires (within 14 days) are subject to the same cancellation scale.
17.7 If the hirer wishes to cancel a booking on a specific date and reschedule, this may be accommodated, subject to availability.
17.8 If the hirer wishes to reschedule, the following administration fees will apply:

17.9 The administration fee will be deducted from any balance already paid, and a new invoice will be issued for the rescheduled hire.
17.10 Any remaining balance will be allocated to the rescheduled hire.
17.11 If the rescheduled hire has a lower value than the original hire, the remaining balance will be allocated to the hirer’s account for future hires.
17.12 If the hirer does not wish to use the Company’s services again and there is a remaining balance, these funds will be forfeited, in line with the original cancellation terms.
17.13 The above terms will apply to any future rescheduled hires.
17.14 If a booking that was moved due to a previous cancellation is then canceled, any funds from the original booking will be subject to a 100% cancellation fee, and the cancellation scale will not apply.
17.15 For newly arranged bookings that involve both account funds and new payments, funds from new payments will be subject to the cancellation scale in Section 17.2, while account funds will be subject to a 100% charge.

Section 17a – Account Hire Cancellation

17a.1 All account hires must be canceled via email.
17a.2 A hire will remain active unless written confirmation of the cancellation is received from the Company.
17a.3 Account hires may be canceled without any financial penalty or liability.

Section 18 – Cancellation by the Company

18.1 In the event of an emergency, force majeure, or any event beyond the Company’s control (including weather or road conditions), or if the hirer unilaterally alters the agreed conditions of hire, the Company may cancel the contract by returning any money paid without further liability.

Section 19 – Agency Agreements

19.1 When the Company hires vehicles from other operators at the hirer’s request, or arranges ancillary services such as meals, accommodation, ferries, or admission tickets provided by another supplier, it does so as an agent for the hirer. The terms and conditions imposed by the other supplier will apply to the hirer, and the hirer indemnifies the Company against any loss or damage resulting from the hirer’s breach of those terms and conditions.

Section 20 – Complaints

20.1 In the event of a complaint regarding the Company’s products or services, the hirer should first attempt to resolve the issue with the assistance of the driver, tour representative, guide, or the Company as soon as possible during the hire. If the issue is not resolved, complaints should be made in writing to the Company within 14 days. The Company will acknowledge complaints within three working days, and a full response can be expected within a further ten working days. If an investigation cannot be concluded within this timeframe, the Company will provide updates every five working days. The Company’s Feedback and Complaints Procedure is available upon request.
20.2 Complaints should be addressed in writing to: Sixty Sixty Coaches Limited, The Coach Depot, Merthyr Tydfil Industrial Park, Merthyr Tydfil, CF48 4DR, or via email at: admin@sixtysixty.co.uk.

Section 21 – Payments

21.1 Deposits are required upon confirmation of hire and must be paid within 7 days.
21.2 Full payment must be made 14 days before the hire date.
21.3 Account customers and organizations using purchase orders must provide them at the time of booking, and payment must be made within 30 days of the hire.
21.4 Local authority bookings are confirmed upon receipt of confirmation and are payable within 30 days of the hire date.
21.5 Invoice queries must be raised within 7 days of the invoice date, and payment must be made within 24 hours of the Company’s resolution of the matter.
21.6 The Company reserves the right to add interest at a rate of 3% per month above the base lending rate of Natwest Bank for late payments.
21.7 A late payment charge of £50.00 per £250.00 overdue will be applied.
21.8 The Company reserves the right to refer unpaid accounts to the County Court for judgment. Debt recovery costs will be included in such applications.
21.9 Payment can be made by cheque, cash in person, bank transfer, debit, or credit card.
21.10 Coach hire is zero-rated for VAT purposes.

Section 22 – Airport, Ferry, Coach, Taxi Transfers

22.1 When collecting passengers from airports, ferry ports, or similar locations, the coach will wait for one hour after the pre-arranged collection time free of charge. Any additional waiting time will be charged at the discretion of the Company.

Section 23 – Sporting Events

23.1 The carriage of alcohol to and from any designated sporting event is prohibited under Section 1(1) of the Sporting Events (Control of Alcohol) Act 1985, as amended by the Public Order Act 1986.
23.2 The carriage of fireworks, flares, or any article or substance designed to emit smoke, gas, or a visible flare is prohibited under Section 2A of the Sporting Events (Control of Alcohol) Act 1985, as amended by the Public Order Act 1986.
23.3 For hires traveling to designated sporting events, the Company will notify the police liaison office at the destination club, providing details such as the total number of passengers, the number of coaches booked, and the name and contact details of the lead passenger.
23.4 Coaches hired for designated sporting events must not stop within 10 miles of the venue, either en route or upon departure, unless otherwise directed by law enforcement.
23.5 Coaches must not arrive more than two hours before or later than one hour before the scheduled start of the event.
23.6 Coaches will only be allowed to set down and pick up passengers at a location designated by the Police Liaison Officer.
23.7 Coaches must depart no later than 30 minutes after the end of the event, regardless of whether all passengers are aboard, unless authorized by the Police Liaison Officer.
23.8 Passengers’ bags and personal belongings will be inspected by the driver. Any prohibited items, including alcohol, fireworks, or illegal substances, will be confiscated and must be left behind.
23.9 Sixty Sixty Coaches Limited will not be held liable for any losses resulting from passengers’ failure to comply with this policy or the relevant laws.

Issued by:
Sixty Sixty Coaches Limited
The Coach Depot, Merthyr Tydfil Industrial Park, Pentrebach, Merthyr Tydfil, CF48 4DR
01443 692060
www.sixtysixty.co.uk