You must bring the following items to collect your van or trailer. Local hirers may be credit checked:
Notes for all hirers
1.1 Drivers must bring previous driving licences or a letter from their driving licence authority stating that they have held it for at least the minimum period if their current driving licence does not show the full period.
1.2 Licence must be in Roman letters, Latin alphabet or accompanied by an International Driving Permit (IDP). IDP’s must be accompanied by the national drivers licence.
1.3 Some occupations such as professional sports people or entertainers or foreign service personnel are excluded from the insurance policy, please enquire with the renting branch before booking.
1.4 Exclusions will apply with regards to traffic violations or penalty points. Any offences relating to drink or drug usage (however old) may result in no car being offered. Please enquire with the renting branch at time of booking if you have ANY endorsements, restrictions or penalty points.
1.5 Vehicles used for hire and reward are excluded from the insurance policy unless with explicit and written authority.
1.6 Hirers must ensure that their current home address is showing on the rental agreement.
1.7 UK licence holders who cannot prove return flight will be processed as a local hirer and will need to prove their address.
1.8 For security reasons name changes are not allowed.
1.9 The hirer of the vehicle is solely responsible to ensure that their licence is valid for use in the respective country and it remains the responsibility of the hirer to determine whether an international Driving Permit is required by law. Failure to provide a valid licence and IDP permit (where required) will result in a non-refundable cancellation of the reservation. UK driving licence holders regardless of country of residence, are required to bring their DVLA Check My Licence Code (https://www.gov.uk/view-driving-licence) with their driving licence and ID. Failure to do so will result in no van or trailer being offered or a call, as a last resort, to the DVLA which is a premium rate call and will result in a charge of £15.00 (including VAT). A photograph of drivers is required by the insurance underwriters and will be taken at the time of rental. In keeping with privacy legislation the image will not be shared outside Cool Motion or its insurer unless illegal activity is suspected, at which point it could be shared with Police or a duly authorised enforcement body. Due to insurance restrictions, licences issued in the following countries are not accepted. Please check with the renting branch prior to collection.
|Central African Republic||Niger|
|Congo, Republic of the||Pakistan|
|Dominica||Papau New Guinea|
|East Timor (see Timor-Leste)||Philippines|
|Eritea||Saint Vincent & Grenadines|
|Fiji||Sao Tome and Principe|
|Kenya||Trinidad and Tobago|
Vehicles must be returned to the location/drop off point in the same condition as when it was picked up/delivered. It is the responsibility of the customer to ensure that the vehicle is thoroughly checked prior to taking custody of the vehicle. The client accepts responsibility for taking care of the vehicle. Any negligent action or damage to the interior of the vehicle, nullifies the excess limits and any waivers taken. The client becomes responsible for all costs incurred. Whilst in charge of the vehicle the client accepts responsibility for maintaining the roadworthiness of the vehicle and agrees to take remedial action to avoid unnecessary cost/damage. This will include maintaining oil levels, tyre pressures and other common sense actions to maintain the vehicle. Costs will generally be covered if a receipt is provided. In keeping with industry standards and association guidelines, short term vehicle rental does not have a margin of fair wear and tear for damage. A short term rental is any hire for which the duration is less than 90 consecutive days. Any change to the condition of the vehicle during the rental will be the responsibility of the customer.
Our vehicles are classified into groups for clarity of booking. The group will print on your voucher. Reservations are confirmed for a group and not a particular model unless shown otherwise. We are unable to guarantee a particular make/model or fuel type of vehicle unless a guaranteed model group has been booked. The vehicle shown on any documentation is for guidance only and may be substituted with an alternative, similar or upgraded vehicle at no extra cost, at our discretion. Model groups described as "or similar" are not guaranteed, model groups described as "make model guaranteed" are guaranteed model groups.
Bookings under the Basic and Plus packages are subject to a maximum of 100 included miles per day* (cumulative) with excess miles being charged at £0.30 per mile (including VAT) For UK rentals, Unlimited Mileage can be purchased at an extra cost from £6.00 to £7.80 (including VAT) per day.*per day(s) rental duration not number of day(s) reserved."*per day(s) rental duration not number of day(s) reserved.
Basic – 100 Limited miles per day
Plus – 100 Limited miles per day
Premium – Unlimited miles per day
Premium Plus – Unlimited miles per day
Please see the Cool Motion locations page for local opening hours. Some local holiday variations may apply. Please check with your local office. Locations may be closed for pickups and returns on Public Holidays/Bank Holidays. Please check at the time of booking. For late collections or returns, please see section 18 below.
If an out of hours service is available, then rentals will attract a £36.00 (including VAT) charge payable on collection. Out of hours requests are treated as on request and cannot be guaranteed. Collections or returns after midnight will attract a fee of £75.00 (including VAT) if available. Not all locations offer out of hours returns and a 24 hour service should not be assumed where out of hours service is offered. Please refer to the locations page for more details.
Cool Motion locations accept credit cards for payment as detailed in the below table.All credit card payments will be subject to and must pass CHIP and PIN verification. Cards must be in the main driver’s name.
Failure to present a valid method of payment or there is a lack of sufficient funds available on the Credit Card or if the Credit Card expires within 2 months of hire return date, the car rental agent may refuse the release of the vehicle. No funds paid will be reimbursed.
Our standard excesses are shown below along with the pre-authorisation required by credit card in the main driver’s name. Our excess excludes damage to the wheels, tyres, glass, roof and underneath of the vehicle. Other exclusions apply, please refer to rental agreement for more details. Locations reserve the right to refuse a hirer based on penalty history, licence endorsement history etc. A pre-authorisation is the method by which a deposit amount is ringfenced rather than transacted as a sale. The monies must be available in the account but will not leave it. The amount will not be available to the account holder until released by their bank. The period until the funds are released is usually between 5 and 15 days but can be longer depending on the type of card and country of issue.
Refrigerated vehicles exclude damage to the interior refrigerated compartments.
*Premium fleet cars will normally include brands such as Mercedes; Audi; BMW; Jaguar etc. This list is not exhaustive.**Subject to location. Please confirm with your branch prior to collection.***Excess from £2505 at Downtown locations.
USA sourced rates are prices obtained only when browsing from a USA IP address. Rate structures in the USA differ from other continents in that they are not packages and usually exclude any insurance or taxation. Where a customer books a vehicle using US source rates the rate will exclude any form of CDW (Collision Damage Waiver) or TP (Theft Protection) limit on liability. Both CDW and TP will be available to purchase at the rental counter. Clients will sign to agree unlimited liability. The responsibility to ensure that this cover exists will be solely with the driver. Excesses and pre-authorisations will be as follows:
*Premium fleet cars will normally include brands such as Mercedes; Audi; BMW; etc. This list is not exhaustive.
Failure to report accidents truthfully and in keeping with the rental terms and conditions will result in risk reduction packages being null and void. Failure to cooperate or providing false information in connection with a claim will result in the driver being liable for all claims costs.
Drivers aged 21 to 24 years old will incur restrictions on vehicle size during the online booking process. Drivers aged 21 to 24 cannot drive any large or estate vehicles. Other limitations may apply, please contact the rental branch at the time of booking for more detail. For young drivers a daily surcharge of £50.00 per day applies. Relevant driving licence entitlement (for example D1 category on UK licence) must also be provided if applicable. The standard maximum age for insurance purposes is 80 years. Please check with the branch prior to booking.
*Young drivers may be subject to a different pre-authorisation amount, please check with the renting branch prior to collection.
Multi pricing packages - Basic, Plus, Premium and Premium Plus are available on numerous website channels and detail at both quote stage and on the rental voucher exactly what elements have been included in the price. Customers must check their package inclusions before booking and present the voucher at the rental counter.
Green Motion Basic
Excess - £1205 - £2505 (Glass and Tyres not covered)
Deposit/Pre-Auth -£1205 - £1705
Limited Mileage - 100 miles per day
Green Motion Plus
Excess - £400 - £800 (Glass and Tyres not covered)
Deposit/Pre-Auth - £400 - £800
Limited Mileage – 100 miles per day
Cancellation refunds as per terms and conditions
Green Motion Premium
Excess - £200 - £400
Deposit/Pre-Auth - £200 - £400
Unlimited Mileage - (Does not apply to overseas use, see section 23)
Cancellation refunds as per terms and conditions
Green Motion Premium Plus
Excess - £0
Deposit/Pre-Auth - £50
Unlimited Mileage - (Does not apply to overseas use, see section 23)
Glass and Tyres are covered Fast Track (If available)
Up to 2 optional extras
Free Cancellation up to 48 hours before hire (Standard cancellation policy will apply if cancelled under 48 hours)
Collision Damage Waiver and Theft Protection herein called CDW and TP respectively, are cover limiting the customer's liability for damage to or theft of the rental vehicle. The level of liability is the amount known as the excess will differ depending upon the type of vehicle, method of payment and customers age. The level of excess is given in more detail in point 8. The limits to liability offered by CDW and TP will not apply if the terms of the rental have been broken. All prices displayed are representative of the quote for the date / time range requested, and takes into account any promo codes that may have been utilised. Inclusive rates include CDW, TP and VAT with insurance covering the main driver (excess applicable). Exclusive rates exclude CDW and TP but include VAT. Excess is unlimited. Drivers signing the rental agreement on this basis accept full liability.
If purchased as additions to any of the pricing packages detailed in section 12 above, excess reduction products are defined as follows -
Risk Reduction Extra (RRE)* Reduces the liability for damage to glass and tyres only to zero. The excess liability for other damage and Wheels remain unchanged and are NOT covered. This daily charge which will be between £10** per day to £25** including VAT depending on vehicle group, with no maximum charge. For example, a windscreen chip or puncture would be covered, damage to the wheel or trim would not.
Risk Reduction Plus (RRPLUS)* Reduces the excess to either £800 or £400 depending on vehicle booked. Clients will remain liable for wheels, tyres, glass, the roof and underneath. Between £21** per day to £61 including VAT depending on vehicle group. This product can be taken alongside Risk Reduction Extra. For example, damage liability could be reduced from £1205 to £400 if RRPLUS is taken but the client would be responsible for the full cost of a tyre in the event of a puncture unless they take RRE in addition to RRPLUS. This product is not appropriate when a Cool Motion Plus package has been purchased.
Risk Reduction Advantage (RRA)* Reduces the excess to £200 (exceptions exist such as the underneath of the vehicle and damage following driver negligence such as cigarette burns). Between £24** per day to £63 including VAT depending on vehicle group. For example, damage liability could be reduced from £1205 to £200 if RRA is taken but the client would be responsible for damage to the bodywork up to £200. This product is not appropriate when a Cool Motion Premium package has been purchased.
Risk Reduction Premium (RRP)* Reduces the excess to zero (exceptions exist such as the underneath of the vehicle and damage following driver negligence such as cigarette burns). Between £26** per day to £69 including VAT depending on vehicle group. For example, the client will not be responsible for a scratch or parking dent to the vehicle but would be responsible for scratches or damage to the underside of the vehicle caused by driving where there is insufficient clearance. This product is not appropriate when a Green Motion Premium Plus package has been purchased. Excess insurance policies purchased from a third party are usually excess reimbursement policies. This means customers are liable for the excess amount detailed on their booking and must pay the deposit/pre-authorisation amount. In the unlikely event that damage occurs, customers are required to pay Cool Motion and will be able to claim for reimbursement of their costs through the policy purchased from the third party.
*Vans will not normally qualify for any risk reduction packages but please check with the location prior to your hire.*Young drivers will not be offered reduction packages.**Prices differ dependent on renting location – please confirm with your branch prior to collection. The offer of excess reduction products at the counter is not guaranteed and is subject to availability.
It is the responsibility of each hirer to cover the cost of any parking fines and traffic violations including but not limited to unpaid tolls and Congestion Charges. When fines or traffic violations occur and a Cool Motion location is involved in administering the violation, a management fee will be charged. This is a non-waiverable fee.
If you book via www.coolmotion.com, please see terms herein. If you book via a 3rd party please refer to their terms and conditions. We will do everything possible to provide a vehicle. This may include offering a different vehicle and rates may be different to the original booking. Late collections outside office hours may incur the ‘Out Of Hours’ fee, see section 6 above. No refunds will be given for rentals ended early, late collections, no-shows or cancellations made after the rental start date.
|AT AIRPORT LOCATIONS:|
We will do everything possible to provide a vehicle. This may include offering a different vehicle and rates may be different to the original booking. Late collections outside office hours may incur the ‘Out Of Hours’ fee, see section 6 above. No refunds will be given for rentals ended early, late collections, no-shows or cancellations made after the rental start date.
Cancellation of your reservation must be made by email or through your account on the Cool Motion website. For the protection of customers, telephone cancellations will not be accepted.
For pay on arrival reservations made online, the no-show/cancellation fee will equal the pre-paid amount and no refund will be due. All prepaid reservations will be subject to a minimum cancellation fee of £15. For customers who have booked the Cool Motion Basic Product – no refund will be due. For customers who have booked either the Cool Motion Plus Product or Cool Motion Premium Product, the following cancellation policy will apply. Cancellation notification sent 7 or more days before the start date: the prepaid amount will be refunded minus a £15 admin fee. Cancellation notification sent 3-6 days before the start date: 50% of the prepaid amount will be refunded. Cancellation notification sent 2 days before the start date: 25% of the prepaid amount will be refunded. Cancellation notification sent 0-1 days before the start date: no refund due. For any bookings where the prepaid amount is less than £15, there will be no refund due regardless of when the cancellation request was made. The notice period is based on a day being a 24 hour period, up to the start time, not a calendar day. For customers who have booked Cool Motion Premium Plus, they are entitled to Free Cancellation up until 48 hours of their reservation start time, If they wish to cancel less than 48 hours from the start of their reservations, the following policy will apply. Cancellation notification sent 2 days before the start date: 25% of the prepaid amount will be refunded. Cancellation notification sent 0-1 days before the start date: no refund due. The notice period is based on a day being a 24 hour period, up to the start time, not a calendar day.
For those customers who have elected to make a charitable donation, we would like customers to note that in the event of a cancellation of booking, this donation is not refunded.
No refunds (partial or full) will be given for rentals ended early, this includes ancillary purchases.
Not all Cool Motion locations offer one-way rentals, please check with your branch in advance. Where offered, an additional fee will be charged.
Please note that it may not always be possible for the hiring branch to extend the hire. Where the branch agrees to extend the hire, the rental will be charged at the prevailing rate which may be higher or lower than the original booking rate. Unauthorised rental extensions will be considered a breach of contract and will incur charges including reverting to ‘Rack Rate’ costs detailed below. The driver may be added to a risk database and declined for future hires.
A vehicle is hired for a contracted period as detailed on the rental agreement. There is a grace period of 59 minutes at the end of a hire after which charges will apply. After the grace period, Cool Motion will class the booking as late back and additional charges will fall due. We will charge a minimum of £36 + VAT but charges may be higher. We will make every attempt to contact you to inform you of the cost. We will charge for any billable optional extras such as baby seats, additional drivers or damage waivers already taken. The charge will be applied to the card used for security at the start of the hire. Late returns after the grace period will be considered unauthorised extensions if no written approval is gained from the rental location.
Cool Motion vehicles can only be used on the UK mainland - including Scottish Islands, Isle of Wight and Isle of Man – without written permission to do otherwise. Any costs associated with customer misuse/not using the vehicle in a sympathetic fashion e.g mis-fuelling or clutch misuse, in these islands will be the customer’s responsibility and customers should expect longer response times for warranty breakdown. Please ask counter staff about Roadside Assistance Plus. Permission for use in Ireland* or on the continent and France will attract the following charges: The cost will be calculated as the Standard rental + £140 surcharge + £30 per part calendar day.
Permission is not assured and must be sought from the Cool Motion supplying location 7 days prior to any overseas use. It is the responsibility of the driver to ensure all that all European driving regulations are followed including GB stickers plus any mandatory equipment required. If prior notice is not given then permission at the rental counter may be refused. Failure to obtain permission will result in a breach of contract and will incur charges including reverting to a rack rated tariff.
Charges will be dependent on the circumstances of each case e.g the cost of repatriation of the vehicle, foreign storage costs or impounding costs. When a vehicle is taken overseas a daily mileage limit of 100 miles will be applied to the ENTIRE rental. Mileage over the agreed amount with be charged at £0.30 pence per mile. Any unlimited mileage package applies to travel in the UK only. Cool Motion are unable to provide 'French Air Quality Certificates' to customers wishing to drive in Paris, Grenoble or Lyon therefore fines and potential charges may apply. We would recommend you do not drive our vehicles in these cities. If you take our vehicle to these cities and incur a fine then all costs relating to this fine will need to be covered by the hirer.
*Vehicles hired in Northern Ireland will not attract a fee for travel into the Republic of Ireland.
A delivery and collection service may be available within normal opening hours. Charges will apply. Please contact the location for details.
Cool Motion will charge if keys are lost or damaged. Please note that if a vehicle is stolen and keys are not returned to the rental location, the hirer will be deemed negligent. Lost keys are deemed as negligence and are not covered under the insurance excess limitation or risk reduction packages. Drivers will be liable for all costs relating to recovery, loss of use and repair. This list is not exhaustive.
Vehicles are supplied with fuel and should be returned with the same level The level of fuel supplied is not guaranteed and will be established at the point of vehicle collection, being between 1/8 tank and full. Fuel is at the hirers expense. Hirers are recommended to return the car with the same amount of fuel to avoid charges. The amount charged at that point will be higher than those experienced at petrol stations. This policy applies to all packages.
Manufacturer's warranty roadside assistance cover is included in our rates. Relevant contact details and roadside assistance procedures will be given prior to the commencement of the hire. Dependent on the circumstances we reserve the right not to provide a replacement vehicle. Breakdown or other occurrences which are not as a result of manufacturer fault are not covered unless Roadside Assistance Plus (RAP) has been purchased. Where Roadside Assistance Plus has been purchased, this does not limit any liability for the costs associated with driver error faults instead provides free recovery or other solution immobility. Breakdown occurring in remote rural areas (e.g, Highlands of Scotland) that are of a customer misuse/not using the vehicle in a sympathetic fashion nature, are not covered and will incur additional charges.
It is illegal to smoke in a rental vehicle. If you have smoked or allowed smoking within the vehicle, charges up to the full excess will apply. This includes allowing cigarette (or cigar) smoke or ash into the vehicle, which would imply the above.
We request no animals are transported in our vehicle unless contained. A valeting fee may be applied to rectify any soiling due to animal transportation. The minimum fee will be at least £96 (including VAT). In the event that a vehicle is returned in an unclean condition (internally or externally) and requires more than our standard clean, a valeting charge of £96 (including VAT) will apply. Hazardous or excessive soiling requiring specialist cleaning will be charged according to the nature of the specialist required.
Reservation amendments must be requested by email at least 24 hours prior to the start of your rental. Please note that telephone amendments will not be accepted. An amendment request is not assured and amendments will be treated as a new booking.
Some of our vehicles contain tracking devices which will be used in accordance with our data protection policy.
As a franchised organisation your rental branch is owned and managed on a local level. This makes complaint resolution more direct if raised at a senior level within the branch. Customers must contact the location specific customer service email, found in the location section of this website. Should you not receive a response in 5 days or are unable to reach a resolution with the branch, UK customer service will be happy to mediate. Please send copies of all correspondence with the branch and any other supporting documents to firstname.lastname@example.org. Any complaints should be made via email within 30 days of the return date. Complaints received after this period may not be considered. If customers have exhausted our internal customer service process without arriving at resolution, you will receive a deadlock letter providing you with contact details for the BVRLA as the appropriate ADR licenced body
All bookings are subject to our terms and conditions. Cool Motion Refrigerated Vehicle Rental Limited cannot accept liability for any charges incurred on documentation signed for and accepted locally. Cool Motion Refrigerated Vehicle Rental Limited will not be held responsible for anyone driving under the influence of alcohol or drugs causing wilful damage, off road driving or driving without due care and attention. The customer will accept responsibility in respect of such claims. This list is not exhaustive. When comprehensive insurance is taken out, it is to provide the customer with entitlement to drive and covers the vehicle in the event of an accident. In the case where a customer is found negligent, Cool Motion Refrigerated Vehicle Rental Limited and its locations reserve the right to pursue the customer for the recovery of all losses incurred.
Calls to Cool Motion may be recorded. Terms and Conditions issued March 2021 and may be subject to change at any time. All prices quoted herein are inclusive of VAT. Cool Motion in the United Kingdom and Northern Ireland is operated under a master country franchise agreement owned by Cool Motion Refrigerated Vehicle Rental Limited, registered in the United Kingdom. Company Number: 10458581. Registered Address:Unit 1 Aspen Farm Sheep Lane, Woburn, Milton Keynes, England, MK17 9HD. Each individual Cool Motion car rental location in the United Kingdom and Northern Ireland is operated under franchise agreement awarded by Cool Motion Refrigerated Vehicle Rental Limited. Company particulars can be made available on written request.
For those customers who have elected to make a charitable donation to the carbon offset fund - we would like customers to note that in the event of a cancellation of booking - this donation is not refundable.
Any promotional codes used at the time of booking are applied and therefore included within the displayed price.