SYNERGY AUTOMOTIVE SHORT-TERM LEASE AND RENTAL TERMS AND CONDITIONS

For assistance during business hours Monday – Friday, please contact our Short-Term and Mini Lease Team on 01423 228296 [email protected]

Getting started with the contract

  1. Before the delivery of the vehicle, Synergy Car Leasing requires a clear copy of the driver of the vehicle’s driving licence and proof of address for the business or Hirer in the form of utility bill or bank statement dated within the last 90 days.
  2. The vehicle must be covered on the Hirer’s fully comprehensive insurance policy. Synergy Car Leasing requires a copy of the insurance certificate prior to delivery of the vehicle.
  3. For vehicles hired for a minimum 12-month agreement, Synergy Car Leasing charges a £225+vat Vehicle Sourcing Charge.
  4. Payment terms: the initial rental and damage deposit will be collected prior to delivery. Regular payments will be taken by direct debit. Any failed direct debits will incur a late payment fee of £36.50+vat.
  5. If a direct debit fails and the normal payment is not made within 48 hours, Synergy Car Leasing reserves the right to repossess the vehicle immediately and any associated charges and outstanding payments will be charged to the hirer of the vehicle.
  6. The damage deposit will be refunded once the vehicle has been collected and inspected, less any damage charges where applicable.
  7. Abortive delivery and collection will incur an administration fee at £36.50+vat per incident, plus any costs passed on by any third parties for the abortive delivery or collection.
  8. On delivery of the vehicle, the hirer/driver should check the vehicle carefully for damage such as scratches in the bodywork. Make a note on the paperwork to avoid any charges at the end of the hire.
  9. The Hirer/driver agrees not to take the vehicle out of the UK without our express written permission. If permission is granted you will be issued with a Vehicle on Hire Certificate (VE103B), which has an administration charge of £15.00+vat for issuing the certificate. The driver is responsible for being aware of and complying with the driving laws and regulations of other countries. The driver should ensure they have comprehensive international breakdown cover which includes the repatriation of the vehicle to the UK in the event it cannot be repaired abroad, and that the vehicle insurance applies outside the UK in any applicable countries.
  10. Synergy Car Leasing reserves the right, on occasion, to substitute the vehicle during the term of the contract with another similar vehicle. Every effort will be made to ensure the vehicle is an acceptable replacement vehicle to the customer, however in certain situations Synergy may be dependent on vehicle availability. 

Hirer’s obligations and charges

  1. The driver should familiarise themselves with the vehicle and ensure that they know where the controls for essential instruments such as headlights, hazard warning lights and horn are situated and what type of fuel the vehicle uses. Electric or plug-in hybrid vehicles must be charged according to the manufacturer’s instructions.
  2. The Hirer must notify Synergy if they become aware of any defect with the vehicle, or if the vehicle is stolen or involved in an accident. Failure to notify Synergy may result in a breach of agreement and the Hirer may be liable for any costs Synergy incurs.
  3. The Hirer is responsible for the rental charge as stated in the short-term hire/mini lease agreement.
  4. The Hirer is responsible for paying, where applicable, the Synergy administration fee to reflect reasonable administration costs for dealing, for example, with fines, charges, damage and loss among other matters. In addition, the Hirer is responsible for paying any said costs, fines and charges related to the vehicle during the agreement. 
  5. Unless otherwise stated, the vehicle is to be maintained by the Hirer and the rental covers fair wear only. Hirers of the vehicle are responsible for tyre damage, puncture and blowout. Windscreen replacement or repairs are the hirer’s responsibility. Breakdown cover is provided under warranty by the manufacturer of the vehicle. If your vehicle is out of warranty, it is the hirer’s responsibility to organise their own breakdown cover for the vehicle. Certain vehicles sourced through Leaseplan Flexible do have maintenance included, if this is the case the Hirer will be informed.  It is the Hirer’s responsibility to keep the LeasePlan Flexible vehicle maintained whilst in possession of the vehicle, this includes keeping the MOT and servicing up to date.
    Should the driver need any in life services such as breakdown assistance, accident management servicing/ MOT, they will need to contact the Leaseplan Driverline on 03444 937644 where the relevant team will be happy to assist.
  6. The driver should make routine inspections of the vehicle to ensure it is kept in good working order. For example, oil and water and coolant levels, front and rear windscreen washer fluid and tyre pressures.
  7. The vehicle must be driven in accordance with all applicable road traffic laws and regulations and any relevant local laws and driving regulations.
  8. Any luggage or goods in the vehicle must be secured to the extent they will not cause damage to the vehicle or cause risk to any passengers or to any third party or to any third-party property.
  9. The vehicle should never be driven under the influence of alcohol, hallucinatory drugs, narcotics, barbiturates, other illegal drugs or any other substance (whether legal or illegal) that is liable to impair driving ability.
  10. The cost to replace lost or damaged keys will result in the minimum charge at the manufacturers price of their replacement unit. An administration fee of £36.50+vat and postage will be added to the cost of the replacement key.
  11. The Hirer is responsible for any road-traffic offence; parking and motoring offences; congestion, city, low emissions zones, and clean air zone charges; toll charges; and any other offence or charges involving the vehicle, including costs from the vehicle being clamped, seized or towed away. These will incur a £36.50+vat administration fee per fine.
  12. The Hirer is responsible for any charges including London Congestion charges, any Low Emission Zone charges and Dart Tunnel or other toll charges.
  13. The vehicle should be treated with due care and respect and the driver should ensure that it is always locked and protected by its anti-theft devices when it is parked or left unattended.
  14. It is illegal to use a handheld mobile phone while driving any vehicle.
  15. No smoking is allowed in the vehicle. If we reasonably think that smoking has happened in the vehicle there will be an administration fee payable of £36.50+vat plus the cost of the cleaning. If a fine is imposed by the supplier of the vehicle for smoking, this will be passed on at cost to the customer.
  16. No alterations can be made to the vehicle (e.g., do not fit roof or bike racks, tow bars, winter tyres).
  17. The vehicle cannot be used for any illegal purposes or in a way which would cause nuisance; to carry passengers for a fee; for driving lessons; to tow or push any vehicle, trailer or other object without our written permission; for racing, pacemaking, or to test the vehicle’s reliability, performance or speed; off roads or on roads unsuitable for the vehicle; if the vehicle is loaded beyond the manufacturer’s maximum weight recommendations; to carry unsecured loads; to carry more passengers that the vehicle was manufactured to legally carry; to operate a goods vehicle or minibus without a valid operator’s licence when required to do so.

Returning the vehicle

  1. If a vehicle is returned prior to the minimum contract agreement, there will be an additional Cancellation Charge of £100.00+vat per vehicle plus any outstanding days rental owed at the current rate if applicable.
  2. If the vehicle is not collected/returned by the end date of the agreement and you have not contacted us to extend the use of the vehicle, Synergy will charge you for every day or part of day you still have the vehicle.
  3. If the Hirer does not keep to the conditions of the agreement, Synergy will notify you by email, SMS or letter and organise collection of the vehicle. Once we have sent you notification, you no longer have our permission to have the vehicle; for notification by letter via first class post, two days after posting you will no longer have our permission to have the vehicle.
  4. The Hirer is responsible for the condition of the vehicle, and it should be returned in the same condition as it was delivered at the start of the hire period. The vehicle must be returned clean both inside and out. The vehicle will be inspected on collection, and you may be charged for any damage not noted when the vehicle was delivered which is outside of the British Vehicle Rental and Leasing Association (BVRLA) Fair Wear and Tear Guide. The Hirer is responsible for any costs associated with the vehicle being damaged or stolen. There is a damage administration fee of £36.50+vat in addition to the cost of the damage.
  5. Vehicles must be returned with the required amount of fuel or electric charge for electric vehicles – i.e., full or not with the warning light on (as delivered to the customer). There is an administration charge of £15.00+vat plus the cost of the replacement fuel.
  6. Synergy Car Leasing does not accept any liability for personal belongings in the vehicle. The Hirer should also ensure that all personal belongings and any personal data are removed prior to collection of the vehicle. Synergy Car Leasing can accept no liability for belongings which are left in the vehicle after collection.