Hire terms
& conditions.
Clear conditions for your Apex booking, from driver approval to vehicle return.
Last updated: 3 October 2026
Your booking detailsDeposits, insurance excesses, mileage allowances and fees depend on the vehicle and dates. We confirm them in writing before you commit.
1. Your hire agreement
These conditions apply to self-drive hire arranged with Apex Services London Ltd. Read them alongside your written quotation, vehicle-specific hire agreement and handover record. We provide the booking documents before you commit. Any additional supplier conditions must also be disclosed before booking. Nothing in these conditions limits your statutory rights.
2. Booking and vehicle confirmation
Sending an enquiry does not reserve a vehicle. A booking is confirmed when Apex accepts it in writing and the agreed booking requirements are met. Confirm the model, dates, delivery address and specification with us. Website photographs and specifications are representative. A replacement vehicle or price change requires your agreement; we will explain your options if the requested vehicle becomes unavailable.
3. Drivers and eligibility
Drivers must be at least 25 and hold a valid licence for the vehicle throughout the hire. Some vehicles or insurers may require a higher minimum age or additional driving experience, which we confirm before booking. Every driver must complete the required identity and licence checks and be approved in writing. Tell us about relevant endorsements, disqualifications, claims and changes affecting eligibility. Only approved drivers named in the hire agreement may drive.
4. Documents and checks
We confirm the identification, address evidence and licence-check information needed for your booking. Requirements may differ for UK and overseas licences. Provide accurate details and the requested documents before handover. Contact us before paying if you are unsure whether your licence or circumstances meet the requirements. We explain any eligibility issue and the applicable cancellation arrangements before accepting a booking.
5. Quotation and payment
The minimum self-drive hire period is 2 days. Your quotation sets out the hire period, total payable price including applicable taxes and mandatory charges, payment deadlines, delivery and collection costs, and any optional services. Mileage allowances and additional charges must be disclosed before you commit. Payment methods and any booking payment are confirmed in writing. A booking payment is distinct from the security deposit. Charges cannot be added merely because they were omitted from the quotation.
6. Security deposit
The amount, payment or authorisation method, release timetable and permitted deductions are stated in your hire agreement before payment. A security deposit is not automatically forfeited following an incident or breach. Any deduction must be justified under the agreement and supported by an explanation and evidence of the amount owed. We release the undisputed balance promptly within the agreed timetable. Your bank may take additional time to release a card authorisation.
7. Insurance and responsibility
Before booking, we explain the insurance arrangement, approved drivers, permitted territory, excess and significant exclusions for the selected vehicle. Do not assume that every type of damage is covered or that liability is limited to the security deposit. Any uninsured liability must be clearly explained in the agreement. The security deposit and insurance excess are separate amounts. Tell us immediately about an incident and cooperate with reasonable insurer enquiries. We do not charge twice for the same loss.
8. Handover and condition
Check the vehicle with us at handover. The condition record should include existing damage, mileage, fuel or charge level, keys and supplied equipment. Ask for any discrepancy to be recorded before departure and retain the handover information. We supply a roadworthy vehicle suitable for the agreed use. If you discover a safety issue, stop driving when safe and contact Apex.
9. Using and caring for the vehicle
Use the vehicle lawfully and within its passenger, load and operating limits. Racing, track use, speed testing, sub-hire and carrying passengers for payment are prohibited. Do not drive while impaired or allow an unapproved person to drive. Keep keys secure, lock the vehicle when unattended and use the correct fuel. Smoking is prohibited. Obtain written approval before taking the vehicle outside the agreed territory or arranging repairs or modifications.
10. Mileage, fuel and charging
Self-drive hire includes 100 miles per day. Your quotation confirms the rate for additional miles. Long-term mileage allowances are agreed separately. The handover and return readings determine mileage used. Return the agreed fuel or charge level. Any refuelling, charging or service charge must have been disclosed before booking and reflect the agreed arrangements. Tell us promptly if you use the wrong fuel or encounter a charging problem; do not continue driving if this could cause damage.
11. Accidents, theft and breakdowns
Put safety first and contact the emergency services when needed. Notify Apex as soon as it is safe, follow the incident instructions supplied at handover and comply with legal reporting duties. Record relevant details and photographs where safe. Do not continue using an unsafe vehicle. Contact us before arranging non-emergency repairs or recovery so we can agree the next steps with the vehicle provider or insurer.
12. Return, extensions and damage
Return the vehicle, keys and equipment at the agreed place and time. Ask Apex to approve an extension before the hire ends; availability and any additional charge must be agreed. Notify us promptly if delayed. We compare the return condition with the handover record, allowing for fair wear and tear. Any damage, cleaning, missing-item or late-return charge must follow the disclosed agreement and be reasonable and evidenced. We provide details of any proposed deduction and a way to dispute it.
13. Road charges and penalties
You are responsible for applicable parking, toll, congestion and other road charges arising from your use during the hire, and penalties attributable to you. Tell us promptly about a notice affecting the vehicle. Any administration fee must have been disclosed before booking. We provide the notice or other supporting details and explain any transfer of liability or charge.
14. Changes, cancellations and refunds
Contact Apex by email or WhatsApp as soon as you need to change or cancel, quoting your booking reference. Self-drive cancellation charges are based on notice before the agreed hire start: 14 days or more — 25% of the total hire charge; 7 days to less than 14 days — 50%; less than 7 days — 75%. Date changes are subject to availability and any revised quotation. For consumer bookings, the charge is reduced where required to reflect the reasonable direct loss caused, taking account of costs saved and replacement bookings. We take reasonable steps to reduce losses, credit advance payments against the charge and refund any remaining balance. Early-return arrangements are confirmed before booking. If we cannot supply the agreed hire, you may accept an agreed alternative or receive a refund for the service not supplied. Your statutory rights are unaffected.
15. Long-term arrangements
For arrangements of 3 to 24 months, a separate written agreement confirms the term, mileage, payments, servicing, insurance, early termination and return conditions. Sending a long-term enquiry does not create a hire, lease or finance agreement. These general conditions do not replace the specific documentation for that arrangement.
16. Information, complaints and your rights
We use booking information to arrange and administer your hire, complete relevant checks and handle incidents. Any vehicle tracking or telematics arrangements must be explained before hire. See our privacy information or contact us about how your information is handled. Raise a complaint with your booking reference and supporting details so we can investigate. Nothing excludes liability that cannot lawfully be excluded or prevents you from using your applicable consumer rights.
For booking questions or complaints, email info@apexserviceslondon.co.uk or call +44 (0)7500 500502. Privacy information.