Terms and Conditions

1. Definitions

In these Terms and Conditions, the following definitions apply:

• “Company” means Road Flash Limited trading as Mayfair Wedding Cars.
• “Client” means the person or persons making a booking with the Company.
• “Booking” means a confirmed reservation of one or more vehicles for a specified date, time and purpose.
• “Hire Period” means the agreed duration of vehicle hire as set out in the booking confirmation.
• “Event Date” means the date on which the hire is scheduled to take place.
• “Vehicle” means any chauffeur-driven car supplied by the Company under a Booking.
• “Force Majeure Event” has the meaning given in Clause 10.

2. Bookings & Confirmation

2.1  A Booking is only confirmed once the Client has received a written booking confirmation from the Company and the required deposit has been received and cleared.

2.2  The Company reserves the right to decline any Booking at its absolute discretion prior to issuing written confirmation.

2.3  The Client is responsible for ensuring all details provided at the time of Booking are accurate, including event date, venue addresses, timing, and number of passengers. Any errors must be notified to the Company immediately.

2.4  Bookings made more than 12 months in advance are accepted as provisional and are subject to the Company’s confirmation that the vehicle and chauffeur remain available as the Event Date approaches. The Company will reconfirm all such bookings no later than 60 days prior to the Event Date.

3. Deposits & Payment

3.1  A non-refundable deposit of 25% of the total hire fee is required to secure a Booking. No Booking shall be considered confirmed until this deposit has been received.

3.2  The outstanding balance is due no later than 28 days prior to the Event Date. Failure to pay the balance by this date may result in the Booking being cancelled and the deposit being forfeited.

3.3  For Bookings made within 28 days of the Event Date, the full hire fee is payable at the time of booking.

3.4  All prices are quoted in pounds sterling and are inclusive of VAT where applicable.

3.5  Payment may be made by bank transfer, debit card, or credit card. The Company does not accept cash payments.

4. Cancellation by the Client

4.1  All cancellations must be made in writing to the Company.

4.2  The following cancellation charges apply:

•  More than 90 days before the Event Date: deposit forfeited, no further charge.

•  Between 90 and 28 days before the Event Date: 50% of the total hire fee.

•  Between 28 and 14 days before the Event Date: 75% of the total hire fee.

•  Less than 14 days before the Event Date: 100% of the total hire fee.

4.3  The Company strongly recommends that Clients take out wedding insurance which covers supplier cancellation, as this may reimburse cancellation charges in certain circumstances.

5. Cancellation by the Company

5.1  The Company reserves the right to cancel a Booking in exceptional circumstances. In the event of cancellation by the Company (other than due to a Force Majeure Event as set out in Clause 10), the Company will:

•  Use all reasonable endeavours to source a suitable alternative vehicle of equivalent or superior specification at no additional cost to the Client; or

•  Where no suitable alternative can be found, refund all monies paid in full.

5.2  The Company’s liability in the event of cancellation shall be limited to the refund of monies paid. The Company shall not be liable for any consequential losses, including but not limited to venue cancellation fees, photographer costs, or other third-party supplier costs.

6. Vehicle & Chauffeur

6.1  The Company will use all reasonable endeavours to provide the specific vehicle confirmed in the Booking. In the event that the confirmed vehicle is unavailable due to mechanical failure, accident, or other unforeseen circumstance, the Company will endeavour to provide a suitable alternative vehicle of equivalent or superior specification.

6.2  All chauffeurs are professionally presented, licensed, and experienced. The Company reserves the right to substitute a chauffeur where necessary without prior notice to the Client.

6.3  The chauffeur’s primary duty is to the safe operation of the vehicle and compliance with all applicable road traffic legislation. The chauffeur’s decisions regarding route, speed, and timing shall be final in the interests of safety.

6.4  Vehicles are non-smoking. No smoking or vaping is permitted in any Company vehicle at any time.

6.5  The consumption of alcohol in Company vehicles is permitted in moderate quantities by passengers aged 18 and over. The Company reserves the right to refuse carriage to any passenger who is intoxicated and whose behaviour poses a risk to the vehicle, the chauffeur, or other passengers.

6.6  The Client shall be liable for any damage caused to the vehicle by the Client or any passenger, including soiling, spillage, breakage, or vandalism. A minimum valeting charge of £250 will apply in the event of soiling.

7. Timings & Delays

7.1  The Company will make every effort to arrive at the agreed collection point at the agreed time. However, the Company cannot guarantee punctuality in circumstances beyond its reasonable control, including but not limited to traffic congestion, road closures, accidents on the route, or adverse weather conditions.

7.2  The Company recommends that Clients build adequate contingency time into their event schedule. The Company will not be held liable for delays to ceremonies, receptions, or other events arising from late arrival caused by circumstances beyond its control.

7.3  Where the Hire Period is exceeded due to circumstances within the Client’s control, additional time will be charged at the applicable hourly rate, invoiced after the event.

7.4  Where delays are caused by circumstances within the Company’s control, no additional charge will be made for the additional time required.

8. Vehicle Breakdown

8.1  All Company vehicles are maintained to a high standard and undergo regular servicing and safety checks. However, mechanical failure can occur without warning and the Company cannot guarantee that a vehicle will not break down.

8.2  In the event of a breakdown during the Hire Period, the Company will:

•  Immediately notify the Client and take all reasonable steps to rectify the fault or arrange a replacement vehicle as quickly as possible.

•  Contact roadside assistance and recovery services without delay.

•  Use all reasonable endeavours to source a replacement vehicle, which may not be of the same make, model, or specification as the original vehicle booked.

8.3  In the event of a breakdown, the Company’s liability shall be limited to a proportional refund of the hire fee reflecting any portion of the Hire Period that could not be fulfilled. No further compensation shall be payable.

8.4  The Company shall not be liable for any consequential losses arising from a breakdown, including but not limited to late arrival at a ceremony, missed photographic opportunities, or any distress caused.

9. Passenger Numbers & Conduct

9.1  The number of passengers carried in any vehicle must not exceed the legal seating capacity of that vehicle. The Company reserves the right to refuse to carry additional passengers beyond the stated capacity.

9.2  The Client is responsible for the conduct of all passengers travelling in Company vehicles. Any behaviour that endangers the safety of the chauffeur, vehicle, or other road users, or that is threatening, abusive, or offensive, will result in the journey being terminated immediately. No refund will be given in such circumstances.

10. Force Majeure

10.1  Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from a Force Majeure Event.

10.2  A Force Majeure Event means any event beyond a party’s reasonable control, including but not limited to:

• Acts of God, including flood, earthquake, storm, hurricane, or other natural disaster.
• Epidemic, pandemic, or public health emergency declared by a government or public health authority.
• Acts of terrorism, war, civil unrest, or riot.
• Government action, legislation, regulation, or restriction, including road closures ordered by a public authority.
• Fire, explosion, or major accident.
• Extreme weather conditions rendering travel unsafe, as determined by the Company or relevant authorities.
• National mourning periods or state events resulting in road closures or travel restrictions.
• Failure of third-party infrastructure, including fuel shortages or major road network failures.

10.3  In the event of a Force Majeure Event, the Company will notify the Client as soon as reasonably practicable and will use all reasonable endeavours to find an alternative solution.

10.4  Where a Force Majeure Event prevents the Company from fulfilling a Booking and no alternative can be arranged, the Company will refund the deposit paid. The Company shall have no further liability to the Client in such circumstances.

11. Limitation of Liability

11.1  The Company’s total liability to the Client in respect of any Booking, whether arising in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total hire fee paid by the Client for that Booking.

11.2  The Company shall not be liable for any indirect, consequential, or special losses, including but not limited to loss of enjoyment, distress, disappointment, loss of a chance, or third-party costs.

11.3  Nothing in these Terms shall limit or exclude the Company’s liability for death or personal injury caused by its negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

12. Insurance

12.1  All Company vehicles are insured for hire and reward in accordance with applicable legal requirements.

12.2  The Client is advised to obtain appropriate wedding or event insurance to cover cancellation, postponement, and supplier failure. The Company shall not be responsible for any losses that would have been covered by such insurance.

13. Complaints

13.1  Any complaint regarding the service provided must be submitted in writing to the Company within 14 days of the Event Date. The Company will acknowledge all complaints within 5 working days and aim to resolve them within 28 days.

13.2  Complaints submitted outside this timeframe may not be considered.

14. Data Protection & Privacy

14.1  The Company will process personal data provided by the Client in accordance with its Privacy Policy and applicable data protection legislation, including the UK GDPR. Personal data will be used solely for the purpose of managing the Booking and will not be shared with third parties except where required to fulfil the service.

15. Governing Law

15.1  These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.

15.2  Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Amendments to These Terms

16.1  The Company reserves the right to amend these Terms and Conditions at any time. The version of the Terms in force at the time a Booking is confirmed shall apply to that Booking.

16.2  By paying a deposit and confirming a Booking, the Client agrees to be bound by these Terms and Conditions in their entirety.