Supplier Terms

1. About these terms

These terms apply between Premier Carriage Wedding Cars Ltd, trading as Event Car Hire (company no. 04319797, registered office 15 Rockstone Place, Southampton, Hampshire SO15 2EP) ("we", "us") and you, the business or vehicle owner who lists vehicles on eventcarhire.co.uk ("you", "the supplier").

You accept these terms when your account is set up or when you first list a vehicle. They should be read with our Website Terms of Use and Privacy Policy.

2. Our role

Event Car Hire operates an online marketplace and the technology behind it. We advertise your vehicles, pass customers' quote requests and booking requests to you, and connect customers to your own Stripe account to pay you. We don't set prices, approve bookings or take payments. You remain an independent business. Each booking is a contract directly between you and the customer, which we're not a party to, and you're responsible for providing the vehicle and service.

3. Your listings

• Keep your vehicle details, photos, operating area, the events each vehicle covers, and your deposit and balance terms accurate and up to date.
• Keep your availability calendar up to date so customers aren't offered vehicles you can't provide.
• Only upload photos and content you own or have permission to use. You allow us to display and edit them (for example resizing or cropping) to advertise your vehicles.
• We review vehicles before they go live and may edit, decline or remove a listing that is inaccurate, misleading or doesn't meet our standards.

4. Licences, insurance and standards

• You confirm that you hold, and will keep, all licences, permits, registrations and insurance required by law to provide the transport services you advertise.
• Where private hire licensing applies, you must hold the relevant private hire operator licence, or arrange the service through an appropriately licensed operator, in line with the law that applies.
• You must make sure all vehicles and drivers meet the legal requirements for the service you offer and the area you cover.
• You must tell us straight away if any relevant licence, permission or insurance policy expires, is suspended or revoked, or otherwise stops being valid.
• You must keep your vehicles roadworthy, clean and well presented, use professional drivers, reply to quote requests, booking requests and customer messages promptly, and honour the quotes and bookings you accept.
• We may ask for evidence that you meet these requirements at any time, and may suspend your vehicle listings if satisfactory evidence isn't provided.

5. Quotes and bookings

• You independently decide the price and availability of the transport services you advertise. Each quote should include everything in the customer's request.
• A quote you send through Event Car Hire is passed to the customer on your behalf.
• When a customer wants to go ahead, their booking request is sent to you. You must review the requested arrangements and explicitly accept or decline it in your dashboard, promptly.
• Event Car Hire doesn't approve bookings itself. Once you accept, the customer can pay the required amount directly to you.
• You authorise us to send automatic notifications recording your acceptance and the customer's payment, and to keep a record of these actions (see section 9).
• You're responsible for sending the customer your own formal booking confirmation and for providing the hire.
• You provide every booking under our standard Booking Terms and Cancellation & Refund Policy, using your own deposit and balance settings.
• Your Terms of Hire. Customers see your short Terms of Hire before they pay, built from your settings (such as how the balance can be paid, extra-time rates, food and drink, and cleaning charges) and your own short terms. Keep them accurate. They can add to, but not reduce, the customer's protections in our Booking Terms and Cancellation & Refund Policy.
• After booking, you deal with the customer directly about the arrangements, any changes and the balance.

6. Payments

• You need a Stripe account linked to your Event Car Hire account. Customer card payments are paid directly into it. Stripe's own processing fees are charged to you by Stripe.
• You're responsible for collecting the balance from the customer by the balance due date, and for any VAT and tax due on your income.

7. Commission

• Our standard commission is 8% + VAT of the total hire price of each booking that is confirmed and paid through Event Car Hire.
• Extras arranged directly: commission is based only on the hire price quoted and paid through Event Car Hire. If, after the booking is confirmed, the customer asks you for anything extra, such as more time on the day, an extra journey or another service, and pays you directly for it, no commission is due on those extras.
• Boosting: you can choose a higher commission rate for some or all of your vehicles or dates to give those listings more prominence on the site. Boosting doesn't guarantee a number of enquiries or bookings, and we decide how prominence works. Higher rates apply only to bookings made while they're in place.
• Cancellations and refunds: commission is earned when a booking is confirmed and paid, and is due on the full hire price even if the booking is later cancelled or refunded, whoever cancels and however much you refund. The only exceptions are a booking reversed because of fraud or a chargeback, or because of an error by Event Car Hire, where no commission is due.
• We'll invoice you for commission; invoices are payable within 14 days.
• Customers introduced to you through Event Car Hire should book through the site. If you take a booking directly from a customer we introduced to you, for the same event, commission is still due.
• We'll give you at least 30 days' notice by email of any change to our standard commission rate.

8. Cancellations and problems

• If you can't provide a booking, tell the customer and us straight away. Offer a vehicle of a similar standard if you have one, or refund everything the customer has paid in full, within 7 days.
• Handle breakdowns, substitutes and weather in line with the Booking Terms. Passenger safety always comes first.
• Deal with customer complaints about your service fairly and promptly. We may contact you to help resolve a complaint.

9. Customer information and account records

You'll receive customers' personal information to quote for and provide their hire. Use it only for that purpose, keep it secure, don't use it for marketing without the customer's consent, and comply with UK data protection law. For bookings you provide, you're responsible for the information you hold as a controller.

We keep a record of activity on your account, including sign-ins, quotes sent, booking requests accepted or declined, and changes to bookings, with the date and time, IP address and device used. We use it to keep the platform secure, verify booking actions, investigate disputes and show how booking requests were handled. You can see it under Settings › Activity Log. See our Privacy Policy.

10. Suspending or ending your listing

• You can stop listing with us at any time by telling us in writing. You must still honour bookings already made and pay commission due.
• We may suspend or remove your account or listings if you break these terms, receive repeated complaints, or put customers at risk. Where possible we'll tell you why first.

11. Liability

You're responsible for your vehicles, drivers and services, and you agree to cover any claims, costs or losses we face because of them or because you've broken these terms. Our total liability to you is limited to the commission you've paid us in the 12 months before the claim. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can't be limited by law.

12. General

• We may update these terms. We'll give you at least 30 days' notice of significant changes by email; continuing to list after that means you accept them.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.
• Questions? Email info@eventcarhire.co.uk.