Terms and Conditions S4X4

TERMS & CONDITIONS OF RENTAL

Standard Rates Include:
● Unlimited kilometres & Comprehensive Insurance Cover for Theft, Fire, 3rd Party & single vehicle
Accident
● 2x Driver’s (third, fourth and fifth driver’s charged separately)
● Living, kitchen & sleeping equipment
● Full water tank and gas bottle
● Standard Excess Insurance Cover min. R/N$45 000.-
● 15% VAT (Value Added Tax) in South Africa, 12% in Botswana and 15% in Namibia
● Credit Card Fees [VISA & MasterCard only]
● Emergency/Roadside Assistance (08h00 – 17h00)

Standard Rates Exclude:
● “Super Cover”/CDW with a security or holding deposit of R/N$3 000,-

Minimum Rental Duration and Costings
Minimum rental period: 7 days - equipped versions.
Vehicle rentals are calculated on a per calendar day basis, i.e. day of pick-up or drop off is always counted as a full day irrespective of what time it is collected or dropped off.
A Rental day is not calculated on a 24hr cycle.

Depots
Primary:
South Africa: Pretoria
Namibia: Windhoek

Secondary:
To be confirmed with booking – charges apply

Office Hours: Rental Locations
Monday to Friday: 08h00 – 16h00 (last handover at 15h00, last return at 16h00)
Saturday: 09h00 – 13h00 (last handover at 11h00, last return at 12h00)
After Hour surcharge applies at a cost of N$/R500.- per collection or return outside of the normal office hours.

After hour operations are as follows:
Saturdays: 09h00 – 13h00
Sundays & Public Holidays: 09h00 – 13h00

(Late returns will be charged on a per day basis)
All branches are closed 25 December (Christmas Day)

Collection
Vehicle handover can take approx. 2-3 hours, depending on the questions asked and client feedback. This
involves a thorough explanation and demonstration of the vehicle and its equipment. Kindly note that signing the vehicle condition report is an acceptance of the condition of the vehicle. The Supplier must be notified within the first 24 hours of collection (clutch damage within the first day of collection) should the renter experience any glitches, problems, malfunctions or discomfort. No consideration will be given to claims against such experiences, and no compensation or liability for lost time will be given, if issues are only reported on return of the vehicle. Rental days lost due to a vehicle that has been collected after the agreed date will not be credited.

Return
When returning the vehicle, please set aside an hour for the vehicle and equipment to be checked. Although we request that the vehicle be returned with a full fuel tank, as a courtesy to the next renter our staff will take the vehicle to our closest re-fuelling station to ensure that the vehicle is full. Should top-ups be required, the fuel amount will be deducted from the renter’s nominated credit card. Vehicles must be returned clean, in order for the vehicle check in to be done. Vehicles returned excessively dirty will be charged a cleaning fee of R/N$1000,- max. Normal cleaning fee is R/N$ 350.-. Any vehicles returned later than the agreed return date, or outside of normal office hours (without prior arrangement), will be charged at a full day’s rental per calendar day.

Licence
A valid EB or code 08 National or an ENGLISH Driver’s Licence for vehicles less than 3500kg, is required. We also require a copy of all the driver’s Intl. Driver’s Licence’s.

Minimum Age
The minimum age permitted to rent is 23 years and the maximum is 75 years.

e-Toll Policy
For all rentals departing and/or returning to our Johannesburg and/or Pretoria depot’s will be charged a fee of R/N$250.- per rental agreement. This fee will be included in your quotation when applicable.

Liability Options:
The Supplier offers 2 liability cover options, namely, Standard & Super Cover/CDW. This cover is NOT a personal liability cover, but cover for damage to our vehicles and/or 3 rd party property.

Details below:

Standard Cover
This cover carries an excess of R/N$45,000.- which is applicable in the event of any accident or damage to either our vehicle or third party property. This excess of R/N$45,000.00 is pre-authorised on the renter’s Visa or MasterCard credit card at the time of collection. Funds will only be deducted from this amount, should the renter return the vehicle and/or equipment in a damaged condition or for any 3 rd party damage. If no claims exist, this excess is released within 21-30 working days from date of return, by the renter’s financial institution. Standard liability cover does not include repair to or replacement of tyres and windscreens.

Super Cover/’CDW’ (Collision Damage Waiver)
A daily rate is charged per day as per your quotation/rental agreement detailed as CDW. This cover is applicable to the vehicle and third party property damage and includes the cost of replacing or repairing of windscreens, rims & tyres. A security deposit of R/N$3,000.- is pre-authorised on the renter’s Visa or MasterCard credit card at the time of collection to ensure that the vehicle is returned to the agreed location, on the agreed date, in a clean condition and no items are lost or damaged. This security deposit is fully refunded within 21-30 working days, after date of return, should all the terms and conditions be adhered to.

Claims Handling Fee
A handling fee of R/N$1 000.-. is charged on all damage/accident claims irrespective of the liability cover option taken.

Accidents:
Single vehicle accidents are included in all liability cover options, except in the case of roll-overs. In case of
damage to the vehicle rented, the following will apply:

The incident:
All accidents must be reported to the Supplier, and by law, to the Local Police within 24 hours. An AR (accident report) number from the police must be obtained at the time of reporting the incident. This proves that the accident has been registered. Failing to report accidents may void all liability cover and the Renter becomes fully liable for all costs. We insist that you take as many photographs of the accident scene and also insist that you obtain the third party details when applicable. These details must be recorded on the form supplied to you on collection, failing to do so may result in the renter becoming fully liable for all costs. We also insist that you take a photograph of the driver’s licences as well as the third party vehicle and license plate/disk of the persons and vehicles involved. An accident report which is provided in the RENTAL FILE, must be completed. These documents and records of evidence will be submitted to the Supplier in order to process the incident.

The vehicle:
The renter is responsible for the recovery of the damaged vehicle to the original rental branch depending on the liability cover option taken. A replacement vehicle will only be dispatched once payment of all damages /
recovery costs to the first vehicle is made. The Supplier reserves the right to withhold a replacement vehicle; this does not entitle the client to any refund or claims against the Supplier.

If the renter requires a replacement vehicle to be delivered, charges will be levied according to the liability cover option taken on the rental.

If the renter is not able/willing to take a replacement vehicle, no refunds for early termination of the contract will be considered.

Should the renter continue with a replacement vehicle, this vehicle will be noted under the current rental
contract and standard cover will be applicable. This includes a new R/N$ 45,000.- pre-authorisation on the
nominated credit card. Super waiver cover/CDW is not available on a replacement vehicle.

Should the applicable excess be charged, and should the Supplier be successful in the reimbursement of that amount by the 3 rd party, this amount will be refunded to the renter. This process could take up to three years.

Exceptions & Conditions:
Exclusions of all cover options:

The renter is fully liable for any damage to the the Supplier vehicle or third party property if:
♦ Any terms of the rental contract is breached;
♦ Acts of negligence, abuse and/or willful actions;
♦ Damages are sustained whilst the renter/driver is in violation of any traffic laws or ordinances;
♦ Damage to the vehicle is caused by careless, wilful or reckless driving. This includes:
o Driving under the influence of alcohol or drugs
o Driving on the wrong side of the road
o Driving on restricted or unrecognised roads
o Driving over the road ordinance speed limits
o Not adhering to the vehicle height restrictions;
♦ Related to water submersion or salt water damage:
o A vehicle may not go through water higher than 30 cm in depth;
♦ The vehicle was driven in a country in which written approval was not obtained from the Supplier;
♦ Damage is incurred due to incorrect use of the hand brake;
♦ The damage is to the clutch (An allowance of up to 3 hours after collection/250 km’s is given, in
which time a faulty clutch can be reported. Thereafter, it is deemed as the renter’s responsibility).
The customer is then liable for:
o The cost of the clutch kit which is approx. R/N$16,500.- including VAT and installation;
o The cost of the turbo which is approx. R/N$ 25.500.- incl. VAT and installation;
o The cost of the diff, gearbox, transfer-case which is approx. R/N$ 35 000.00.- incl. VAT
and installation;

Roll-overs are not covered in any liability cover options. A roll over is defined as a vehicle
sustaining all types of damage due to it not being on all 4 wheels;
♦ The incorrect fuel is pumped into the fuel tank and/or fuel in the water tank will incur a R/N$
20,000.- cost. The Supplier advises that should this occur, the vehicle is to remain turned off and not
started under any circumstances. This reduces the damage caused;
The renter is responsible for any damages or accidents that the Supplier has not been made aware of on the return of the vehicle. Please note the applicable charges will be charged to the nominated credit card.
The Supplier is not responsible for any damage or theft to items of a personal nature. Travel and personal insurance is highly recommended.

Rules in respect of replacement vehicles (whether due to an accident or vehicle damage)
o In the case of clutch or water damage the following is applicable:
♦ The repairs and recovery (towing) costs of the vehicle is the responsibility of the renter. The
following recovery / replacement rates will apply:
o Within South Africa:
▪ ZAR/N$ 15.00 per kilometre
o Outside of South Africa:
▪ ZAR/N$ 25.00 per kilometre
o Should a replacement vehicle be required, the Supplier will replace the vehicle within 48 hours in South Africa and 72 hours outside the South African borders.
o A new pre-authorisation for the standard cover excess, will be blocked on the nominated Visa or MasterCard credit card for the replacement vehicle.

AIR-CONDITIONING
The air-conditioning supplied in the cabin of the vehicle, is designed to be used in South African weather
conditions. In regions where the temperatures reach in excess of 30 degrees Celsius, or the humidity is higher than 60%, the unit may not work as effectively. This is normal and does not constitute grounds to request a replacement vehicle. Whenever the vehicle is stationary, or idling for prolonged periods, the cabin
air-conditioner must be switched off to prevent damage.

DUST INGRESS
Namibia and Botswana are predominantly arid desert regions and the majority of secondary routes travelled, are on dust or gravel roads. It is not possible to make vehicles dust-proof and therefore refunds or claims for any dust ingress of any nature, will not be considered.

PAYMENT
The Supplier does not accept CASH or CHEQUE as payment in any way.
Valid Visa/MasterCard credit cards, EFT or bank transfer payments are accepted for rentals.
Pre-authorisation: The Supplier only accepts valid Visa and MasterCard credit cards that are embossed , in order to place the pre-authorisation for liability cover / security deposits and excesses.
The holder of the credit card needs to be present at vehicle collection.
The Supplier is not responsible for any currency fluctuations that may occur in any transactions.
FULL PAYMENT must be received 30 days prior to date of collection.
No American Express and/or Diners Credit Cards are excepted.

EQUIPMENT
All vehicles are supplied with equipment (unless otherwise agreed upon). Our liability cover options do not cover any equipment supplied with the vehicle. Any loss or damage to the equipment including items such as GPS, fridges, compressors, tents etc. will be charged to your credit card. Should any of your equipment malfunction during the rental period, the Supplier is not liable to provide a replacement vehicle. Repairs can be made according to clause 15 named Vehicle Repairs.

ROAD RESTRICTIONS
4x4 equipped vehicles are allowed to be driven on public bitumen/tar roads or gravel roads as well as on public recognized 4x4 tracks in Botswana, Mozambique (Up to Vilanculous only), Namibia, South Africa, Zambia (up to Livingstone only) and Zimbabwe [TBC] (up to Harare & Victoria Falls). The Supplier does not allow our vehicles to enter  the following countries under any circumstances (without prior written consent): Kenya, Angola, Malawi or Tanzania. Any locations north of the permitted locations are not allowed. It is highly recommended to avoid driving before sunrise and after sunset.

CROSS BORDER DOCUMENTATION
A once-off cross border fee per vehicle per rental of NAM$/ZAR 650.-/US$50.- applies for cross border
documentation into Botswana, Lesotho, Mozambique, Namibia and Swaziland. The cross border fees for Zambia & Zimbabwe are ZAR 1 500.-. The vehicle documentation is for the vehicle cross border requirements ONLY.
The Supplier are not liable for the arrangement or payment of visas, permits, third party insurances or road taxes applicable to the countries of entry. These are for the renter’s account and can be arranged prior to travel or at the borders of the applicable countries. All cross border applications are to be accompanied by a clear copy of the renter’s passport & driver’s license to be received no later than seven days (7) prior to collection.

VEHICLE REPAIRS
It is possible that during your rental, small repairs may be required due to the nature of the terrain. Repairs of up to R/N$ 1,000.- may be affected without prior authorisation from the Supplier and such repairs will be reimbursed, on the submission of a claim with original receipts attached. Amounts above R/N$1,000.- will require verbal/telephonic approval from the Supplier on-road assistance. (The numbers are provided in your rental file). Should approval not be obtained the claim may be disputed.

Should a call-out fee be charged by a supplier to replace a tyre, approval must be obtained from your collection branch. Should permission be granted by the Supplier for an overnight stay in a lodge, due to repairs, a maximum allowance of R/N$ 800.- per night per vehicle (irrespective of the amount of people travelling in the vehicle) is granted for a maximum of one night in South Africa, and two nights outside of South Africa. Should a replacement vehicle be required due to a mechanical fault not due to client negligence, the Supplier will replace the vehicle within 48 hours in South Africa and 72 hrs outside of South Africa (min.), at no extra cost to the renter.

KEYS
The Supplier must be informed of keys lost or locked inside a vehicle. The replacement or recovery of keys is for the renter’s account. S4x4H cannot be held liable for any time/days lost and/or accommodation or any other costs incurred, due to the replacement or recovery of keys. Spare keys are kept at our main office/depot.

TYRES
The renter is responsible for the repairing of flat or punctured tyres. The driver should not exceed the road traffic ordinance speed limits of 120 km/h on tarred roads, and 80 km/h on gravel/sealed or corrugated roads. For your safety, the Supplier recommends a speed of 100 km/h on tarred roads, and 60 km/h on gravel/sealed or corrugated roads, and 40 km/h in National Parks. Tyres get hot and pressures increase at higher speeds. Tyres are then susceptible to damage especially on uneven surfaces. When replacing a tyre, please ensure that it is a new tyre of the same brand, size and that is has a ply rating of 4mm or more. Reconditioned, second hand or re-treaded tyres are NOT acceptable. The renter is required to check the tyre pressure when the tyres are cold (i.e. not after travelling for more than 10 km), at regular intervals. All tyres should be checked, including spares. The company’s minimum tread requirement is 4 mm which is within the South African Road Ordinance limits of 3mm.

TRACKING
All vehicles are fitted with SABS approved tracking devices. Tracking is monitored in all Southern Africa
destinations as allowed by the Supplier. The Supplier reserves the right to repossess the rental vehicle at any time if it is found illegally parked, being used to violate the law or appears to be abandoned and if the renter is in breach of any terms or conditions of the rental agreement.

INFRINGEMENTS
The renter is liable for all fines and penalties in relation to the driver's use of the vehicle or the vehicle itself
incurred during the rental period plus an administration fee ZAR/N$350.- for each infringement or penalty
notice that has been redirected by S4x4H to the renter.

MULTIPLE RENTALS
Multiple rentals may qualify for a reduced rate at the the Suppliers discretion..

SUBSTITUTIONS
If, for reasons beyond our control, the reserved vehicle is not available, the Supplier reserve the right to substitute a comparable or superior vehicle at no extra cost to the renter. This shall not constitute a breach of contract and does not entitle the renter to any form of refund or claim against the Supplier.

TAXES & CURRENCY FLUCTUATIONS
All charges include 15% VAT in South Africa, 12% VAT in Botswana and 15% VAT in Namibia. All rates are quoted in ZAR and N$.The Supplier is not responsible for any currency fluctuations that may occur in any transaction.
Terms and conditions are subject to change in accordance with changes in government taxes.

GENERAL
Any claims or legal action in connection with the provision of our services to the client will be governed by the laws of South Africa/Namibia or Botswana. Any claim or legal action against the suppliers is likely to be subject to the terms and conditions of our contract with them.
● Locations within South Africa are charged at South African daily rates.
● Locations outside South Africa (except Botswana) are charged at Namibia daily rates.
● Locations in Botswana can be charged in US$ daily rates.
● Whilst including the same facilities, some 4x4 equipped vehicles may have different layouts and or
equipment types to those shown. All measurements and volumes shown are approximate. The
information provided is subject to change without notice.
● Towing is not permitted under any circumstances.
● The information provided is subject to change without notice.

ALL RIGHTS RESERVED
Rates and terms and conditions of rental are subject to change.
E&OE.