Terms
Scotland Self Drive Tours (the “Company”) provides self-drive tour packages subject to the following Terms and Conditions. The customer (the “Client”) agrees to these terms by booking a tour. Please read carefully and contact the Company with any questions before booking.
1. Car Rental & Insurance
1.1 Rental Charges & Deposits
The tour package includes the rental of a standard vehicle for the duration of your self-drive tour (as outlined in your itinerary). The Client is responsible for providing a valid credit card at the vehicle pick-up for the rental company’s security deposit. This deposit is handled by the car rental provider and is typically refunded in full upon safe return of the vehicle in accordance with the rental agreement. Any additional charges not included in the tour package (such as fuel, tolls, parking fees, one-way drop-off fees, upgrade costs, or late return penalties) will be borne by the Client. The rental company may also require the Client to sign a separate rental contract and agree to their terms and conditions at pick-up.
1.2 Insurance Coverage
The rental vehicle comes with basic insurance coverage as mandated by the rental company (usually including Collision Damage Waiver and Third-Party Liability). This standard coverage may include an excess/deductible (the amount the Client is liable for in the event of damage or theft). The Client is responsible for any vehicle damage, loss, or theft costs up to the amount of the insurance excess, or in full if the damage is not covered by the insurance (e.g. due to negligent use or violation of the rental terms). The Client is advised to consider additional insurance or excess waiver options to reduce their liability (available from the rental provider or through travel insurance). All insurance coverage is subject to the rental company’s terms – for example, coverage may be voided by reckless driving, driving under the influence, or allowing unauthorized drivers. The Company is not liable for any uninsured losses; any disputes or claims regarding vehicle insurance or damage must be resolved between the Client and the rental provider.
1.3 Driver Requirements
When booking a self-drive tour, the Client must ensure that all drivers meet the rental car provider’s eligibility requirements. Typically, drivers must be at least 25 years old (drivers aged 21-24 may be accepted by prior arrangement, often with an additional surcharge and stricter insurance conditions) and hold a valid full driving license for a minimum of one year. If the driver’s license is not issued in English (or in the EU/UK), an International Driving Permit (IDP) or official translation may be required in addition to the home country license. The Client is responsible for providing accurate driver information to the Company in advance so that insurance and rental arrangements can be made. All drivers must be named on the rental agreement and show their physical driver’s license (and passport or ID, if required) at the time of vehicle pickup. Unnamed/uninsured persons are not permitted to drive the rental vehicle at any time. The Client confirms that they (and any additional drivers) are physically fit and legally permitted to drive the vehicle for the duration of the tour.
1.4 Vehicle Usage & Restrictions
The Client must operate the rental vehicle in accordance with the rental company’s terms and all applicable laws. Vehicles are to be used only on regular paved roads; off-road driving or driving on unpaved or restricted routes is not allowed unless explicitly permitted in the itinerary and by the rental provider. The vehicle must not be taken outside the agreed travel area (Scotland/UK) without prior written permission — for example, taking the car on a ferry to Ireland or onto non-mainland islands may require special approval and additional insurance. The Client shall not use the vehicle for any illegal purpose, racing, or towing, and must comply with any usage limitations stated by the rental company (such as mileage limits or geographic restrictions). The rental vehicle should be treated with due care: use the correct fuel type, adhere to servicing or check-up alerts, and avoid any willful or reckless conduct that could cause damage. Smoking is prohibited in the vehicle (most rental companies impose a cleaning fee for smoking). The Client is expected to return the vehicle on time and in the same condition as received (barring normal wear). Before return, remove all personal belongings and, if the rental policy is “full-to-full”, refuel the car to the same level as at pickup to avoid refueling charges. Failure to abide by these vehicle usage rules may result in penalties, voided insurance, or additional fees charged by the rental company, which the Client will be responsible for.
1.5 Accidents, Damage & Breakdowns
In the event of an accident or collision, the Client must immediately ensure their own safety first, then comply with local legal requirements (stop the vehicle, turn on hazard lights, provide assistance if anyone is injured, etc.) and contact the appropriate authorities (police/emergency services) if required. Any accident, no matter how minor, must be reported to the rental car company as soon as possible, as well as to the Company (so we can assist if needed). The Client should obtain all pertinent details at the scene of an accident (names, contact information, vehicle details, insurance information of other parties, and photos of damage) and secure a police report if required by law or by the rental insurance policy. In case of vehicle damage or theft, the Client is responsible for paying any applicable deductible/excess to the rental company and cooperating with the insurer’s claims process. The Company will help facilitate communication with the rental provider as reasonably possible, but cannot assume liability for the accident or its consequences.
For mechanical breakdowns or malfunctions not caused by the Client (e.g. engine failure), the Client should contact the rental company’s 24-hour roadside assistance hotline (provided in the rental paperwork). The rental provider will arrange for repairs, towing, or a replacement vehicle if needed, in line with their policies. The Client should also inform the Company of any serious breakdowns or delays so we can assist with alternate arrangements in the tour itinerary if feasible. If the breakdown is due to the Client’s misuse (e.g. running out of fuel, wrong fuel usage, lost keys, or off-road use), the Client will be responsible for any associated costs (such as recovery service or repair fees) as these are typically not covered by insurance. The Company is not liable for any loss of vacation time or additional expenses incurred due to accidents or breakdowns, but we will endeavor to support the Client in minimizing disruption to the tour. We strongly advise that Clients have travel insurance (Section 5.1) to cover unforeseen events such as accidents, medical needs, or trip interruptions.
2. Booking & Payments
2.1 Tour Price & Inclusions
All tour prices are quoted in GBP (£) (unless stated otherwise) and are based on the itinerary and inclusions described in your official proposal or booking confirmation. The tour package price generally includes accommodations, rental vehicle hire (with basic insurance as per Section 1.2), and any additional services or activities explicitly listed as “included” in your itinerary. The Company uses reputable 3-star or above accommodations (or as per the category agreed) and includes necessary bookings for the tour. Items not included in the tour price (unless specified) typically consist of: airfare to/from Scotland, visas or entry clearance fees, fuel for the rental vehicle, tolls and parking charges, meals and drinks (other than those expressly stated as included, e.g. daily breakfast if mentioned), personal expenses (such as phone calls, laundry, or tips), optional excursions or entrance fees not pre-arranged, and travel insurance. The Client is responsible for budgeting for these additional expenses. All pricing is subject to availability at the time of booking and while we endeavor to maintain quoted prices, the Company reserves the right to correct obvious errors or omissions in advertised prices prior to confirmation. Any special offers or discounts are only valid within their stated periods and conditions. Prices are typically per person, based on double occupancy (two adults sharing). If the Client is a solo traveler or requires single occupancy, a single supplement may apply, which will be communicated at the time of booking. The Company will clarify exactly what is included and excluded in the tour package before the Client makes a deposit.
2.2 Deposits & Final Payment
A deposit is required to secure your booking. Unless otherwise specified, the standard deposit is 25% of the total tour price per booking. This deposit is non-refundable (it covers administrative costs and advance payments made to secure hotels, vehicles, and other services). The booking is not confirmed until the deposit is received by the Company. The remaining balance of the tour cost must be paid in full by the Client no later than 60 days before the tour start date. For bookings made within 60 days of departure, the full tour price is payable at the time of booking (or as soon as the booking is confirmed). If the Client fails to pay the balance by the due date, the Company reserves the right to treat the booking as cancelled by the Client (subject to the cancellation fees in Section 3.1) and release any reserved services. Payment of the deposit and final balance on time is essential to ensure all components of the tour are secured. The Company will send reminders or an invoice ahead of the final payment deadline, but it is ultimately the Client’s responsibility to comply with payment schedules agreed.
2.3 Payment Methods
The Company accepts major payment methods for the deposit and final payments, including credit/debit cards (Visa, MasterCard, possibly American Express) and bank transfers. Specific accepted methods and instructions will be provided at the time of booking. Payments by bank transfer must be made in the invoiced currency (typically GBP) and any bank charges or transfer fees are the responsibility of the Client (ensure the full invoiced amount is received net of fees). Credit card payments are processed in GBP; if the Client’s card is in a different currency, the card issuer’s exchange rate and any foreign transaction fees will apply. The Company does not typically levy a surcharge for card payments, but if any processing fee is applicable, it will be communicated in advance and agreed with the Client. Cash payments are not accepted for advance payments (and large cash payments in person are generally not accepted for security reasons). Upon processing each payment, the Company will issue a receipt or invoice update confirming the amount paid and remaining balance (if any). All payments must be completed by the agreed deadlines to avoid booking cancellation (see Section 2.2). The Client should retain proof of payment in case of any discrepancies.
2.4 Booking Confirmation
A booking is considered confirmed only after the Company has received the required deposit (or full payment, if applicable) and has issued a written confirmation via email (or letter) to the Client. This confirmation will include details of the agreed itinerary, services, dates, and payments received. At this point, a binding contract between the Client and the Company comes into effect under these Terms and Conditions. The Client is requested to review the confirmation and itinerary details immediately upon receipt and inform the Company as soon as possible of any errors or omissions. The Company shall not be liable for any misunderstanding or costs arising from incorrect information if such errors are not promptly brought to our attention. The Company reserves the right to decline a booking at its discretion before a confirmation is issued (for example, if the Client does not meet essential requirements, or if there is no availability for key services). In such a case, any payment made by the Client would be refunded in full. Once confirmed, the booking is subject to the cancellation and change conditions outlined in Section 3. Along with the confirmation, the Company may provide additional documentation or information to prepare for the tour (for instance, a detailed itinerary, vouchers for services like the rental car or hotels, and driving instructions). The Client is responsible for ensuring that all personal information provided (names, dates of birth, license details, etc.) is accurate and matches their identification documents, as this will be used for reservations. Any discrepancy (e.g., name on booking not matching passport or license) should be corrected promptly to avoid issues with flight tickets, hotel check-ins, or car pickup.
3. Cancellations & Changes
3.1 Cancellation by the Client
If the Client needs to cancel the tour booking, notice must be sent to the Company in writing (email is acceptable, and the date of the email or letter receipt by the Company will be considered the cancellation date). Cancellation charges will apply as detailed below, to compensate the Company for pre-paid expenses and loss of opportunity. The initial deposit is non-refundable in all cases. In addition, the following cancellation fees apply per booking (depending on how far in advance of the tour start date the written cancellation is received):
•More than 60 days before departure: Loss of deposit only. The deposit paid (25% of tour cost) will be forfeited, but any other amount paid toward the tour will be refunded.
•30 to 60 days before departure: 50% of the total tour price is charged. The Company will refund the remaining 50% of any tour payments made.
•15 to 29 days before departure: 75% of the total tour price is charged. The remaining 25% of any payments will be refunded.
•14 days or less before departure: 100% of the tour price is charged (no refund).
Refunds, if applicable, will be processed within a reasonable timeframe (typically within 30 days of the cancellation notice) via the original payment method, minus any non-recoverable costs (for example, if certain hotel or service reservations were fully non-refundable). The Company will provide, upon request, documentation to assist with any travel insurance claim for reimbursement (if the cancellation reason is covered by the Client’s travel insurance). No refunds will be made for any unused services or portions of the tour if the Client cancels or leaves once the tour has begun (e.g. if the Client begins the tour late or ends early). The Client is strongly advised to have travel insurance that covers trip cancellations due to unexpected circumstances (see Section 5.1), as the Company must adhere to the above cancellation policy regardless of the reason for cancellation (including medical emergencies, flight issues, etc.).
3.2 Changes by the Client
If the Client wishes to make changes to a confirmed booking (such as altering the travel dates, route, accommodations, or other tour details), the Client must inform the Company in writing as soon as possible. While the Company will endeavor to accommodate minor changes, all modifications are subject to availability and feasibility. Changes requested well in advance (e.g., adding an extra night, upgrading a hotel, or adjusting the itinerary) can often be arranged, but may result in a price adjustment (to cover any difference in hotel rates, car rental duration, administration costs, etc.). The Company will inform the Client of any additional cost or fees prior to confirming the change. A small administration fee may be charged for each change request, in addition to any direct costs from suppliers – the amount of this fee will be communicated (it is typically a modest sum to cover our time re-arranging services).
Certain changes made close to the departure date (for example, requesting to postpone the tour to a later date, or significant itinerary overhauls) may effectively constitute a cancellation and rebooking. In such cases, the Company reserves the right to treat the request under the cancellation terms (Section 3.1) if the change is not possible without incurring the full cancellation of reserved services. Date changes are particularly difficult on short notice as hotels and services might already be secured; if the Client requests a later tour date within the cancellation penalty period, the change may incur the equivalent of the cancellation fee for the original dates (and then the payment will be applied toward the new dates as a new booking). Name changes or substituting a different person in place of the original Client are generally permitted only if the new traveler meets all conditions (e.g., driver requirements) and all suppliers (especially the car rental company and any tickets) accept the change. Any additional costs resulting from a name change (such as reissuing car rental agreements or hotel reservations) will be charged to the Client. All change requests should be made in writing by the lead Client who made the original booking. Until a change is confirmed in writing by the Company, the original booking details remain in effect. Please note that reducing the number of travelers in a booking may impact the per-person price (due to loss of group discounts or single room supplements). The Company will recalculate the costs based on the new group size and advise the Client of any change in price. We recommend making any desired changes well before the travel date to maximize the likelihood of implementation and to minimize potential costs.
3.3 Cancellation or Alteration by the Company
The Company plans all tours in advance and will do its utmost to provide the tour as confirmed. However, the Company reserves the right to cancel or make changes to the tour in certain circumstances. Cancellation by the Company is rare and would typically occur due to force majeure events (see Section 6.4) or other extraordinary circumstances that make it impossible to operate the tour (such as severe weather, natural disasters, widespread civil unrest, or sudden unavailability of critical services with no alternative). If the Company cancels the entire tour before the departure date for reasons other than the Client’s breach, the Client will receive a full refund of all monies paid for the tour. In such a case, the Company will also try to offer the Client an alternative arrangement of comparable value (e.g., alternative dates or a similar self-drive itinerary), but acceptance of any alternative is at the Client’s discretion. If a significant alteration (as defined below) is necessary prior to departure, the Company will inform the Client as soon as possible and provide options. A “significant alteration” is typically a change affecting a fundamental part of the tour, such as a change of start or end date, or the omission of a major destination in the itinerary. In the unlikely event this occurs, the Client may choose to accept the change, accept a substitute tour (if offered), or cancel with a full refund of tour payments. The Client must notify the Company of their decision within the timeframe specified when the change is communicated (failure to respond may be treated as acceptance of the change).
For minor changes or substitutions in the tour, the Company will endeavor to provide a comparable alternative and will notify the Client of the change. Minor changes do not entitle the Client to cancel with a refund. Examples of minor changes include substituting one hotel with another of similar standard, adjusting the daily route or sequence of visits (without affecting the overall tour destinations), or providing a similar rental car model if the reserved model becomes unavailable. During the tour, it may also be necessary to make adjustments on the ground (for instance, if a road closure requires a detour or a scheduled activity is unavailable that day). The Client understands that a degree of flexibility is necessary in adventure and self-drive travel, and the Company will make decisions in the best interest of the Client’s experience and safety. Any additional costs resulting from changes due to force majeure or circumstances beyond the Company’s control (e.g., having to stay extra nights due to weather delays) shall be the Client’s responsibility (these may be recoverable through travel insurance, depending on the policy). The Company will not be liable for any compensation beyond refunding unutilized services under our direct control when a tour is canceled or significantly altered for reasons beyond our control. In all cases, the Company’s liability for alterations and cancellations is limited as per Section 6.2. We highly recommend the Client secure appropriate travel insurance to mitigate financial losses from unforeseen changes (Section 5.1).
3.4 Unused Services & Early Termination
Once the tour has commenced, no refunds or credits will be provided for any unused services or portions of the tour that the Client voluntarily decides to skip or terminate early. This includes (but is not limited to) cases where the Client: does not utilize accommodations, rental days, or activities that were booked; leaves the tour before completion by returning the rental car early or departing from the itinerary; or is unable to continue with the tour due to lack of proper documentation (e.g., lost driver’s license or travel documents) or personal choice. If the Client abandons the tour or deviates from the agreed itinerary on their own accord, the Company is not responsible for the Client’s travel arrangements or care thereafter. Should the Client fail to collect the rental vehicle or check into a reserved hotel on the scheduled day (a “no-show”), it is treated as a cancellation of that service with no refund, and the Company cannot guarantee continuation of the tour. If the Client rejoins the tour later, any additional costs (e.g., re-delivery of a vehicle or re-booking hotels) will be charged to the Client. In circumstances where a Client cannot continue the tour due to illness or other emergency, the Company will assist in arranging transport or medical help as necessary, but cannot refund unused portions of the trip (the Client should pursue reimbursement via travel insurance). Similarly, if any included activity or service is missed or not used by the Client (by choice or due to being late or other issues under the Client’s control), no substitutions or refunds will be provided. The tour package is sold as a whole, and credits cannot be given for services not utilized. The Client is advised to follow the itinerary schedule and communicate with the Company or local providers if any issues arise during the tour, so we can help mitigate losses or make arrangements for you to catch up with the itinerary when possible.
4. Driver Responsibilities
4.1 Licensing & Eligibility
The Client (and any additional driver) is solely responsible for ensuring they are legally eligible to drive in the tour region. This means carrying a valid driving license (in physical form) at all times when operating the vehicle. For residents of the UK or EU, a valid full driving license is generally sufficient. International visitors must have a valid driving license from their home country, and if that license is not in English or does not use Roman alphabet, they are required to also carry an International Driving Permit (IDP) or an official translation of the license. It is the Client’s responsibility to obtain an IDP before travel (IDPs cannot be issued once in the UK). The Client must also carry their passport (for identification) when picking up the vehicle, as the rental company will need to verify identity and license validity. Minimum and maximum age limits for drivers depend on the rental car provider; as noted in Section 1.3, the typical minimum age is 25. The Client confirms that all drivers are medically fit to drive (e.g., not affected by conditions that could impair driving ability, or if they are, that they have appropriate medical clearance to drive). If the Client has any driving endorsements, restrictions, or recent violations/suspensions on their license, they must inform the Company in advance, as this may affect the rental company’s approval. Driving a rental vehicle while not properly licensed or ineligible (for example, after a license has expired or been revoked) is strictly prohibited and will void insurance; the Company will consider such an occurrence a breach of contract by the Client. The Client must also ensure compliance with any local licensing laws (for example, UK law requires provisional license holders to have L-plates and a qualified supervisor, but note that provisional licenses are not accepted for this tour – a full license is required). By commencing the tour, the Client warrants that they meet all legal requirements to drive and will immediately notify the Company and cease driving if for any reason they no longer meet these requirements during the tour.
4.2 Traffic Laws & Safety
The Client agrees to abide by all traffic laws and regulations of the jurisdictions in which they are driving (primarily Scotland and the UK). This includes, but is not limited to, observing speed limits, traffic light and road sign rules, using seat belts at all times, and prohibitions on using mobile phones or other handheld devices while driving (unless with a hands-free system in compliance with law). The Client must never drive under the influence of alcohol, drugs, or any substance that could impair driving ability. The legal blood alcohol limit in Scotland is lower than in some other countries (currently 50mg of alcohol per 100ml of blood, effectively meaning it is safest to avoid alcohol entirely when driving). Any breach of DUI laws or serious traffic laws will likely result in the immediate termination of the rental agreement and voiding of insurance, in addition to legal consequences. The Client is responsible for any fines, penalties, or legal infractions incurred during the rental period. This includes speeding tickets, parking fines, congestion charges, towing fees, or any other penalties. If such fines are initially processed by the rental company (for example, through traffic camera notices that arrive after the tour), the rental company will charge the Client’s credit card on file plus an administrative fee; the Client hereby agrees to indemnify the Company for any such costs that might inadvertently be charged to the Company. It is the Client’s duty to park legally and safely, obey local parking regulations (many cities have paid parking zones or restrictions), and to pay any tolls (for instance, bridge or road tolls) as required.
Safe driving practices are expected at all times. The Client should drive defensively and adapt to local driving conditions – note that in Scotland, driving is on the left-hand side of the road, and rural roads may be narrow or have single-track sections requiring the use of passing places. The Company will provide guidance on local driving etiquette (e.g., on single-track roads, the vehicle nearest a passing place should pull over to let the other pass, etc.), but it is ultimately the driver’s responsibility to be vigilant and courteous on the road. The Client should plan to take regular breaks during driving days to avoid fatigue; we recommend not driving for more than 2 hours without a rest and being mindful of jet lag or unfamiliar vehicles at the start of the tour. If at any point the Client feels unable to drive safely (due to tiredness, illness, or any other factor), they should stop driving and, if necessary, inform the Company to discuss adjustments (safety is paramount). Any instructions or advice given by the Company regarding routes or timing are for guidance – the Client remains fully in control of, and responsible for, the vehicle at all times. In case of an incident with law enforcement or any third party while driving, the Client must handle the situation in accordance with the law; the Company can assist with guidance if contacted, but cannot intervene in legal matters on the Client’s behalf. By undertaking a self-drive tour, the Client acknowledges the inherent risk of driving and agrees to drive responsibly to ensure their own safety and that of others.
4.3 Vehicle Care & Condition
Throughout the tour, the Client is expected to take reasonable care of the rental vehicle. This means treating the car as if it were their own: use the correct fuel (petrol/diesel as indicated; mis-fueling can cause severe damage not covered by insurance), avoid running the fuel tank extremely low (to prevent getting stranded), and pay attention to any warning lights or abnormal sounds – if something seems wrong with the vehicle, contact the rental company promptly. The Client should perform basic checks during a longer trip, such as ensuring tires appear properly inflated (and not damaged), and that oil or coolant levels are sufficient if the vehicle indicates any need (though rental vehicles are maintained regularly, long journeys can occasionally trigger maintenance needs). The rental car will be delivered in a clean condition and with all the necessary equipment; the Client should return it in a similarly clean and undamaged condition (apart from ordinary dust or dirt from travel). Excessive soiling (stains, spillage) or lost/damaged accessories (such as the spare tire, jack, GPS unit, child seat, or maps provided) may result in cleaning or replacement charges taken from the security deposit. It is advised not to leave valuables in the vehicle, especially in plain sight, when the car is unattended. Neither the Company nor the rental agency is responsible for any loss of personal belongings from the vehicle (see Section 5.4 on personal belongings). Always lock the car and close windows when leaving it parked, even for short stops, to reduce the risk of theft. The Client must use the vehicle only for its intended purpose – for example, do not overload the car beyond its passenger or weight limit, and do not use it to carry hazardous or illegal goods. If the Client is provided with any additional equipment (like a GPS navigation device or Wi-Fi hotspot), they should handle these items carefully and return them in working order, or else charges may apply for replacement. In summary, the Client has a duty of care to maintain the vehicle’s condition: any reckless or negligent act that leads to damage (such as driving through flooded roads, ignoring dashboard warnings, or losing keys) will make the Client fully liable for resulting costs which may not be covered by standard insurance. The Company expects Clients to respect the vehicle as a key component of the tour; proper vehicle care ensures a smooth and enjoyable travel experience for the Client.
4.4 Compliance with Rental Agreement
In addition to these Terms and Conditions, the Client must abide by all rules and conditions set forth in the rental car agreement signed at vehicle pickup. The rental agreement will include important terms imposed by the vehicle provider, such as prohibitions on who may drive, where the car may be driven, and required procedures in case of accidents or theft. It may also outline specific fees (for refueling, late return, cleaning, etc.) and insurance details. The Client is responsible for reading and understanding the rental agreement provided by the car rental company. If there is any confusion or conflict between the rental company’s contract and the Company’s terms, the Client should clarify with the rental agent and inform the Company. Generally, the stricter rule or requirement will apply. The Company is not a direct party to the rental contract; it is between the Client and the rental provider (as noted in Section 6.1). Therefore, any breach of the rental agreement by the Client that results in charges, voided insurance, or other consequences will be the Client’s sole responsibility. For example, if the rental terms forbid driving on certain roads or in certain countries and the Client violates this, any damage or incident that occurs may not be covered by insurance and the Client would be liable for full costs. Likewise, if the rental company fines the Client for smoking in the car or losing keys, the Client must pay those fees. The Company will not refund any portion of the tour that is missed or disrupted due to the Client’s violation of the rental terms (for instance, if the rental company repossesses the car or the police impound it due to misuse). The Client should keep a copy of the rental agreement in the vehicle at all times and produce it if required by authorities or in the event of any dispute. Ignorance of the rental terms is not an excuse; if the Client is unsure about any restriction (such as mileage limits or where they can drive the vehicle), it is their responsibility to ask the rental staff before leaving the pickup location. By signing the rental contract and accepting the vehicle, the Client formally acknowledges the additional terms of the rental provider, which are incorporated by reference into these tour Terms and Conditions insofar as they relate to the Client’s responsibilities for the vehicle.
5. Travel Insurance & Documentation
5.1 Travel Insurance
Travel insurance is a critical requirement for all Clients booking Scotland Self Drive Tours. The Company requires that the Client obtains a comprehensive travel insurance policy that covers, at minimum: medical expenses (in case of illness or injury during the trip, including emergency evacuation), personal accident and repatriation, trip cancellation or curtailment (covering non-refundable tour costs if you have to cancel or cut short your trip due to covered reasons such as illness, bereavement, etc.), and personal liability (coverage in case you accidentally cause injury or property damage to others during your travels). Additionally, it is highly recommended that the policy covers baggage and personal belongings (loss, theft, or damage of your items – see Section 5.4) and rental vehicle excess insurance (to cover the deductible mentioned in Section 1.2, which can otherwise be a significant out-of-pocket expense in the event of an accident). The Client should purchase this insurance immediately after booking the tour (to have cancellation coverage in effect) and ensure it covers the entire period of the tour as well as any travel days before/after as needed. The Company may request proof of insurance (such as the policy certificate) prior to the tour start, and by booking, the Client confirms they will have appropriate coverage. Failure to obtain adequate insurance will not reduce the Client’s liability under these terms; the Client would personally bear any losses that a reasonable travel insurance policy would otherwise cover. The Company’s liability for emergencies or losses is extremely limited (see Section 6.2), which is why having personal travel insurance is essential. The Client should read their insurance policy carefully to understand exclusions and claim procedures. For instance, some policies require claims to be made within a certain timeframe or with specific documentation (the Company can assist in providing documentation if needed, but the responsibility to file a claim lies with the Client). If engaging in any optional activities not arranged by the Company (e.g., adventure sports, hiking, etc.), the Client should verify that their insurance covers those activities. The Company will not be liable for any costs that could have been covered by proper insurance. In summary, travel insurance is for the Client’s own protection and is considered a mandatory part of preparing for a self-drive tour.
5.2 Passports, Visas & Driving Documents
It is the Client’s responsibility to have all necessary travel documents in order prior to embarking on the tour. International Clients must possess a valid passport with an expiration date at least 6 months beyond the end of the tour (many countries require this for entry). Depending on the Client’s nationality, a visa or entry clearance for the United Kingdom may be required; the Client must check the UK immigration requirements well in advance and obtain any required visa or Electronic Travel Authorization. The Company can provide an official booking confirmation letter if needed for visa purposes (upon request) but cannot intervene with authorities on visa matters. If a Client is unable to travel or is delayed due to improper or incomplete travel documents (passport, visa, or vaccination certificates if required), the Client will be solely responsible for any resulting costs or cancellation fees (refer to Section 3.1 for cancellation terms).
Additionally, the Client must carry a valid driving license (and International Driving Permit if applicable, as noted in Section 4.1) for presentation to the car rental company and potentially to law enforcement during the trip. Make sure the name on the booking and rental agreement matches your identification documents (passport and license). It’s advisable to carry your car rental voucher or confirmation (provided by the Company) when you travel to the car pickup location, as well as a copy of the tour itinerary and emergency contact numbers provided by the Company. If the rental company requires it, the Client should also have a credit card in their own name for the security deposit (see Section 1.1) – ensure the card is valid and has sufficient credit limit to cover the deposit hold. The Client is responsible for understanding the driving requirements in the UK; for example, some countries’ citizens are permitted to drive on their home license for up to 12 months in the UK, others might need an IDP, etc. The Company will provide guidance on documentation, but the ultimate responsibility lies with the Client. We recommend keeping physical and digital copies of important documents (passport, visa, insurance policy, driver’s license, IDP, car rental agreement, etc.) in a secure manner, and leaving a copy with an emergency contact at home as well. During the tour, keep your passport and driver’s license accessible but secure; you may need to show ID for hotel check-ins or car pick-up, and you must carry your license while driving. The Company is not liable for any inconvenience or loss if the Client is denied travel or driving privileges due to lack of proper documentation.
5.3 Health & Fitness
The Client is responsible for ensuring that they are in an appropriate state of health to undertake a self-drive tour. While our self-drive itineraries are generally not physically strenuous, they can involve long days of driving, walking around attractions, and traveling in remote areas where medical facilities may not be immediately accessible. The Client should consult a physician if they have any pre-existing medical conditions or concerns about travel, especially if those conditions could be exacerbated by long drives or changes in activity level. It is the Client’s duty to carry sufficient supplies of any personal medications they may need, as well as to inform traveling companions of any important medical information (such as allergies or how to administer an epinephrine injector, etc., in an emergency). If the Client has a condition that could suddenly worsen (for example, a heart condition, epilepsy, or insulin-dependent diabetes), it is advisable to inform the Company in advance and/or the rental companion, so appropriate precautions can be taken (all information will be kept confidential and only used to assist in an emergency). The Company may ask the Client to complete a basic medical questionnaire or emergency contact form prior to travel, to have on file during the tour – this is for the Client’s safety. If the Client needs any special accommodations (for instance, ground-floor hotel rooms due to mobility issues, or extra days in one location to rest), they should communicate this before booking so the tour can be tailored accordingly.
The Client should be up to date on any recommended vaccinations for travel to the UK (generally there are no mandatory shots for the UK, but standard immunizations are encouraged). If any part of the tour includes outdoor activities (e.g., hiking), the Client should ensure they have appropriate fitness and skills for those activities or opt out of them. The Company reserves the right to refuse a booking or ask for a fitness certificate if a particular tour is known to be demanding and we have concerns about the Client’s ability to safely complete it; this is to ensure the safety and well-being of the Client. During the tour, the Client must take responsibility for their own health – stay hydrated, get adequate rest, and do not push beyond personal limits. In case the Client falls ill or is injured during the trip, they should seek medical assistance as soon as possible. The Company will assist in directing the Client to local medical facilities and can help inform the Client’s emergency contact if needed. Any medical expenses incurred are the Client’s responsibility (though they may be covered by the Client’s travel insurance as per Section 5.1). The Company is not liable for any health-related problems or injuries that may occur during the tour, except to the extent that such issues are caused by the Company’s negligence. By booking the tour, the Client confirms that they understand the itinerary and believe they are fit enough to participate.
5.4 Baggage & Personal Belongings
The Client’s personal belongings and luggage remain the Client’s responsibility throughout the tour. The Company assumes no liability for loss, theft, or damage to any personal items, baggage, or valuables during the trip, whether in transit (for example, in the rental vehicle or during flights) or at accommodation venues. It is recommended that the Client’s travel insurance (Section 5.1) include coverage for baggage and personal effects to allow for compensation in case of loss or theft. The Client should exercise caution and take sensible precautions to safeguard their property: always lock the vehicle when unattended (and keep valuables out of sight or, better yet, do not leave them in the car at all); secure your belongings in hotels (use a safe if available for items like passports, electronics, and cash); and remain vigilant in public places against pickpocketing or petty theft. If the Client loses any important document (passport, driver’s license) or item during the tour, they should notify the Company for assistance and report it to the local authorities (e.g., police for theft, or lost-property offices where appropriate). The Company can provide guidance in contacting embassies or arranging for replacements of documents, but cannot cover any related expenses. Any luggage or items shipped ahead or left behind are at the Client’s risk. The weight and size of luggage should be kept within reasonable limits for safety and comfort, especially since the rental vehicle will have limited trunk/boot space – the Company can advise on recommended luggage allowances based on vehicle type. If the Client is traveling with particularly valuable items (e.g., professional camera equipment, jewelry, or large sums of cash), it is their responsibility to ensure those are insured and protected; the Company strongly advises against bringing irreplaceable or extremely valuable items on the tour if not necessary. In summary, guard your personal belongings as you would on any independent trip. The Company will do its best to help in recovering lost items (for instance, contacting a hotel about an item left behind), but cannot guarantee retrieval and bears no financial responsibility for the loss.
6. Liability & Indemnity
6.1 Third-Party Suppliers & Car Rental Liability
The Client acknowledges that the Company acts as an agent or intermediary for third-party service providers involved in the tour. These providers include, but are not limited to, car rental companies, hotels/B&Bs, activity operators, and other local suppliers. The Company carefully selects reputable partners and contracts these services on the Client’s behalf. However, the ultimate responsibility for the provision of those services lies with the individual service provider. Therefore, the Company cannot accept liability for any loss, injury, death, or damage caused by the acts or omissions of third-party providers. For example, the Company is not liable for a hotel’s failure to provide agreed services or for a car rental company’s mechanical issues with the vehicle (though we will assist in resolving any problems that arise, as outlined in previous sections).
In particular, the rental vehicle is provided under a separate rental agreement between the Client and the car rental company (as noted in Section 1.1 and 4.4). The Client understands that the Company is not a party to the vehicle rental contract, and any liability related to vehicle operation, condition, or use rests with the rental company and/or the Client as per that rental contract and applicable law. The Company’s role is to arrange the rental reservation and include it in the tour package for convenience; it is not the Company’s role to oversee the day-to-day operation of the vehicle. As such, any accidents, damages, or traffic violations involving the vehicle are the responsibility of the Client (and possibly the rental company’s insurance) and not the responsibility of the Company. The Company will not be held liable for claims arising from car accidents or misuse of the vehicle. The Client agrees that any claim for losses or injuries stemming from the use of the rental car shall be made directly against the insurance policy or the rental provider, not against the Company. The Company will, of course, provide reasonable assistance in communicating with the rental agency and guiding the Client through necessary steps in the event of an incident (as described in Sections 1.5 and 4.3), but this assistance does not imply acceptance of liability. In summary, while the Company facilitates a seamless tour by bundling services, each component service is ultimately governed by the terms of the actual provider, and the Client must seek recourse from those providers for any service failures or liabilities not directly caused by the Company.
6.2 Limitation of Company Liability
The Company’s liability to the Client is limited to the amount paid for the tour package and only extends to direct damages suffered due to the Company’s negligent breach of duty in arranging or providing the tour. The Company does not accept liability for any indirect or consequential losses, such as loss of enjoyment, lost time, or any incidental expenses (for example, additional meals, alternative travel arrangements, or other costs incurred as a result of a disruption). Nothing in these terms shall limit or exclude the Company’s liability for death or personal injury resulting from the Company’s proven negligence or that of its employees, or for any other liability which cannot be lawfully excluded under UK law. However, the Company wishes to make clear that, to the fullest extent permitted by law, it assumes no responsibility for harm that arises from risks inherent in travel (including driving) or from factors outside of the Company’s control. By participating in the tour, the Client accepts that there are inherent risks (such as road accidents, natural events, etc.), and agrees to undertake the tour at their own risk. If the Company is found liable for any loss or damage notwithstanding the above, the maximum compensation the Company would pay per Client is limited to the price of that Client’s tour cost (excluding insurance premiums or additional services not booked through the Company). This limitation applies in aggregate to all claims and types of loss (including personal injury or property damage) to the extent allowed by law.
The Company shall not be liable for any failure or delay in performing its obligations where such failure/delay is due to causes beyond its reasonable control (see Section 6.4 Force Majeure). Additionally, the Company is not liable for any negligence, willful misconduct, or breach of law by the Client during the tour. For example, if the Client causes an accident due to reckless driving, any third-party claims or personal injuries are fundamentally the Client’s responsibility (and/or covered by the Client’s insurance), not something for which the Company will accept liability. Any advice or instructions given by Company representatives (such as suggested travel times, attractions to visit, safety briefings, etc.) are provided in good faith and to the best of our knowledge, but ultimately the decision and responsibility to act rests with the Client. The Company does not guarantee the performance or safety of any independent activities the Client might undertake outside the itinerary (e.g., unguided hikes, swimming, etc. that are not arranged by the Company). If a Client decides to engage in any such activities, they do so at their own risk. In summary, the Company will compensate the Client for issues under our direct control (like a mistake in booking that results in no accommodation, etc.), but the liability is capped and does not extend to situations beyond our control or those arising from the Client’s own actions. This allocation of risk is reflected in the tour price and is an essential part of this contract.
6.3 Indemnification
The Client agrees to indemnify, defend, and hold harmless the Company, its directors, employees, agents, and affiliates, from and against any and all claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising out of or in connection with: (a) the Client’s own negligence, misconduct, or breach of these Terms and Conditions; (b) any damage to property (including the rental vehicle, equipment, hotels) or injury (including death) caused by the Client during the tour; (c) any claims by third parties (including the Client’s travel companions, if not the signatory of the booking) arising from the Client’s actions or omissions. This indemnification means that if the Company faces a claim or lawsuit due to something the Client did (or failed to do), the Client will be responsible for all costs and damages that the Company has to pay as a result, including legal defense costs. For example, if the Client crashes the rental car into someone’s property and that person seeks compensation from the Company as the tour organizer, the Client will indemnify the Company for any costs or payouts incurred. Or, if the Client violates local laws and a fine or penalty is levied on the Company or its agent (perhaps because the Company is the contact point for the rental), the Client will reimburse those expenses. The Client’s obligation to indemnify is proportionate to their degree of fault; the Client would not indemnify the Company for a situation that was solely caused by the Company’s own negligence. This clause is intended to protect the Company from undue financial or legal exposure due to the Client’s behavior. It remains in force even after the tour has concluded. The Company will promptly notify the Client of any claim requiring indemnification and will cooperate in the defense (at the Client’s expense). The Client shall not settle any such claim in a manner that imposes any fault or liability on the Company without the Company’s consent. By agreeing to these terms, the Client acknowledges this duty to protect the Company from repercussions of the Client’s actions.
6.4 Force Majeure
The Company shall not be considered in breach of these Terms and Conditions or otherwise liable to the Client for any loss, damage, or inconvenience resulting from force majeure events or other circumstances beyond the Company’s reasonable control. Force majeure refers to events that the Company cannot foresee or prevent even with all due care. Such events include, but are not limited to: acts of God (e.g., hurricanes, floods, earthquakes, volcanic eruptions), fires or explosions, pandemics or serious health emergencies, acts of government or authorities (e.g., travel bans, border closures, national emergencies), war or threat of war, civil unrest, riots, terrorist activities or threats, industrial disputes or strikes (other than those involving the Company’s own staff), unexpected traffic incidents or road closures of significant impact, extreme weather conditions (e.g., heavy snowstorms making roads impassable), and technical or maintenance problems with transportation (e.g., major airline or ferry disruptions) or other utilities. In the event that a force majeure situation arises, the Company will immediately notify the Client and keep them informed of any developments and possible alternatives. The Company may at its sole discretion delay, alter, or cancel the tour (in whole or in part) if it is unsafe or not feasible to proceed. For example, if a sudden severe weather event makes driving unsafe, the Company might modify the itinerary to wait out the storm or reroute the tour; if government restrictions due to a pandemic prevent travel, the tour might be postponed or cancelled. Any additional costs resulting from a force majeure event (such as extra accommodation if stranded, alternative transport, or rearrangements) will generally be the Client’s responsibility, but the Company will endeavor to assist in minimizing such costs and will pass along any obtainable refunds from suppliers.
If a tour is completely canceled before commencement due to force majeure, the Company will provide a credit or refund where possible, after deducting any unrecoverable expenses (the Company will be transparent about what can or cannot be recovered from suppliers). Full refunds for force majeure cancellations are not guaranteed, since the Company may have already incurred costs on the Client’s behalf. The Client is again reminded to have travel insurance (Section 5.1) that may cover trip disruptions due to such unforeseen events. If a force majeure event occurs after the tour has started, the Company will make reasonable efforts to continue the trip in a safe manner or facilitate the Client’s early return if necessary, but no refunds will be issued for portions of the tour missed due to force majeure. The Client should understand that in these extraordinary scenarios, the Company’s primary concern is safety and any decisions made will prioritize the well-being of Clients and staff. The Company shall not be held liable for any consequential damages (e.g., missed flights, lost work days, or additional costs) arising from force majeure impacts on the tour. By entering this contract, the Client accepts the risk of travel disruptions from unforeseeable events and agrees that such events do not constitute a breach of contract by the Company.
7. General Provisions
7.1 Governing Law & Jurisdiction
These Terms and Conditions and any agreements or contracts concluded with the Company shall be governed by and interpreted in accordance with the laws of Scotland (and, where applicable, the laws of the United Kingdom). Both the Company and the Client agree that any disputes, claims, or legal proceedings will be subject to the exclusive jurisdiction of the courts of Scotland. By exclusive jurisdiction, we mean that (except where prohibited by law) any legal action against the Company must be filed in a court located in Scotland, and Scottish law will apply. If the Client is domiciled outside of Scotland or the UK, they waive any objection to such jurisdiction and agree not to argue that it is an inconvenient forum for resolution of disputes. In the event of a dispute, the Company and Client will first attempt to resolve the matter amicably through discussion or mediation in good faith. Only if those efforts fail will litigation be pursued. It is also understood that any claim against the Company must be brought within a reasonable time and in accordance with any applicable statutory limitation periods under Scottish law.
7.2 Severability
If any provision or part-provision of these Terms and Conditions is found by a court or other competent authority to be invalid, illegal, or unenforceable, that provision (or part of it) shall, to the extent required, be deemed deleted or modified to the minimum extent necessary to make it valid and enforceable. The validity and enforceability of the remaining provisions of the Terms and Conditions shall not be affected and will continue in full force and effect. In other words, if one clause is void, the rest of this agreement remains binding. The Company and Client agree to negotiate in good faith to replace any invalid provision with a valid provision that, as far as possible, achieves the intended commercial result of the original provision.
7.3 Entire Agreement & Acceptance
These Terms and Conditions, together with the confirmation invoice, itinerary, and any special agreements made in writing, constitute the entire agreement between the Client and the Company regarding the self-drive tour. They supersede any prior verbal or written communications or understandings relating to the subject matter of the tour. The Client acknowledges that they have read and understood these Terms and Conditions and have not relied on any representations, warranties, or statements other than those set out in writing by the Company. No employee or representative of the Company has the authority to verbally alter or waive any of these terms. Any changes or amendments to the contract must be agreed in writing by an authorized representative of the Company. By paying the deposit or full payment for the tour, the Client (on behalf of themselves and all persons included in the booking) indicates their acceptance of these Terms and Conditions. The person making the booking guarantees that they have the authority to accept and do accept these terms on behalf of the other travelers in their party. If there is any conflict between these Terms and Conditions and any other document provided by the Company, these Terms and Conditions will prevail except where expressly stated otherwise. The Client’s participation in the tour will be deemed as agreement to abide by all rules and guidelines provided by the Company and its partners during the trip. Any failure by the Company to enforce a particular provision at any time shall not be construed as a waiver of its right to enforce that provision in the future. These Terms and Conditions shall be binding upon and inure to the benefit of the parties and their respective heirs, legal personal representatives, successors, and assigns (to the extent assignment is permitted).
By proceeding with a booking and/or participating in a Scotland Self Drive Tour, the Client confirms that they agree to all of the above provisions. The Company looks forward to providing a memorable and safe self-drive experience in Scotland under these agreed terms.
