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Bike Hire UK – Terms & Conditions of Hire

Effective: 01/01/2026

These Terms & Conditions apply to all bicycle and equipment hire, event hire, and related services provided by Bike Hire UK Ltd, whether booked online, by email, or under a written event agreement, unless otherwise agreed in writing.

Where applicable, booking-specific or event-specific details (including pricing, payment terms, cancellation terms, locations, and services) will be set out in a booking confirmation, invoice, or Schedule 1, which forms part of the Agreement.

1. Parties

Company:
Bike Hire UK Ltd
Company No. 10338184
Registered Office: Kings Arms Vaults, Watton, Brecon, Powys, United Kingdom, LD3 7EF
Trading as: Bike Hire UK

Customer / Lessee:
The individual, company, organisation, or event client making a booking or named in Schedule 1.

2. Definitions

  • Agreement – These Terms & Conditions together with any Schedule 1, booking confirmation, invoice, or Event Agreement.

  • Equipment – Bicycles, e-bikes, accessories, helmets, locks, batteries, chargers, or related equipment supplied by the Company.

  • Customer / Lessee – The individual or organisation making the booking and responsible for payment.

  • Rider – Any individual authorised to use the Equipment during the Hire Period.

  • Hire Period – The dates and times specified in the booking confirmation or Schedule 1.

  • Event – Any organised ride, corporate booking, hotel hire, charity event, or group activity supported by the Company.

  • Hire Charges – The fees payable for hire and services as agreed.

  • Site / Locations – The locations, routes, start, finish, or support points relevant to the hire or Event.

3. Bookings & Contract Formation

3.1 Bookings may be made:

  • Online via the Company’s website

  • By email or written agreement

  • Through authorised partners

3.2 A booking is not confirmed until payment has been received in full or expressly agreed in writing.

3.3 The Customer is responsible for providing accurate information at the time of booking.

4. Hire of Equipment

4.1 The Company agrees to hire the Equipment to the Customer for the Hire Period subject to these Terms.

4.2 The Equipment remains the property of the Company at all times.

4.3 The Customer may permit Riders to use the Equipment provided they are informed of and comply with these Terms and any safety guidance issued.

5. Condition of Equipment

5.1 Equipment will be supplied in a safe, roadworthy condition suitable for normal cycling use.

5.2 The Customer or Rider must inspect the Equipment upon issue and notify the Company promptly of any defects.

5.3 Continued use constitutes acceptance of the Equipment’s condition.

6. Delivery, Collection & Risk

6.1 Delivery and collection details will be confirmed in writing.

6.2 For Event hires where the Company provides on-site management, supervision, or bike distribution, risk shall pass to the individual Rider at the point the Equipment is issued, subject to completion of a Rider Hire Agreement and Liability Waiver. The Customer shall not be responsible for loss or damage caused by Riders unless expressly agreed in writing.

6.3 For non-event or individual hires, risk passes to the Customer or Rider at the time of collection or delivery.

6.4 The Company is not responsible for delays caused by circumstances beyond its reasonable control.

7. Payment

7.1 Hire Charges and payment terms will be set out in the booking confirmation or Schedule 1.

7.2 Unless otherwise agreed:

  • Online / individual bookings: payment is required in full at the time of booking

  • Events / corporate bookings: payment must be received in full prior to delivery

7.3 All prices are exclusive of VAT unless stated otherwise.

7.4 Late payments may incur interest at 4% above the Bank of England base rate.

8. Cancellation & Refunds

8.1 Online / Individual Bookings

  • Cancellations 48 hours or more before the Hire Period: full refund

  • Cancellations within 48 hours: non-refundable

  • No refunds for non-attendance or late arrival

8.2 Events / Corporate Bookings

  • Cancellation terms will be set out in Schedule 1

  • Refunds may be staggered based on notice period and costs incurred

9. Use of Equipment & Rider Responsibilities

9.1 Equipment must be used responsibly and for lawful cycling activities only.

9.2 Riders must comply with road traffic laws and cycling regulations.

9.3 Helmets and appropriate safety equipment are strongly recommended and may be mandatory for certain Events.

9.4 Equipment must not be modified or repaired without the Company’s consent, except where necessary for immediate safety.

10. Rider Safety & Waivers

10.1 Cycling involves inherent risks. Riders participate voluntarily and at their own risk.

10.2 For Events, all Riders must complete the Company’s Rider Hire Agreement and Liability Waiver before being issued with Equipment.

10.3 The Company is responsible for issuing and collecting Rider waivers for Events.

11. Loss, Damage & Theft

11.1 Riders are responsible for the full replacement value of Equipment lost, stolen, or damaged beyond fair wear and tear.

11.2 Where the Customer is a corporate, hotel, or Event client and Riders sign individual Rider Hire Agreements, loss or damage shall be governed by those Rider agreements and shall not be charged to the Customer unless expressly agreed.

11.3 Theft or serious damage must be reported immediately and a police report obtained where applicable.

12. Support & Maintenance

12.1 Where support services are included, these will be detailed in Schedule 1.

12.2 The Company will use reasonable endeavours to resolve mechanical issues but does not guarantee uninterrupted use.

13. Insurance & Liability

13.1 The Company maintains appropriate public liability insurance.

13.2 Riders are responsible for their own personal accident and medical insurance.

13.3 Nothing in this Agreement excludes liability for death or personal injury caused by negligence or fraud.

13.4 Subject to clause 13.3, the Company shall not be liable for indirect or consequential losses.

14. Force Majeure

Neither party shall be liable for failure or delay caused by events beyond reasonable control, including extreme weather, natural disasters, strikes, epidemics, or government restrictions. Where an Event cannot proceed due to Force Majeure, refund terms will be determined in accordance with the booking type and Schedule 1.

15. Termination

15.1 The Company may terminate hire immediately if Equipment is misused or payment terms are breached.

15.2 Equipment must be returned immediately upon termination.

16. Website Use & Data Protection

16.1 Website content is for general information and booking purposes only.

16.2 Unauthorised website use may result in legal action.

16.3 Personal data will be processed in accordance with the Company’s Privacy Policy.

17. General

17.1 This Agreement constitutes the entire agreement between the parties.

17.2 Variations must be agreed in writing.

17.3 If any provision is unenforceable, the remainder shall remain in effect.

18. Governing Law

This Agreement is governed by the laws of England and Wales and subject to the exclusive jurisdiction of the English courts.