Cotswold Village Tours

  Our passenger terms and conditions, are aligned with local licensing authority (Wychavon District Council) rules and the Consumer Rights Act 2015.

Licensing and Regulatory Compliance: All bookings accepted by Cotswold Village Tours are managed under Private Hire Operator Licence Number (OP104) issued by Wychavon District Council.

We guarantee that the dispatching operator, the allocated vehicle, and the designated driver are all individually and actively licensed by Wychavon District Council, in strict compliance with the Local Government (Miscellaneous Provisions) Act 1976.

Advance Payment Requirement: 

• All payments for bookings must be prepaid in full at the time of booking via our approved    electronic payment channels or via bank transfer. 
• Most major credit cards are accepted. (Excl. AMEX)
• Drivers are strictly prohibited from accepting direct cash or card payments for any booking.

Confirmation: A booking is only legally confirmed once your advance payment has been successfully processed and a confirmation has been issued via e-mail or via mobile phone text messaging.

Prices are fixed at time of booking.  Rates are stated on our website. www.cotswoldvillagetours.co.uk

• Exclusions:  Unless agreed at point of booking and acknowledged through booking confirmation all  tour charges exclude:
  • admission to attractions; places of interest etc.,
  • food and drink purchased during scheduled stops.

Surcharges

• By providing your payment details in advance you authorize Cotswold Village Tours to automatically charge the original payment method for any subsequent surcharges incurred during the journey.
• Surcharges, but are not limited to: 

                                                - extended waiting times past the complimentary window,

                                                - route deviations requested by the passenger, 

                                                - airport drop-off fees not included in the original quote

                                                - professional valeting fee if the vehicle is soiled.

• Soiling: & Cleaning Charges

                          - Vomit & biohazard fee: A fixed cleaning fee of £100.00 applies immediately if a passenger 

                             vomits inside the vehicle.

                          - Standard soiling fee: A fee of £60 applies for non-biohazard soiling, including spilled food, 

                             drinks, mud, or stains requiring professional valet services.

                          - Cleaning fees are charged automatically via the original payment method.

                           - We will provide photographic evidence of the damage and a cleaning receipt upon request by t

                              the customer.

• Waiting  time:

                          - Drivers wait up to 10 minutes at the pickup point free of charge, after which waiting time or a 

                             no-show cancellation applies.

Please consider the impact of your behaviour on fellow travellers and your host, the driver.

We do not recommend our fixed itinerary/small group/shared tours for children under 5 years of age – it can be a long day and content is not always conducive to the tour being enjoyable to the child or other passengers. Please consider this when booking.

 Cotswold Village Tours reserve the right for the driver to refuse travel or terminate a journey immediately if passengers are abusive, violent, behave in a manner detrimental to the enjoyment of other passengers or pose a safety risk.

• No  smoking/alcohol:     Smoking, vaping, and alcohol consumption are strictly prohibited in all      vehicles.
• No food/drinks:      The  consumption of food (takeaways, snacks) and/or drinks (tea, coffee canned   drinks ) is strictly prohibited in all vehicles.
• Seatbelts: Passengers must wear      seatbelts .
• Luggage: Luggage is carried at the owner's risk,      subject to vehicle capacity.

• Passenger Capacity is limited to a maximum of 8, irrespective of age.
• Passengers aged 16 and under must be accompanied by a responsible adult passenger aged 18 or over.
• Drivers may request valid photo identification (such as a passport) to verify a passenger's age before starting the journey.
• Drivers will refuse carriage immediately if they suspect a passenger is an unaccompanied minor under 16.
• Front seat restriction: No child under the age of 12 or under 135 cm tall may travel in the front seat without the correct child restraint under any circumstances
• Children aged 3 to 12: Must travel in the rear seats and must wear an adult seat belt if a child car seat is unavailable or unsuitable (under 135 cm in height).
• Provision of seats: Cotswold Village Tours does not supply child car seats or booster cushions as regulated under the The Motor Vehicles (Wearing of Seat Belts) Regulations 1993. Passengers are strongly encouraged to provide their own suitable restraints for the journey.
• Installation responsibility: If a passenger provides their own child seat, the parent or guardian is entirely responsible for securely fitting the restraint in the vehicle. Drivers will not install or check the safety of passenger-provided child seats
• Driver statutory duty: Under UK legislation, the driver holds legal responsibility to ensure that all passengers under the age of 14 are properly restrained using a seat belt or appropriate child seat prior to moving. Drivers retain the right to refuse travel if these legal constraints are violated. 

 Regretfully, our vehicle is not wheelchair accessible, so we are unable to carry non-foldable wheelchairs or mobility scooters.

We are able to transport small walking aids and foldable wheelchairs only. We will assist in the loading of such items but accept no responsibility for folding/unfolding them correctly.

In compliance with the Equality Act 2010, Cotswold Village Tours will accept bookings from passengers who are accompanied by assistance dogs.

• As assistance dogs it is assumed that they will remain quiet, under control, and focused entirely on you the passenger without disturbing others who may be on the shared tour.
• Assistance dogs will be carried free of charge. 
• No surcharges will be applied relating to the carriage of assistance dogs. 
• Assistance dogs are permitted to travel in the passenger footwell of the vehicle. 
• Customers are encouraged to declare the need to accommodate an assistance dog at time of booking.

• Your transport is a VW Transporter T30 with a maximum passenger capacity of 8 that  cannot be exceeded. Vehicle size and weight restrictions may be applicable when tailoring specific travel route requests.
• Vehicle  MOT, Tax, and Insurance Certificate are available for inspection at any time.

•  Cotswold Village Tours liability is limited to the cost of the scheduled journey, excluding indirect or consequential losses.
• Cotswold Village Tours accept no liability for any accident, injury, delay, loss, damage or inconvenience sustained during any journey unless due to our own negligence. 

• Lost property: Items left in vehicles are handled per local council guidelines and retained for a maximum of 30 days before disposal

Cotswold Village Tours focus on local tours and excursions. Current resources dictate that additional services such as airport drop off/pick-ups are limited by both driver and vehicle availability.  Bookings are unlikely to be accepted.

In the event of bookings for airport services are accepted.

• Pre-Charged Airport Fees: All airport destination or pickup quotes generated through our booking system include standard airport drop-off or terminal entry fees pre-charged at the time of booking.
• Flight tracking: Inbound flight status is  monitored using the provided flight number.
• Complimentary Flight Waiting Time: For all airport pickup services, a complimentary waiting period of 45 minutes is included. This 45-minute window begins from the moment the passenger's flight successfully lands (as recorded by airport arrival tracking data).

• Extended Waiting Charges: If a passenger fails to clear customs and exit to the arrivals area within the 45-minute complimentary window, an extended waiting surcharge of £5.00 per 15 minutes will be automatically applied to the customer's registered payment method.
• Meet  and greet:     Inside terminal pickups incur an extra fee to cover parking costs.

Cotswold Village Tours is the data controller for personal data collected during your journey. You can contact us at info@cotswoldvillagetours.co.uk

During our booking process we collect customer name, phone number, and pickup/drop-off locations. We use this to solely to fulfil your transport contract and for our own for tax and licensing records.

• Our  vehicle uses an externally facing dashcam. It records video outside the vehicle to protect driver safety, provide evidence in accidents, and defend against fraudulent insurance claims. It does not record audio inside the cabin.
• We  do not sell your data. We only share booking data or dashcam footage if  required by law, our insurers, or the police.
• Booking  data is deleted after 12 months. 
• Dashcam  footage is retained for 28 days unless an incident occurs. It is deleted/overwritten after this time period.

Cotswold Village Tours reserve the right to gather initial feedback from customers at the conclusion of each booking/tour in order to ensure continual improvement of tour itinerary, service provision, safety and customer service.

Under the Consumer Rights Act 2015 which sets out sets clear rules for buying goods, services, and digital content, provides the legal right to a refund, repair, or replacement if things are faulty, not as described, or not of good quality.

• Customers retain the right to register an official complaint via our website contact form or by emailing: complaints@cotswoldvillagetours.co.uk
• Submissions should include: Name, date of the journey, and a clear description of the issue.
• Acknowledgement of the receipt of the complaint will be within 48 hrs.
• Formal response will be within 14 working days.
• Escalation: If a complaint relating to safety, driver conduct or charging is not resolved satisfactorily the customer shall have the right to escalate the matter to the licensing authority (Wychavon District Council)