Palmy Campers Rental Terms and Conditions

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1. Rental Locations

1.1 Pickup and Drop-off: The primary location for vehicle pickup and drop-off is 160 Featherston Street, Palmerston North, unless otherwise agreed. Other locations are available on request at time of booking.
1.2 Operating Hours: Pickup and drop-off hours in Palmerston North are between 9:00 AM and 6:00 PM.
Please allow up to 30 minutes for pickup and approximately 5 minutes for return (provided there is no damage).
To ensure we can complete your handover within staffed hours:
Pickup: Please plan to arrive no later than 5:30 PM.
Return: If you need time to unload personal belongings, please ensure you arrive well before 6:00 PM so the vehicle can be returned on time.
Out of Hours - If these times don’t work please talk to us in advance and we can often arrange an out of hours handover for an additional fee.

1.3 Alternative Pick-up and Drop-off Locations: Requests for returning the vehicle to a different location must ensure the vehicle is returned by the agreed time on the return day (usually 10am or 12pm depending on the location). Please contact us to arrange pick-up/drop-off at an alternative location.

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2. Driver’s Licence

2.1 Eligibility: All drivers must be at least 21 years of age and present a full car licence, which must be sighted by check-in staff prior to commencing the rental and stored on file. Palmy Campers reserves the right to refuse any driver, or to impose additional conditions, where it reasonably believes the driver may present an increased risk to the vehicle, passengers, or other road users.
2.2 Accepted Licences: Licences from approved countries or an international driver’s licence are acceptable. If the licence is not in written English, an authorised/official translation must be provided.
2.3 Additional Drivers: There is no charge for additional drivers, but all licences must be sighted and stored on file.

 

3. Cancellation and Amendments

3.1 When cancelling, the following fees apply:
30+ days prior: $100 cancellation fee.
15-29 days prior: 20% of hire cost charged.
4-14 days prior: 50% of hire cost charged.
1-3 days prior: 100% of hire cost charged.
Day of Pickup/No Show: 100% of hire cost charged.
No Refunds: No refunds for cancellations or early returns after travel has commenced.

3.2 Amendments to rentals: Amendments that result in a reduction of the rental duration or value will be treated as a cancellation for the affected portion of the booking.

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4. Pets and Smoking

4.1 Pets Via Agreement Only: Pets are only permitted when included on your rental agreement. The maximum is 2 pets in 1 vehicle.
4.2 Damage caused by pets is not covered by insurance and you will be liable for the full cost of repair plus additional hire charges for every day the vehicle is unavailable for use on our fleet.
4.3 The vehicle must be returned free from pet odours and excessive pet hair. If the vehicle requires more than standard cleaning (including, but not limited to, deep cleaning, deodorising, or removal/washing of soft furnishings), the renter will be charged additional cleaning fees, plus additional hire charges for any days the vehicle is unavailable for hire while cleaning is completed.
4.4 No Smoking: If the vehicle is returned with evidence of smoke or smoke odour, this is treated as intentional damage. The renter will be liable for:

- Full cleaning and deodorising costs (including professional treatment if required), and
- Additional hire charges for every day the vehicle is unavailable for hire while cleaning is completed.

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5. Traffic Infringements

5.1 Liability: Renters are fully liable for any traffic fines, parking violations, or toll fees incurred during the rental period. Relevant authorities will be provided with the renter's details as necessary.
5.2 Rental Fines: Should infringement notices be received after the rental period, they will be transferred into the renter’s name where possible. If Palmy Campers is required to transfer liability or pay on the renter's behalf, the associated costs plus a 3% card payment fee and a $25 administration fee will be charged.
5.3 Toll Road Fees: These should be paid while on hire. You are authorised to make these payments via the NZ Transport Agency toll road website. If we receive an unpaid toll notice we will make the payment on your behalf plus a $10 administration fee and a 3% card payment fee.

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6. Accidents and Breakdowns

6.1 Reporting: Any accident, damage, theft, breakdown, or issue affecting the vehicle or equipment must be reported to Palmy Campers as soon as reasonably practicable. Where required by law, or where a third party is involved and details cannot be exchanged, the renter must also notify Police. The renter must not admit liability, settle any claim, or make any agreement with a third party without the prior consent of Palmy Campers.
6.2 Minor Repairs: Repairs up to NZ$100 may be made without prior authorisation and will be reimbursed upon presentation of an itemised receipt. Repairs above NZ$100 require approval from Palmy Campers.
6.3 Breakdowns: In the event of a non-user error breakdown, Palmy Campers will either replace the vehicle with a similar one or refund the hire charges for lost days. Additional transport or accommodation costs are not covered by Palmy Campers and are the renter’s responsibility.
6.4 AA Cover: There is AA cover on all our vehicles. There is a call out charge for a non mechanical breakdown (wrong fuel, flat tyres, flat batteries, key issues etc).
6.5 User Error: If a breakdown is due to user error, no refund will be given for lost days of hire. The renter is responsible for the cost of repair, as well as returning the vehicle to the drop-off location, and may incur additional rental day charges and recovery costs.
6.6 Vehicle Abandonment: The renter must not abandon the vehicle at any location without the prior approval of Palmy Campers. If the vehicle is abandoned, or if Palmy Campers is required to recover, secure, transport, store, or otherwise deal with an unattended vehicle, all associated costs will be the responsibility of the renter.
6.7 Customer Liability: The renter is liable for the cost of any damage to the vehicle per incident, up to the value of the excess selected at the commencement of hire, provided the damage is covered by our insurance policy. If the damage is not covered by insurance, the renter will be liable for the full cost of repairs or replacement, including any associated recovery or downtime costs. If a third party is identified and admits fault, Palmy Campers will seek to recover costs from that party. If successful, the renter’s liability will be reduced or refunded accordingly.
6.8 Damage Charges: The cost of repairing any damage, together with any associated costs including vehicle recovery, administrative fees, loss of use, and additional hire charges where the vehicle is unavailable for rental, will be deducted from the security bond. If the security bond is insufficient to cover these costs, the remaining balance will be charged to the card held on file or invoiced to the renter. Any outstanding amount must be paid in full within 3 days of the invoice date. Failure to make payment within this timeframe may result in debt collection action, and any reasonable costs incurred in recovering the debt will be the responsibility of the renter.
6.9 Intentional Damage/Pet Damage: Intentional damage, damage caused by pets, or any damage or contamination resulting from smoking or vaping is not covered by insurance. In these situations the renter is liable for the full cost of repair, cleaning, deodorising, and any associated downtime, including additional hire charges for every day the vehicle is unavailable for use on our fleet.
6.10 Beach Driving: If the vehicle is driven on a beach and any loss, damage, recovery, towing, or associated cost arises, any excess reduction option selected by the renter will not apply. The renter's liability will revert to the standard excess applicable to the vehicle, and the renter will remain responsible for any uninsured recovery, towing, cleaning, or associated costs.
 

7. Vehicle Return

7.1 Cleanliness: Vehicles must be returned reasonably clean. Failure to do so will result in a cleaning fee of NZ$150.
7.2 Specific Cleaning Tasks: Renters must:

• Empty the toilet and grey water tank.

• Refill fuel, LPG, and fresh water.

• Wash all dishes.

• Sweep the floor.

• Remove personal rubbish.

• Ensure the outside of the vehicle is clean enough to check for any damage.

7.3 Fuel: Vehicles must be returned with a full tank of fuel. If not, the cost to refill plus a $25 administration fee will be charged.
7.4 Additional Fees:

• Failure to empty the toilet and grey water tank will incur a $250 fee.

• Failure to refill LPG will incur a $50 fee.

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8. Road User Charges

8.1 Diesel Vehicles: The renter acknowledges that diesel vehicles are subject to Government Road User Charges (RUC). A charge of $0.09 per kilometre travelled will be applied and calculated based on the distance driven during the rental period. This charge is payable upon completion of the hire.

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9. Conditions of Hire

9.1 Pricing and Tariffs: Pricing should be accurate at the time it’s listed but may change from time to time. If a price is displayed in error, or relates to dates we haven’t released pricing for yet, we reserve the right to amend or update the rate.
9.2 Responsibility: Palmy Campers will not be liable for any loss, damage, delay, inconvenience, injury, missed travel arrangements, accommodation costs, or consequential losses suffered by the renter or any passenger, except where such liability cannot be excluded under New Zealand law.
9.3 Rental Agreement: The rental agreement is the sole contract between Palmy Campers and the renter and passengers.
9.4 No Refunds for Unavailable Days: No refunds are payable for accommodation or days when vehicles are not available due to amendments, cancellations, or variations by the renter after departure.
9.5 Comparable Vehicles: Palmy Campers reserves the right to substitute the booked vehicle with a comparable or larger vehicle if the booked vehicle becomes unavailable due to circumstances beyond our control. If a lower-category vehicle is supplied, the renter will be refunded the difference in rental charges. Such substitution shall not constitute grounds for cancellation or compensation.
9.6 Payments: A deposit is required at the time of booking confirmation. The remaining balance must be paid no later than 14 days prior to vehicle collection. Full payment must be received before the vehicle is released. The renter authorises Palmy Campers to securely retain the payment card details provided at the time of booking and to charge that card for any amounts owing under this agreement, including but not limited to toll charges, Road User Charges, fuel charges, cleaning charges, damage, infringements, administration fees, recovery costs, and any other costs incurred during or as a result of the rental. This authority continues after the rental period has ended until all amounts owing have been paid in full. Where payment cannot be processed, an invoice will be issued and must be paid within 3 days.
9.7 Card Payment Fee: A 3% card payment fee applies to all card payments other than the rental hire. This includes charges taken from a bond or charged after the rental for damage, tolls, or infringements.
9.8 Debt Recovery: Any amount unpaid 3 days after the due date may be referred to a debt collection agency or legal representative for recovery. The renter will be liable for all reasonable costs incurred in recovering the debt, including collection agency fees, legal fees, and administrative costs.
9.9 Booking Extensions: If the booking is extended after the rental has commenced, payment for additional days must be made at the time of the extension request. This cannot always be accommodated, and the vehicle should be returned at the agreed time if the extension request is declined. If payment is not made or the request is declined and the vehicle is not returned it will be reported as stolen.
9.10 Amendment Fees: One amendment can be made free of charge after booking confirmation. Additional amendments will incur a $25 fee, waived if the amendment increases the hire value. Changing the pickup date to a later date will result in a 100% cancellation fee for any subsequent cancellations.
9.11 Pickup and Drop-off Times: Pickup and drop-off times must be arranged in advance and occur between 9:00am and 6:00pm unless otherwise agreed. Vehicles returned late without prior approval will incur an additional day's rental charge plus a late return fee of $500. If the renter is overdue and cannot be contacted, Palmy Campers reserves the right to report the vehicle as unlawfully retained or stolen.
9.12 Non-Variation of Conditions: These conditions cannot be varied, altered, or waived by any employee, agent, or representative of the company.
9.13 Vehicle Tracking: All Palmy Campers vehicles are equipped with location tracking for security, safety, and operational purposes. By hiring a vehicle, you consent to this tracking. For more information on how this data is collected, used, and stored, please refer to our Privacy Policy.
9.14 Chargebacks: The renter agrees not to initiate a chargeback for any charges properly payable under this agreement. Where a chargeback is lodged and subsequently found to be invalid, the renter will be liable for the original amount, any bank fees, and reasonable administrative costs incurred by Palmy Campers.
9.15 Photographic Evidence: The renter acknowledges that photographs, videos, GPS records, inspection reports, and maintenance records may be used by Palmy Campers as evidence when assessing damage, cleanliness, fuel levels, vehicle condition, infringements, or breaches of this agreement.

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10. Insurance

10.1 Standard Excess Insurance Cover: All vehicles come with fully comprehensive commercial insurance, including recoverable third-party accident damage, theft, and break-ins. A standard excess of either $3000 or $5000 (depending on the vehicle) per incident applies. If more than one incident occurs or there is damage which falls outside of the insurance, an amount greater than the bond held could be charged.
10.2 Excess Reduction: Renters may apply to reduce their standard excess by selecting an excess reduction option at the time of booking or pickup. Drivers under the age of 25 are only eligible for Bronze or Silver excess reduction options. Where a Gold or Platinum excess reduction option has been purchased for a rental, that reduction will not apply at any time the vehicle is driven by a driver under the age of 25, and the standard excess will apply in full to any loss, damage, or claim arising while that driver was operating the vehicle. If any driver added to the booking is under the age of 25 a bond will apply and be held for the duration of the rental. Palmy Campers reserves the right, at its sole discretion, to decline or withdraw an excess reduction option prior to the commencement of hire. The excess level recorded on the rental agreement at the commencement of hire will apply for the duration of the rental and cannot be altered once the vehicle has departed.
10.3 Vehicle Security Bond: A security bond equal to the applicable excess amount is required before vehicle pickup. The bond will be charged 2 days before pick up of the vehicle and may be held for up to 7 days after vehicle return. Where damage, cleaning charges, toll charges, Road User Charges, infringement notices, or any other outstanding costs have not yet been determined or received, Palmy Campers reserves the right to retain all or part of the bond until those matters are resolved.
10.4 Liability in the event of Damage: If damage occurs which is covered by our insurance, you are liable up to the cost of the excess option selected when booking (per incident). Typically the bond is used to cover this amount. If the bond does not fully cover the excess(s), you are required to arrange payment of the remaining balance within 3 days. If our insurance does not cover the damage to the vehicle, you are liable for the full cost of repairs or replacement.

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11. Exclusions

11.1 Intoxication: There is no cover if the driver of the vehicle is intoxicated.
11.2 Criminal offence: There is no cover if the vehicle is being used for a criminal offence.

 

Please note: The maximum speed limit on heavy vehicles is 90klms on the open road.
By hiring a vehicle from Palmy Campers, the renter confirms acceptance of the above terms and conditions.

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