I. DEFINITIONS
Owner/Company: 4×4 Self Drive Cars for Hire
Hirer/Customer/You: The person(s) signing the Rental Agreement.
Vehicle: The car specified in the Rental Agreement.
Insurance: The applicable motor vehicle insurance policy.
Rental Agreement: The contract agreement between the Owner and the Hirer.
By renting a vehicle from 4×4 Self Drive Cars for Hire, the Hirer agrees to abide by all terms outlined in this Agreement, whether signed or not.
II. GENERAL CONDITIONS & USE OF THE VEHICLE
1. The Hirer must return the Vehicle by the agreed date and time specified in the Rental Agreement, no later than 7:00 PM, unless otherwise approved in writing by the Owner.
2. No refunds will be issued for early returns or unused fuel.
3. The Hirer must be at least 18 years of age, possess a valid driver’s license (from their country of residence and/or an International Driving Permit), and carry it at all times while operating the Vehicle.
4. Only the Hirer and authorized travel companions listed in the Rental Agreement may drive the Vehicle. The Hirer is fully liable for any loss or damage caused by unauthorized drivers.
5. All passengers must present their passports and provide next of kin contact details before the rental commences.
6. The Hirer is responsible for settling all traffic fines, penalties, or parking tickets incurred during the rental period.
7. Loss or serious damage to camping gear will be charged to the Hirer at full replacement cost.
8. The Hirer must not smoke inside the Vehicle. Cleaning fees may apply for violations.
9. The Hirer must return the Vehicle in the same condition it was received, accounting for normal wear and tear.
10. We don’t supply vehicles with fuel as part of the rental. However, if a vehicle is delivered with fuel, it must be returned with the same fuel level to avoid refueling charges.
11. Fuel must be purchased only from reputable stations (Shell, Total, or Rubis). Using contaminated or low-quality fuel may cause engine damage, for which the Hirer will be liable.
III. RENTAL PERIOD, DEPOSIT & PAYMENT TERMS
1. The rental period begins and ends as stated in the invoice.
2. The Company must approve any extension of the rental period in advance and may incur additional charges.
3. A booking deposit of 40% of the total rental cost is required to confirm your booking, with the remaining 60% due at least 14 days before the rental start date.
4. A refundable security deposit of USD 500 is required at the time of vehicle pickup. This is refunded upon satisfactory inspection after the rental, provided the vehicle has no damage or missing items.
5. Payments must be made in USD or Euros via credit card or bank transfer. All transfer and conversion fees are the Hirer’s responsibility.
6. All payments are non-transferable.
7. Payment is due in full at the beginning of the rental unless otherwise agreed upon in writing.
IV. SPEED LIMITS
To ensure safety and compliance with local laws:
• 80 km/h: Maximum on highways (vehicles are classified as heavy due to weight).
• 50 km/h: Within towns or built-up areas.
• 30–40 km/h: Inside national parks (may vary by country).
• All vehicles are equipped with GPS trackers. The Owner will be notified if the vehicle exceeds speed limits, and this may result in penalties or voided insurance coverage.
V. RESTRICTED AREAS & RECOMMENDATIONS
1. Driving in the dark (before 6:30 AM or after 7:00 PM) is prohibited unless prior written permission is obtained.
2. Crossing international borders requires written approval and valid COMESA Yellow Card insurance at the Hirer’s expense. Unauthorized border crossings will result in a breach of contract and forfeiture of the security deposit.
3. Customers must inform the Company in advance if planning to cross borders. This allows us to prepare legal documentation for seamless travel.
4. We recommend downloading Maps.me offline maps for Uganda, Kenya, and Tanzania, and purchasing a local SIM card for internet access and navigation.
VI. VEHICLE CONDITION & MAINTENANCE
1. All vehicles are inspected and serviced before each rental.
2. The Hirer must ensure basic maintenance during the trip, including checking:
o Engine oil, coolant, and tire pressure at refueling stops.
o Windshield wiper fluid and essential fluids.
4. If a dashboard warning light appears, contact the Owner immediately for guidance.
5. The Hirer agrees to return the vehicle clean and in good condition.
VII. MECHANICAL BREAKDOWNS & REPAIRS
1. In case of a mechanical breakdown (not caused by negligence), the Owner will provide a replacement vehicle at no cost if repairs cannot be completed within 24 hours, subject to availability.
2. The Company offers rescue services depending on your distance to the nearest available car. Response time may vary between 1 to 20 hours. Refunds for delays apply only if the delay exceeds 10 hours in a single day. Refunds don’t exceed the daily rate for the hired vehicle.
3. All repairs require prior authorization from the Owner; unauthorized repairs will not be reimbursed.
4. Keep all receipts for approved repairs and submit them to the Owner.
5. Do not leave valuables, the tool kit, or spare tire in the vehicle during repairs. The Hirer is responsible for any losses.
VIII. ACCIDENTS
In the event of an accident, the Hirer must:
1. Immediately notify the Owner.
2. Take clear photographs of all vehicles involved and the accident scene.
3. Obtain a police report and submit it to the Owner.
4. Collect details of the other driver (name, ID, phone number, plate number, and insurance information).
5. Do not leave the vehicle unattended, as it may be at risk of theft or further damage.
IX. DAMAGES, INSURANCE & WAIVER
Hirer Liability
The Hirer is liable for:
• Any loss or damage to the vehicle during the rental period.
• All third-party property damage or injuries arising from use of the vehicle.
Insurance Waiver
The Owner may waive liability if:
• The Hirer was not at fault.
• The Hirer complied with all terms of the Rental Agreement.
Non-Waivable Liability
Liability will not be waived in cases of:
• Overspeeding or reckless driving.
• Single-vehicle incidents.
• Negligent maintenance or ignoring dashboard warnings.
• Driving under the influence of alcohol or drugs.
• Unauthorized border crossings or restricted area driving.
• Water, saltwater, or underbody damage.
• Incorrect or contaminated fuel use.
Exclusions from Insurance Coverage
• Personal injuries or belongings of the Hirer or driver.
• Tire damage or replacement (at the Hirer’s expense).
• Windshield or underbody damage caused by careless driving.
X. LIABILITY DISCLAIMER
The Owner is not liable for any loss, damage, or injury suffered by the Hirer or passengers, except where required by law. The Owner is also not responsible for:
• Flight delays or cancellations.
• Government actions, strikes, theft, epidemics, or natural disasters.
• Technical or mechanical issues beyond reasonable control.
Such circumstances may be treated as force majeure, and no compensation shall be provided.
XI. GOVERNING LAW
This Agreement shall be governed by and construed in accordance with the laws of Uganda/Kenya/Tanzania.
XII. TERMINATION
The Company reserves the right to terminate this Agreement and repossess the vehicle at any time if the Hirer violates any of the terms herein.
XIII. MODIFICATIONS
Any modification to this Agreement must be made in writing and signed by both parties. This Agreement supersedes all prior agreements, written or oral.
XIV. ACCEPTANCE OF TERMS
By making a payment or paying a booking fee toward your car rental or safari, you automatically accept all terms and conditions outlined in this document.
XV. CLIENT INFORMATION
Next of Kin (Not on Safari or Self-Drive Trip):
Name: __________________________
Contact Details: __________________________
Address: __________________________
Client Details: (As shown on Passport)
Please include Name, Contact Number, and Signature.
No. Name Contact Number Signature
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XVI. Cancellation and Refund Policy
At 4×4 Self Drive Cars for Hire, we understand that unforeseen circumstances may arise, leading to the need to cancel your booked trip. We are committed to ensuring a transparent and fair process for all cancellations. If you need to cancel your booking within our refund policy timeframe, we’ll work with you to provide applicable refunds or credits as outlined below:
Cancellation Period (Before Departure Date) Refund Percentage
30 or more days 98% refunded
15–29 days 75% refunded
8–14 days 50% refunded
7 days or less Non-refundable
Additional Notes:
• All cancellations must be submitted in writing via email.
• Refunds are processed based on the original payment method and may take up to 14 business days to reflect.
• Rescheduled bookings may receive credit toward future travel, subject to approval.
• No refunds will be issued for early returns or unused rental days once the trip has started.