Transport T&Cs
The T&Cs below are the same as the ones on your Transport Agreement.
These are general terms and some will not apply to your transport requirements.
Specific - T&C's
Vehicle's conditions
Is
the client's responsibility:
- To make sure the vehicle is roadworthy, RVDN Transport Virgil cannot be held
responsible for faulty vehicles and defects that make the vehicle unsafe for
the public roads.
- To provide any documents relating to the vehicle's ownership.
Caravans / Trailers
All caravans going to Europe must have a Logbook or CRiS registration (READ MORE)
Required/Should
have:
- Spare wheel or rapid repair kit
- Working braking system (required by law if over 750kg)
- Working electric lights *
- If required signs, stickers and reflectors are required by the laws of the
countries the vehicle is travelling through. **
- Hitch lock (to be applied when the driver needs to step away from the vehicle)
* (A light board can be provided if needed for the transport)
**( We can provide the required
items at cost).
example: caravans
exceeding 12 metres in length including the towing vehicle must have 2 Marker Boards in the rear ( Rear Marking Plates Pursuant to ECE 70 )
Personal Items
- RVDN Transport Virgil will not take responsibility for any personal items left in a vehicle or for damages done to the vehicle for breaking in the attempt made by someone to steal the items inside.
- You may not, without my prior consent, put household/personal items in a vehicle of which I have no knowledge.
- If you request personal/household items to be put in the vehicle, you must provide me with an inventory that will be checked before the vehicle is passed on to us
Bookings
- Whilst every effort is made to accommodate individual requests and keep to the dates requested and agreed, RVDN Transport Virgil will not be held liable for any delays that are caused by severe traffic congestion, accidents, weather, travel restrictions conditions or any other cause outside our, control.
Ports Collection/Delivery
- If I deliver to a port and am told the vehicle should have a Shipping Note which is not supplied, either the Driver or the Office Manager will contact you for a solution if the situation cannot be resolved within 15 minutes. The Vehicle will be put in a storage compound. Until the matter is resolved you will be charged: the full cost of the journey to the appropriate Storage, diesel, (tolls if applicable), and a daily storage charge will be applicable.
Customs
It is the client's responsibility to provide the necessary funds
to pay customs immediately if required by customs officials.
Any unnecessary waiting time at customs waiting for the release of driver/goods
will be charged at £50/hour after the first hour of notification for the
duration of the hold-up.
General – Terms & Conditions / Definitions
"The Company" refers to RVDN Transport Virgil, its employees, agents, and subcontractors."The Client" refers to any individual, company, corporation, limited liability partnership, or any other entity who instructs, authorises, or otherwise engages RVDN Transport Virgil in connection with the transport, movement, storage, towing, or any other handling of a vehicle or related service.
Collection and Delivery Access
It is
the client's responsibility to ensure that the collection and delivery
locations are accessible for the transport vehicle. Please be advised that our
transporters may be large HGV car carriers, which, due to their size and
legal restrictions, may not be permitted to enter certain roads or
residential areas.
If access is restricted or unsafe, alternative arrangements—such as meeting
at a nearby suitable location—must be made in advance. Failure to ensure
suitable access may result in delays or additional charges.
Documents and Personal Items
We are
not liable for the following under any circumstances:
- Missing Documentation: Any sales invoices, purchase notes, logbooks, or
other essential paperwork not provided at the time of collection. These
remain the client's responsibility.
- Personal Belongings: Any personal items left inside the vehicle, especially
those that may:
- Require customs declarations during international transport, or
- Attract unwanted attention, increasing the risk of theft or damage.
Clients are strongly advised to remove all non-essential belongings prior to
handover.
Personal items left in the vehicle:
Personal
Belongings & Customs – UK ↔ EU & Domestic Transport
UK ↔ EU Transport
Due to post-Brexit customs regulations, no personal or household items are permitted
inside vehicles during transport between the UK and EU. If any items are left
inside:
- They must be fully declared and documented on the relevant customs forms.
- The customs process may cause delays of 2–3 hours or more, depending on
inspection times and procedures.
- These delays and document fees are not included in our quote.
- Any time lost due to customs will be charged at £80 per 30 minutes, plus
applicable documentation costs.
Domestic & Non-EU Transport
Personal or household items are not allowed inside the vehicle without prior
written consent from RVDN Transport.
If item transport is agreed upon:
- You must provide a detailed inventory of all items placed inside the
vehicle.
- Items will be checked and documented prior to collection.
- To ensure safety and legality, items must not exceed the height of the side
windows. Overloaded vehicles can become dangerous and may breach transport
regulations.
Note: We may not accommodate
exceptions like we may have done in previous years.
Transport safety and legal compliance are our priority.
Insurance Coverage & Liability
- £35,000 Motor Trade Insurance – Covers UK-based vehicles during driven
delivery services only.
- £500,000 Goods in Transit Insurance – Comprehensive protection for
transported vehicles against damage or loss during haulage.
- European Roadside Assistance – Included with all EU-bound transports to
ensure rapid support in case of breakdowns or emergencies.Please note:
Our insurance only covers damage directly caused by RVDN Transport or its
subcontractors during the course of transport. We do not accept liability for
pre-existing damage, third-party interference, or incidents outside of our
control.
Vehicle Conditions
If you contracted us for a driver service it is your responsibility to ensure the vehicle is of a roadworthy condition, a spare tyre is present and in good working condition in case it is needed, also the tools to change it.
The vehicle needs to be taxed and MOT'd and follow the rules of the countries we will be driving through.
Note: in the EU different rules apply for different countries please check on-line the requirements.
We will not take responsibility for any fines issued for not having the correct documents or stickers (Example: original V5 Logbook or UK sticker) or the correct items in the vehicle (Example 2 triangles in Spain or first aid kit in Germany)
If the vehicle breaks down we will try and resolve the problem but any resulting costs will be passed to you.
If there is no solution our roadside assistance will be engaged, from that moment on we have no control over time or proceedings. All outstanding payments to us will be due the same.
Non-Runner Vehicles – Winching Policy
- Access Requirements
If the vehicle is a non-runner, it is the client's responsibility to ensure
that the collection site is accessible for a vehicle equipped with a winch. Please
note that we may use large HGV car transporters, which may be restricted from
accessing certain roads or properties due to legal or physical limitations.- Vehicle Condition
The vehicle must be able to roll and steer freely. All four wheels should be
present and operational to allow safe winching onto and off the trailer.- Undeclared Non-Runners
If we are not informed in advance that the vehicle is a non-runner and a
winch is required, this service is not included in the original quote. An
additional fee of £30 will be added to cover the extra handling.Transparency helps us stay on time and on budget — so please declare any
known issues in advance.
Driven Services – What's Included
We offer
two distinct driven vehicle transport options. Each includes different
coverage and cost responsibility depending on the vehicle's registration and
your preferences.A. UK-Registered Vehicles – Full Driven Service
Includes:
- All driver-related costs (travel to/from pickup and delivery locations)
- Full comprehensive motor trade insurance
- UK and European roadside assistance
- Fuel, ferry crossings, and toll chargesB. Non-UK Registered Vehicles – Full Driven Service
Includes:
- All driver-related costs (travel to/from pickup and delivery locations)
- Fuel, ferry crossings, and toll chargesNote: Insurance and roadside assistance may not apply to non-UK registered
vehicles unless otherwise agreed.Driver-Only Service
This option includes driver provision only. The client is responsible for all
journey-related costs. This includes:
- Fuel
- Ferry/toll charges
- Accommodation (if required)
- Return transport or travel expenses for the driver
All applicable expenses must be
reimbursed upon delivery. Receipts will be provided
Towing Services – Roadworthiness & Compliance
Clients
contracting RVDN Transport for caravan or trailer towing services must ensure
the following before collection:
- The vehicle or trailer must be in roadworthy condition and compliant with
relevant safety standards.
- A functional spare tyre must be provided in case of emergencies.
- A hitch lock must be supplied and used to secure the trailer or caravan
when the tow vehicle is left unattended, safeguarding against theft.Legal Compliance & Travel Regulations
- The vehicle must meet the legal requirements of all countries en route,
including road safety, documentation, and equipment regulations.
- Clients are responsible for verifying country-specific rules. For EU
transport, regulations may vary significantly between member states — please
consult official sources before collection.RVDN Transport assumes no responsibility for:
- Fines or penalties resulting from missing or invalid documentation (e.g.
original Logbook, CRiS certificate).
- Incorrect or missing safety markers (e.g. ECE70 reflective panels required
on some caravans in EU countries).
Delays, Failed Collections & Additional Charges
If our
driver arrives at the collection point and is unable to complete the job due
to circumstances beyond our control, the following conditions apply:1. Reasonable Waiting Period
We will allow a reasonable amount of time on-site in an effort to resolve the
issue. If no solution can be found within that timeframe, the job will be
aborted, and the full job amount will still be invoiced, plus any additional
costs incurred (e.g. fuel, accommodation, time delays).2. Collection Failure – Client Responsibility
The service will be deemed undeliverable and chargeable in full if, upon
arrival:
- The vehicle has not been paid for
- The vehicle is immobile or unroadworthy
- The vehicle is inaccessible or parked in a restricted location
- No one is present at collection or delivery to release or accept the
vehicle
- The collection/delivery address was changed without 48 hours' notice
- The vehicle is not available at the agreed time/date3. Waiting Time Charges
If the driver is delayed for more than 15 minutes at collection or delivery,
the following charges apply:
- £25 for every additional 30 minutes
- In the event of cancellation, the entire job cost becomes payable4. Payment & Storage
If payment is not received within an acceptable timeframe, the vehicle will
be placed into secure storage at the client's expense until full settlement
(including delay and storage fees) is made.
We kindly ask all clients to review and confirm availability and access
conditions in advance to avoid unnecessary delays or charges.
Port Deliveries – Documentation & Delays
When
arranging delivery to a port or freight terminal, the client is responsible
for providing all required Shipping Notes and documentation prior to
collection or delivery.
If incorrect, incomplete, or missing documentation prevents us from
completing the handover:
- Our driver or office manager will attempt to contact the client for a
solution.
- A 15-minute window will be allowed to resolve the issue on-site.
If no resolution is found within this timeframe:
- The vehicle will be returned to our base/secure compound.
- The client will be charged:
- Full cost of the journey
- Fuel and applicable tolls
- Storage at £25.00 per dayTo avoid delays or extra charges, please double-check all paperwork and
ensure correct handover instructions are in place ahead of time.
Bookings , Delays – Limitation of Liability
Whilst
every effort is made to accommodate individual requests and meet agreed
timescales, RVDN Transport cannot be held liable for any delays resulting
from:
- Actions, omissions, or circumstances caused by the client
- Severe traffic congestion, road closures, or transport disruptions
- Accidents or mechanical issues en route
- Adverse weather conditions
- Any other event or condition outside of our reasonable control
We aim to keep you informed of any issues as they arise, but reserve the
right to adjust schedules if delays are unavoidable.
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1. Scope of Service
The Company undertakes to transport and/or store vehicles as instructed by the Client ("the Service").
2. Payment Terms
All invoices are payable upon vehicle delivery or on the invoice date (where written credit terms have been agreed).
Outstanding invoices may be referred to debt recovery agents and will incur a 15% surcharge plus VAT, in addition to legal fees and associated recovery costs.
Debts unpaid after 30 days are subject to Clause 21a.
1. Quotation Validity
Quotations expire 7 days from issuance unless accepted. The Company may revise any element thereafter.
2. Service Scheduling
Service dates will be confirmed in writing upon acceptance of a quotation.
3. Delivery Estimates and Liability
Completion dates and times are business estimates only. The Company shall not be liable for delays or refusal to release a vehicle.
4. Recurring Services
Clients requiring ongoing or batch services must notify the Company at least 14 days in advance of expected service dates.
5. Vehicle Identification and Instruction
Clients must provide full and accurate details of the vehicle(s), delivery address, and written collection authority where applicable.
The Company reserves the right to amend pricing and/or insurance terms if the vehicle's make, model, description, or dimensions differ from those initially provided.
6. Secure Storage Following Failed Delivery
If delivery cannot be completed, the vehicle will be stored securely.
Additional fees apply for removal, storage, subsequent collection, and attempted redelivery.
Risk transfers to the Client upon storage.
7. Cancellations and Amendments
For changes made with less than 5 working days' notice, the full quoted amount becomes payable as a cancellation or amendment fee.
8. Ownership Warranty
The Client warrants legal ownership of the vehicle(s) or lawful authority to instruct the Company.
9. Vehicle Condition and Safety
The Client warrants that the vehicle(s) are safe to drive or transport without posing danger from mechanical failure or fluid leaks.
Where the Client's staff load/unload vehicles, the Company accepts no liability for damage, loss, or injury.
10. Indemnity – Unroadworthy Vehicles
The Client indemnifies the Company and its subcontractors against claims arising from the use of vehicles deemed unfit for the public highway.
Health & Safety Compliance
The Client indemnifies the Company against liabilities stemming from third-party Health and Safety breaches, including at delivery or collection locations.
Company Compliance
The Company agrees to indemnify the Client for any liabilities incurred due to its non-compliance with relevant laws and regulations while performing the Service.
15. Industrial Action
The Client must inform the Company of any known or potential industrial disputes that may affect service provision or give rise to industrial action against the Company.
16. Routing and Transport Method
Unless otherwise agreed in writing, the Company reserves the right to determine the method, routing, and delivery sequence for all transport services.
17. Lien
The Company reserves the right to exercise a lien over any vehicle in its custody in the event of unpaid invoices, regardless of whether services have been performed on that specific vehicle.
18. Assignment of Debts
The Company may sell, assign, or pledge any unpaid invoice at its discretion, whether overdue or not.
19. Payment Application and Set-Off
The Client may not apply set-off against sums due. The Company may allocate received payments at its sole discretion.
20. VAT and Statutory Liabilities
The Client is responsible for all applicable taxes, VAT, duties, or levies associated with the services. Any payment of such charges by the Company shall not affect the Client's ultimate liability.
Financial Liability and Subcontracting
21.a. Corporate Responsibility and Guarantees
The Client is liable for debts incurred by its employees, agents, or directors.
For limited companies, directors personally guarantee all debts.
For LLPs, each member is individually liable for all outstanding sums.
21.b. Use of Subcontractors
The Company reserves the right to employ subcontractors, agents, and third-party facilities for service execution.
Risk, Insurance & Liability
22. Service Disruption
The Company is not liable for delays or failed delivery due to causes beyond its control (e.g. weather, breakdowns, third-party issues).
23. Possession & Responsibility
Responsibility for the vehicle transfers to the Company upon physical handover and condition confirmation by the Client or its agent.
Responsibility ends upon delivery, regardless of whether the recipient signs off.
No person may access or enter Company vehicles without prior written authorisation. Any such action is undertaken entirely at their own risk.
24. Insurance
The Company maintains insurance with a reputable underwriter for vehicles in its care and business operations.
Insurance applies only to vehicles transported by the Company's own transporters, unless agreed in writing.
Vehicles in transit through Europe are covered under CMR Convention; within the UK under RHA Terms.
25. Force Majeure
The Company is not liable for losses resulting from force majeure events, including but not limited to: Acts of God, weather, manufacturing defects, third-party actions, or environmental contaminants.
26. Consequential Losses
The Company accepts no liability for any indirect, consequential, or third-party losses.
27. Claims Procedure
Claims must be submitted within 2 working days of loss or damage.
Failure to follow the claims process may void liability.
The Company reserves ownership of any replaced parts and may withhold payment until these are returned.
Legal and Contractual Provisions
28. Non-Waiver
Failure to enforce any right does not constitute a waiver of that right.
29. Surviving Clauses
All rights and obligations that arise upon termination or completion of the agreement remain enforceable thereafter.
30. Governing Law
All agreements between the Client and the Company shall be governed by English law.
31. Payment Methods
Full payment is due on delivery or collection unless otherwise agreed in writing.
Accepted forms: BACS or cash.
Personal cheques are not accepted.
Company cheques must clear prior to vehicle release.
2% surcharge applies for credit card payments.
32. Subcontractor Invoicing
All subcontractors must supply a valid Proof of Delivery (POD) with their invoice to process payment.