Terms & Conditions

MOVANTRA LIMITED

STANDARD TERMS AND CONDITIONS FOR VEHICLE HIRE AND SERVICES

Effective for new hire agreements entered into from 2 November 2026. Existing agreements entered into on or before 1 November 2026 remain subject to their existing terms unless expressly varied in writing.

Your attention is particularly drawn to the clauses on rental charges, annual upwards-only price review, mileage, damage and repairs, insurance, early termination, vehicle return and loss of use.

Contents

• 1. Applicable terms

• 2. Customer obligations and authorised drivers

• 3. Rental commencement and booking

• 4. Rental duration and minimum periods

• 5. Maintenance and daily checks

• 6. Tyres, brakes, glass and consumables

• 7. Damage, repairs and fair wear and tear

• 8. Loan and replacement vehicles; breakdowns

• 9. Insurance, theft and total loss

• 10. Fines, penalties and third-party charges

• 11. Mileage allowance, readings and excess mileage

• 12. Rental charges and payment

• 13. Annual charges review and taxation

• 14. Default, termination and early return

• 15. Vehicle return, off-hire and loss of use

• 16. Liability and indemnities

• 17. Data and telematics

• 18. General conditions

Part 2: Definitions and Interpretation; Schedule 1: Vehicle Hire Schedule (individual customer and vehicle particulars).

1. Applicable terms

1.1 “Movantra” means Movantra Limited, company number and registered office as stated in the Hire Schedule. “Customer” means the business identified in the Hire Schedule. “Vehicle” includes its keys, equipment and accessories. “Hire Schedule” identifies each vehicle, rental product, start date, price, minimum term, mileage allowance, excess rate, insurance arrangements and applicable fees.

1.2 The agreement consists, in descending priority, of: signed special terms; the completed Vehicle Hire Schedule (Schedule 1); these Terms; and the agreed vehicle condition report. Additional charges are payable only as expressly provided in these Terms or the completed Hire Schedule and subject to applicable law. Changes must be agreed in writing.

2. Customer obligations and authorised drivers

2.1 Only suitably licensed, insured and authorised drivers may drive. The Customer shall verify licence entitlement, driving restrictions and lawful use. No unlawful use, racing, subletting, unauthorised overseas use, overloading, towing beyond specification or modifications without written consent. Any driver age or licence-history restrictions must be disclosed in the Hire Schedule or applicable insurance terms.

2.2 The Customer shall ensure compliance with road traffic, operator licensing, load security, tachograph and other requirements relevant to its operation. The Customer must not sell, pledge, charge or part with possession of the Vehicle.

3. Rental commencement and booking

3.1 A booking is binding only when accepted by Movantra in writing. Movantra may require identity, credit and insurance checks and payment before release. Any custom-ordered vehicle or equipment must be separately approved with its cancellation costs disclosed in advance.

3.2 Hire begins when the Vehicle or keys are handed over, or when an agreed unattended delivery is completed. The parties should record condition, equipment, fuel/charge level and mileage with photographs. The Customer must notify Movantra promptly of discrepancies, ordinarily within one working day; this does not prevent reliance on evidence of a pre-existing defect. Failed delivery caused by the Customer may incur reasonable documented costs.

4. Rental duration and minimum periods

4.1 The Hire Schedule identifies daily/short-term, rolling or fixed-term hire, the minimum term, and the applicable notice period. There is no general maximum hire duration. Continued possession after expiry requires Movantra’s agreement; an extension does not automatically extinguish an accrued early termination charge.

4.2 Where the Customer ends a fixed-term hire before expiry of its agreed minimum term, other than where the agreement or applicable law permits termination without charge, an early termination charge equal to 50% of the unpaid base rental charges that would have fallen due for the unexpired minimum term shall be payable. Rental for completed periods, excess mileage, damage and other properly due charges are separate. The charge is intended to protect legitimate financing, depreciation and remarketing interests, and is subject to applicable law, avoided costs, mitigation and no double recovery. The Hire Schedule must expressly incorporate this calculation.

5. Maintenance and daily checks

5.1 The Customer and drivers must conduct legally required daily and pre-use checks and report faults, warning lights, tyre issues, brake concerns, damage and servicing requirements without delay. The Customer must provide accurate mileage readings and make the Vehicle available at agreed appointments. The Customer must not continue to use an unsafe vehicle.

5.2 Movantra arranges routine servicing and ordinary wear maintenance unless the Hire Schedule expressly states otherwise. No servicing, repair, tyre replacement, bodywork or other work may be instructed or carried out by the Customer or any third party without Movantra’s prior written authorisation, except emergency action reasonably necessary to prevent immediate danger or further loss when prior consent cannot reasonably be obtained; Movantra must then be notified as soon as practicable. The Customer is liable for reasonable losses attributable to negligent use, ignored warnings, missed appointments or unauthorised work.

6. Tyres, brakes, glass and consumables

6.1 Ordinary tyre and brake wear within reasonable commercial use is treated in accordance with the agreed maintenance package; impact damage, punctures, kerbing, misuse and damage caused by running components beyond safe limits may be chargeable where attributable to the Customer. Fuel, AdBlue and routine top-ups are the Customer’s responsibility unless agreed otherwise. The Customer shall report chips and cracks promptly and stop use if vision or roadworthiness is affected.

7. Damage, repairs and fair wear and tear

7.1 On-hire and off-hire condition, mileage, fuel/charge, keys and equipment shall be recorded using photographs and inspection reports. The relevant agreed BVRLA fair wear and tear standard, where licensed or otherwise lawfully available and identified in the Hire Schedule, is the reference standard. Damage beyond fair wear and tear attributable to the Customer’s responsibility may be charged on the basis of reasonable evidenced repair cost or diminution in value, but not both for the same loss.

7.2 No repair, servicing, bodywork, tyre work or replacement parts may be commissioned by the Customer or a third party without prior written authorisation from Movantra, save for necessary emergency safety action where authorisation cannot reasonably be obtained. The Customer must report defects and damage immediately. Any damage charge must be supported by photographs, inspection evidence and a reasonable estimate or valuation. The Customer may raise a substantiated dispute; Movantra will review the evidence fairly.

8. Loan and replacement vehicles; breakdowns

8.1 The Customer must report accidents, theft, fire, vandalism, glass damage and breakdown promptly, obtain incident details and photographs where safe, and cooperate with insurers and investigators. No admission or settlement binding Movantra may be made without its authority.

8.2 No replacement vehicle is provided as standard for routine servicing, MOT, tyre replacement or other routine maintenance completed within 48 hours after the Vehicle is presented at the agreed repairer for its scheduled appointment. If routine maintenance exceeds 48 hours, Movantra will arrange a reasonably suitable replacement subject to reasonable availability, provided the delay is not caused by Customer misuse, negligence, failure to attend or other breach. A replacement need not be the same make or model. For customer-caused damage or neglect, any replacement may be chargeable and no free replacement is guaranteed. Breakdown and accident replacement arrangements remain subject to any expressly agreed Hire Schedule terms.

9. Insurance, theft and total loss

9.1 All Vehicles are hired on the basis that the Customer obtains and maintains, at its expense, fully comprehensive motor insurance covering the hired Vehicle, permitted commercial use and every authorised driver throughout the Hire Period. Before delivery the Customer must provide a valid Certificate of Insurance (COI) and supporting schedule or endorsement expressly evidencing cover for third-party hired-in vehicles of the relevant type; a generic motor fleet certificate alone is insufficient unless it demonstrates that cover. Movantra may request insurer or broker confirmation. No Vehicle will be released before satisfactory evidence is received.

9.2 On every renewal the Customer must supply an updated COI without prompting. On request, current satisfactory evidence must be supplied within 48 hours. This is a documentation deadline only and does not permit any uninsured period. The Customer must notify Movantra immediately of cancellation, expiry, suspension or material change. If cover is absent or cannot be verified, Movantra may require immediate cessation of use, request return, and exercise proportionate contractual termination and recovery rights subject to law.

9.3 Accidents, theft and total loss must be notified promptly and fully documented. The Customer remains liable for properly evidenced insurance excesses, uninsured losses and other lawfully recoverable sums, with credit for insurance and salvage proceeds and no double recovery. The Hire Schedule must state the total-loss termination date and when ordinary rental stops; pending that agreement, Movantra shall not impose indefinite rental after a confirmed total loss.

10. Fines, penalties and third-party charges

10.1 The Customer is responsible for tolls, congestion and clean-air-zone charges, parking and traffic penalties arising from its use, to the extent lawfully transferable. Movantra may identify the driver or customer to the issuing authority and charge a reasonable disclosed processing fee where permitted. Movantra remains responsible for charges caused by its own error.

11. Mileage allowance, readings and excess mileage

11.1 Each hire is individually priced according to the anticipated mileage stated in the Hire Schedule. No standard included mileage applies across the fleet. The Schedule must specify the agreed allowance, reference period, starting odometer, applicable excess rate and VAT treatment. For small, medium and large vans, the excess rate is £0.35 per mile plus VAT. Other vehicle categories require an expressly agreed rate.

11.2 Unless expressly agreed otherwise, an annual allowance is pro-rated for shorter hire periods by actual days on hire divided by 365. The Customer must provide accurate odometer readings on reasonable request and at return. Movantra may invoice mileage already exceeding the accrued allowance during hire or reconcile it on return; interim amounts are credited in the final reconciliation. Changes to allowances and associated rent require written agreement; no retrospective waiver is implied.

12. Rental charges and payment

12.1 The Customer must pay all rental charges, VAT and other agreed sums in the amounts, frequency, payment method and by the due dates stated in the Hire Schedule. Disputed invoices must be raised promptly with supporting details; a genuine dispute does not relieve the Customer of the obligation to pay undisputed amounts when due.

12.2 For qualifying business-to-business late payments, Movantra may claim statutory interest, fixed compensation and recoverable debt collection costs under the Late Payment of Commercial Debts (Interest) Act 1998, as applicable. Movantra may issue written notice of default allowing seven calendar days to remedy overdue payment. If not remedied, Movantra may terminate, demand lawful return, pursue the debt and reasonable lawful recovery costs, subject to mandatory law. Immediate suspension or termination may be justified for a separate serious breach such as uninsured or unlawful use. No contractual term authorises trespass or breach of the peace.

13. Annual charges review and taxation

13.1 Movantra may review the base rental price once every 12 months on the anniversary of hire commencement, including during 12-, 24- and 36-month fixed terms, only where the review mechanism is expressly incorporated in the signed Hire Schedule at inception. The agreed cost weights are: vehicle finance/leasing/depreciation 40%; servicing/repairs/maintenance 30%; insurance 15%; tyres/breakdown/recovery 10%; other vehicle operating costs 5%. These weights must be expressly agreed in the Hire Schedule; any alternative weights must total 100%.

13.2 For each category, calculate the percentage change in comparable, evidenced fleet costs between the preceding and current 12-month review periods using a consistently applied methodology. The weighted annual change is the sum of each category percentage change multiplied by its agreed weight. Negative category movements offset positive movements. The permitted increase is the greater of zero and the resulting weighted percentage. This is an upwards-only review: a zero or negative overall result leaves rent unchanged. No increase may exceed the calculated result, be retrospective or duplicate separately recovered charges.

13.3 Movantra must give at least 30 days’ written notice specifying the calculation, new price and effective date. For rolling hire, the Customer may exercise any agreed notice-based termination right before the increase takes effect. Changes to VAT or mandatory taxes are treated in accordance with applicable law and the Hire Schedule. This mechanism is designed for business customers and requires separate fairness review before use with consumers.

14. Default, termination and early return

14.1 Material breaches include non-payment after applicable notice, loss of required insurance, serious unsafe or unlawful use, unauthorised transfer, significant unauthorised repair, failure to return, and insolvency events to the extent termination is legally permitted. For overdue undisputed payments Movantra may give seven calendar days’ written notice to remedy. Serious safety, insurance or criminal-use breaches may justify immediate action where lawful.

14.2 Following valid termination the Customer must cease use and return the Vehicle promptly. Movantra may seek lawful recovery and reasonable evidenced recovery costs, without trespass, breach of the peace or double recovery. Early termination charges under section 3 and loss-of-use charges under section 15 address different losses and must not overlap.

15. Vehicle return, off-hire and loss of use

15.1 The Customer must return the Vehicle, keys, accessories and equipment to the designated Movantra site on the agreed date unless a written alternative is agreed. Ordinary rental ceases when the Vehicle has been physically returned and accepted into Movantra’s custody under the agreed return procedure; inspection will be carried out as soon as reasonably practicable. Inspection delay alone does not extend ordinary rent. Where an agreed collection service applies, the Hire Schedule must expressly specify the off-hire time and risk transfer.

15.2 If customer-responsible damage beyond fair wear and tear makes the Vehicle unavailable for further hire, Movantra may recover reasonable, evidenced loss of use for the period reasonably required to inspect, repair and restore the Vehicle to rentable condition. Movantra must mitigate loss, exclude avoidable delay and not duplicate ordinary rent, early termination charges or other compensation for the same loss. Late or unauthorised retention may incur the agreed daily rate and reasonable evidenced costs without duplication.

16. Liability and indemnities

16.1 Neither party excludes liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any liability that cannot lawfully be excluded. Subject to that, liability exclusions and caps must satisfy applicable law, including the Unfair Contract Terms Act 1977.

16.2 Each party is responsible for direct foreseeable loss arising from its breach or negligence. The Customer indemnifies Movantra for third-party claims and losses caused by the Customer’s unlawful use, negligence or breach, except to the extent caused by Movantra or recovered from insurance. Any cap on Movantra’s other liability must be agreed in the Hire Schedule or special terms before execution.

17. Data and telematics

17.1 Movantra may process contact, driver, vehicle, mileage and telematics information for fleet management, safety, servicing, fraud prevention, recovery and contractual administration where supported by an appropriate lawful basis. Relevant privacy information shall be supplied separately. The Customer shall inform its drivers of applicable monitoring and data processing.

17.2 Notices shall be sent to the email or postal addresses in the Hire Schedule. Formal termination and default notices must be in writing and delivery capable of verification.

18. General conditions

18.1 These revised Terms take effect on 2 November 2026 and apply to new Hire Agreements entered into on or after that date only where properly incorporated. Agreements entered into on or before 1 November 2026 remain subject to their existing terms unless the parties expressly agree a variation in writing. Renewal, extension or material variation does not automatically incorporate these Terms without agreement.

18.2 English law governs and the courts of England and Wales have jurisdiction subject to mandatory law. Unenforceable provisions are severable where lawful. No waiver is implied by delay. Special terms must be agreed in writing. These Terms govern business-to-business hire only; consumer hire, rent-to-buy and specialist vehicles or equipment require separately reviewed terms and schedules.

Part 2 - Definitions and Interpretation

In these Terms the following expressions have the meanings set out below. The defined expressions apply to the operative clauses and all schedules.

Interpretation: references to legislation include amendments and replacements; singular includes plural; headings do not change meaning; and a Customer obligation includes taking reasonable steps to ensure compliance by its employees, drivers and representatives.

Schedule 1 - Vehicle Hire Schedule

By signing the completed Vehicle Hire Schedule, the Customer confirms agreement to these Vehicle Hire Terms & Conditions, including the applicable vehicle-specific charges and arrangements recorded in the Schedule.