Terms & Conditions

Last updated May 31, 2023

These terms are governed by the laws of England & Wales.

Definitions

We, our, us

Gatwick Bike Box Hire.

You, the hirer

The person making the booking.

Technical guidance

Bike Box Alan's official guidance relating to frame sizing and how to pack your bicycle into a bike box.

1. Booking Terms
2. Your Bike
3. Pick Up & Return
4. Payment Terms & Deposits
5. Cancellations & Refunds
6. Losses
7. Late Returns
8. Insurance

1. Booking Terms

Bookings are made on the basis of bicycle box rental and optional delivery to your home address in the UK only.

We recommend you book well in advance of your departure, and factor in transit days.

To secure a booking, we require from the hirer:

• Your flight number and departure/return dates;
• Proof of a valid travel insurance policy;
• Valid proof of address and ID (driving license or passport and utility bill);
• A £50 deposit to confirm your booking, returned to you when the box and all accessories are returned to us, without damage, in a clean and tidy condition;

If you need to change the dates of your booking before you travel, please contact us.

The bike box must be used to transit a bicycle and cycling equipment only.

We would like to remind the hirer that during transit of the bike box:

1. The hirer must adhere to the baggage terms specified by the hirer's airline.
2. The hirer must adhere to the relevant law of the land whether they are at home or abroad.

2. Your Bike

Before booking with us, you undertake that:

• Your bike frame meets the requirements specified in the technical guidance.
• Your bike is in good working order, unless otherwise specified at time of booking.

Bikes transited within the box must be clean. To protect your bike's frame and the box, the chain should be clean, covered so that it does not foul the foam liners, and secured from movement and vibration.

Tyres should be partially deflated per the technical guidance. Tubeless tyres should be fully seated with no sealant leaks.

3. Pick Up & Return

3.1. Appointments & Communication

Pick up and return is by mutually convenient appointment, generally evenings and weekends. A time can be arranged when confirming your booking.

A contact number must be provided to ensure a smooth pickup/dropoff. We will confirm by phone or text the day before the appointment, the day of the appointment, and when we are en route if applicable.

If your bike box is being delivered, please inform us about any parking restrictions beforehand.

When delivering the bike box, no shows are handled per the refunds and cancellation policy. No shows are defined as failure to meet within 30 minutes of the agreed appointment time, unless communicated otherwise.

3.2. Return by collection

If your booking includes delivery and collection, a collection appointment will be made at a mutually convenient time.

If we are unable to collect on the arranged day due to unforeseen circumstances, the hirer will not be charged for the additional time until return and the appointment will be rescheduled, generally within the following 7 days.

4. Payment Terms & Deposits

To confirm your booking, we request cleared payment for your rental 7 days before your booking begins.

A deposit is required at the time of booking.

Cash is not accepted.

On return, we will check the condition of the bike box. Your deposit will be returned within 24 hours, less any deductions due to damage or cleanliness issues.

5. Refunds

In all instances of cancellations where refunds are due, refund money will be handled by bank transfer only.

5.1. Cancellations by the Hirer

We appreciate plans may need to change at short notice, so if they do, let us know as soon as possible.

Our simple refund and cancellation policy is set out below:

1. Bookings cancelled more than 48 hours before your hire starts:
   We will fully refund your hiring fee and deposit.
2. Bookings cancelled less than 48 hours before your hire starts:
   We will keep your deposit but refund your hiring fee in full. If you're using our delivery service, please see point 4.
3. Bookings cancelled after the hirer receives the bike box:
   We will keep your deposit and hiring fee, and may charge you the reasonable costs to recover the box.
4. No-shows at pick-up/drop-off:
   We will refund your hiring fee in full, but may keep your deposit and delivery fee.

5.2. Cancellations by Us

We will always endeavour to fulfil every confirmed booking, but in cases where this simply isn't possible, we'll handle the case as follows:

5.2.1. Unforeseen Circumstances

In the rare event that we must cancel your booking due to:

1. force majeure
2. isolation of staff required due to COVID-19 or public health advice
3. unavailability of a bike box due to a prior customer returning late

We will notify you as soon as possible and refund your hiring fee, deposit and any delivery fee in full.

5.2.2. Fraud & Abuse

We like to keep things safe and legal. If we need to cancel a booking due to fraud or unacceptable behaviour on the hirer's part, we will refund the hiring fee in full only.

Fraudulent and/or abusive behaviour will be reported to the appropriate legal authority.

5.3. Early Returns

The hirer may arrange with us to end their booking early by returning the bike box before the end of the hiring period.

Early returns of the bike box are final.

In the case of an early return, no refund will be given for time remaining on the hiring period unless arranged at the time of the booking.

6. Losses

Failing to pack the bike box correctly can lead to damage to the bike box and your bike.

The hirer shall be responsible for any losses or damage to their bike in transit, so we advise them to take care in packing their bicycle into the bike box, following the technical guidance.

We may claim repair costs from the deposit when damage to the bike box has occurred during the hiring period beyond general wear and tear, such as:

• broken clasps or anti-crush poles;
• deep scratches to the interior of the bike box;
• damage caused by access by the authorities due to failing to use an approved TSA lock

We may claim cleaning fees from the deposit, starting at £25, if the bike box is returned in an unclean condition:

• soiled with substances such as mud, sand, lubricant or sealant, or;
• containing litter

Total loss of the bike box will incur a £500 fee payable by the hirer.

7. Late Returns

Late returns that have not been mutually agreed in advance shall be charged at £20/day, and in the first instance shall be deducted from the deposit.

If you need to extend your booking during your trip, please contact us as soon as possible, no less than 72 hours before the end of your hire period. This ensures that the next hirer doesn't lose out and we can make arrangements for them.

8. Insurance

The hirer assumes responsibility for the bike box during the hiring period, once it has been collected or delivered, and until it has been returned.

The hirer is required to purchase suitable travel insurance which covers you, your bicycle and the bike box for the duration of your trip.