Velar Executive Travel Terms & Conditions

1. Definitions

Agreed Pick-Up Point: The location for passenger pickup.
Agreed Time: The scheduled date and time for pickup.
Booking: The reservation of a Private Hire Vehicle (PHV) through Velar Executive Travel.
Velar Executive Travel: The Private Hire Operator company providing your service.
Supplier: Another operator we may subcontract to.
Supplier T&Cs: The terms and conditions of any Supplier.
Card: Your debit, credit, or charge card used for payment.
Cash: Payment made directly to the driver.
BACS: Payment made via bank transfer.
Card Costs: Credit card charges associated with your payment.
Details: Information you provide when booking, including pickup and drop-off addresses, times, flight numbers and personal contact data.
Fare: The fee you pay for your quoted service.
Goods: Items transported in the vehicle.
Trip: Your journey from pickup to destination.
Licensing Authority: Governing body responsible for licensing operators and vehicles.
Particular Requirements: Special needs such as accessible vehicles or driver preferences.
Passenger: Anyone travelling in a booked vehicle.
Personal Data: Your name, addresses, telephone numbers, email addresses and card details.
Quote: A fixed price for a journey as provided at the time of booking.
PHV: A licensed Private Hire Vehicle.

2. General Terms

By clicking “Book Now,” you agree to these Terms.
Bookings made on behalf of others mean you confirm you have authority to do so.
Changes to these Terms are only valid in writing.
If any term is deemed invalid, the rest remain in force.

3. Website Use

You must provide accurate booking details.
You must be over 18 years old.
Velar Executive Travel may refuse or cancel bookings at its discretion.
Your data is kept confidential in accordance with our Privacy Policy.
The Website uses cookies for site functionality. By using the Website you consent to this.

Note: Automated booking confirmations and journey notifications may be sent by our booking system. Customers can reply to booking emails for changes, updates or questions, or visit our Support page.

4. Bookings

You are responsible for ensuring:

Correct pickup and drop-off addresses.
Correct flight numbers and travel dates.
Accurate passenger contact details.

Amendments may incur price changes.
Bookings may involve third-party Suppliers, including Uber, Bolt or other operators.
Supplier T&Cs may apply. Our Terms override where conflicts exist.
Velar Executive Travel may substitute vehicles if necessary to complete bookings.

All booking queries and amendments must be made via:
bookings@velarexecutive.co.uk

5. Airport Transfers

Flight Monitoring:
Velar Executive Travel monitors flights based on information provided but cannot control delays or cancellations.

Waiting Time Policy:
1 hour free waiting from actual flight landing time.
After the first hour, waiting time is charged at £10 per 15 minutes, equivalent to £40 per hour.
Additional parking charges apply.

Pickup Point:
Standard pickups are kerbside at designated meeting points.
Meet-and-greet inside terminals is available for an additional charge.
Drivers are not obliged to leave their vehicle to locate customers unless pre-arranged.

6. Payment

Card details are captured securely at booking.
Payment methods: Card, Cash, BACS.
Velar Executive Travel may charge your card for outstanding balances, waiting time, parking fees or cancellations.
Extra charges, such as additional stops or cleaning fees, will be billed as necessary.
Receipts are issued by email.

Payment, deposit, invoice or account queries:
accounts@velarexecutive.co.uk

6.1 Local Bookings Starting from Liverpool

A £25 deposit may be required to secure bookings starting from Liverpool, depending on demand, scheduling and journey type.

If cancelled at least 24 hours before pickup, the deposit is refundable, minus any applicable admin fee.
If cancelled within 24 hours, the deposit is non-refundable.
The remaining balance may be paid in advance or on the day of travel, as agreed during the booking process.
If the customer is not present at the pickup time, cannot be contacted, or chooses to travel by another vehicle, the booking may be treated as a no-show and the full fare may still be charged.

6.2 Long-Distance Bookings, Pickups Outside Liverpool and Arrivals into the UK

For bookings starting outside Liverpool, long-distance journeys, airport arrivals into the UK, or journeys requiring significant driver time, fuel or vehicle allocation, a higher deposit may be required to secure the booking.

The deposit amount may vary depending on the pickup location, distance, journey value, expected travel time and vehicle commitment required. This will be confirmed before the booking is accepted.

For many long-distance or inbound bookings, a £50 deposit will be required as a minimum.
For longer distance pickups or journeys requiring extended travel before passenger collection, a higher deposit or full advance payment may be requested.
If cancelled more than 48 hours before pickup, any refundable amount will be reviewed based on the journey type, deposit paid and costs already committed.
If cancelled within 48 hours, the deposit is normally non-refundable.
If cancelled on the day of travel, after the driver has been allocated, dispatched or travel has already begun towards the pickup location, Velar Executive Travel reserves the right to charge up to the full agreed fare.
If card details have been securely captured at booking, the card may be charged for any outstanding balance, cancellation charge, waiting time, parking or agreed additional costs in line with these Terms.

The remaining balance must be paid in full at least 6 hours prior to the scheduled pickup time unless otherwise agreed in writing.

Accepted payment methods include card, cash, BACS, or secure payment link provided on request.

If the driver is dispatched and the customer is not present, cannot be contacted, or boards a different vehicle, the full fare may still be charged.

7. Cancellations and Refunds

Refunds depend on the timing of cancellation:

More than 7 days before pickup: Full refund, minus any applicable admin fee or non-refundable deposit.
2 to 7 days before: 80% refund.
12 to 48 hours before: 50% refund.
Less than 12 hours before: No refund.

If the driver or Supplier fails to appear within the following timeframes:

15 minutes for standard non-terminal pickups.
60 minutes for pickups from airports, cruise ports, train stations or bus terminals.

If these timeframes are exceeded and you choose not to proceed with the trip, you are entitled to a full refund.
No refunds will be issued if incorrect booking details were provided.

All cancellations must be sent to:
cancellations@velarexecutive.co.uk

Additional terms apply to long-distance bookings and travellers entering Liverpool. See Sections 6.1 and 6.2. For long-distance or inbound bookings, as defined in Section 6.2, the cancellation terms in that section override the general refund policy above.

8. No-Show Policy

If you are not present within the following timeframes after the agreed pickup time:

30 minutes at standard non-terminal locations.
60 minutes after flight landing or scheduled arrival at an airport, cruise terminal, train or bus station.

The driver may treat the booking as a no-show.
No refund will be provided. Additional waiting or parking charges may apply.
Customers must ensure their phones are reachable at all times.

9. Liability

Velar Executive Travel acts as an agent between you and Suppliers.
We are not liable for delays, missed flights, property damage or indirect losses.
Liability is capped at £500.

We are not responsible for:

Traffic, weather or breakdown delays.
Flight delays or cancellations.
Errors in customer-provided information.

10. Behaviour

Drivers may terminate a trip if passengers are disruptive, abusive, intoxicated or unsafe.
Alcohol cannot be consumed during journeys.
Service may be refused to anyone under the influence of alcohol or drugs.

11. Carriage of Goods

We will not carry:

Cash, securities or valuables over £50.
Hazardous, illegal or dangerous goods.
Perishable goods.

No liability for loss or damage of fragile or illegal items.

12. Force Majeure

We are not responsible for service failures due to events beyond our control, including natural disasters, wars, terrorism, strikes, governmental restrictions, acts of God or extreme weather.

13. Feedback, Concerns and Disputes

For booking changes, cancellations, feedback, concerns, lost property or general journey support, please visit our Support page.

Feedback or general concerns about a journey can also be sent to:
journeys@velarexecutive.co.uk

Any formal complaint must be reported within 24 hours of the booking.
Complaints must first be raised directly with Velar Executive Travel.

Formal complaints must be emailed to:
complaints@velarexecutive.co.uk

Unresolved complaints may be referred to independent arbitration.

14. Privacy Policy

Your personal data is handled according to GDPR regulations.
Information will not be shared without consent except as legally required.

15. Miscellaneous

Booking terms override any previous agreements.
Notices to Velar Executive Travel must be in writing via:
journeys@velarexecutive.co.uk

English law applies.

Velar Executive Travel Contact Details:

📞 +44 7523 331932
📧 General Enquiries: journeys@velarexecutive.co.uk
🌐 www.velarexecutive.co.uk