Terms & Conditions
1. Introduction
Company: Groupbus Limited
Registered Office: STEAMhouse, 9 Belmont Row, Birmingham, B4 7RQ
Company Number: 13470108
These General Terms and Conditions (“Agreement”) govern all bookings made with Groupbus Limited (“the Company”) and form part of the Service Contract between the Company and the Chartering Party (“the Chartering Party”).
These Terms apply on a business-to-business basis only and do not apply to consumer bookings.
By placing a booking, the Chartering Party accepts and agrees to be bound by these Terms.
2. Definitions
“Date of Service”
The first date of operation of the Transport Services.
“Driver”
A person engaged by the Service Provider, holding the appropriate UK PSV licence and CPC qualification.
“Drivers’ Hours Rules”
UK drivers’ hours regulations, including GB Domestic Rules and EU Drivers’ Hours Rules (where applicable).
“Equipment”
The vehicle(s) supplied by the Service Provider.
“Itinerary”
The agreed travel schedule.
“Passenger”
Any individual travelling under the Service Contract.
“Service Contract”
The agreement formed between the Chartering Party and the Company.
“Service Order”
The booking request or quotation confirmed by the Company.
“Service Provider”
An independent, licensed PSV operator engaged by the Company.
“Transport Services”
The transportation of Passengers as specified in the Itinerary.
3. Role of the Company
3.1 Managed Transport Coordination Service
Groupbus Limited provides a managed transport coordination service, sourcing and coordinating transportation from licensed operating partners.
3.2 Agent Status
The Company acts solely as an agent arranging transportation on behalf of the Chartering Party. The Company does not own or operate vehicles.
Responsibility for:
3.2.1 The provision of the vehicle
3.2.2 The operation and safety of the vehicle
3.2.3 Driver conduct and compliance
3.2.4 Vehicle maintenance and legal compliance
lies exclusively with the licensed PSV operator providing the Transport Services.
4. Services
4.1 Provision of Transport
The Company will use reasonable skill and care to arrange Transport Services through an appropriately licensed Service Provider.
4.2 Itineraries
A draft itinerary should be submitted 14 days before the Date of Service.
A final itinerary must be agreed 7 days prior to travel. Changes within 6 days of departure are not guaranteed and may incur additional costs.
4.3 Driver Hours
Transport must comply with UK Drivers’ Hours Rules. If limits are reached, the Driver must take mandatory rest breaks. Additional costs or delays arising from legal compliance are the responsibility of the Chartering Party.
4.4 Driver Accommodation
If overnight accommodation is required, the Chartering Party must provide and pay for:
4.4.1 Single occupancy rooms
4.4.2 En-suite bathroom facilities
4.4.3 Adequate parking where necessary
4.5 Arrival Times
Arrival times cannot be guaranteed. No refund or compensation is payable for delays caused by factors beyond reasonable control.
5. Equipment
5.1 Specifications
Vehicle type, model, age, and features cannot be guaranteed. Substitute vehicles may be provided.
5.2 Replacement Vehicles
If mechanical failure occurs, a replacement vehicle may be of a different type or specification.
5.3 Accessibility
Requests for accessible vehicles must be made at the time of booking.
6. Transported Items
Passengers travel with personal items at their own risk. The Company and Service Provider accept no liability for loss or damage unless caused by proven negligence.
7. Passenger Conduct & Restrictions
7.1 Refusal of Carriage
The Driver or Company may refuse carriage to any Passenger who:
7.1.1 Is intoxicated or under the influence of drugs
7.1.2 Is aggressive, abusive, or unsafe
7.1.3 Poses a safety risk
7.1.4 Refuses to comply with instructions
7.2 Prohibited Items
The following items are prohibited:
7.2.1 Weapons
7.2.2 Explosives, flammables, hazardous materials
7.2.3 Non-assistance animals
7.2.4 Glass bottles
7.2.5 Kegs or tap beer
7.2.6 Non-medical oxygen containers
7.2.7 Generators
7.3 Prohibited Activities
The following activities are prohibited:
7.3.1 Smoking or vaping
7.3.2 Standing while the vehicle is moving
7.3.3 Vandalism or excessive mess
7.3.4 Alcohol consumption without written approval
7.3.5 Any behaviour compromising safety
8. Compliance with Driver Instructions
Passengers must follow all safety and operational instructions given by the Driver.
The Driver may:
- Modify or pause the journey
- Refuse unsafe stopping points
- Terminate the journey for unsafe behaviour
- Stop driving to comply with Drivers’ Hours Rules
No refund will be issued where service is curtailed due to passenger behaviour.
9. Payment Terms
9.1 Fees
All prices are in GBP (£).
Unless otherwise agreed:
9.1.1 Full payment is due 14 days prior to service
9.1.2 Bookings within 14 days require immediate payment
9.2 Payment Methods
The following payment methods are accepted:
9.2.1 Bank transfer
9.2.2 Stripe payment for credit/debit card
9.2.3 Invoice for approved organisations
9.3 Damage/Cleaning Deposit
Certain bookings require a £500 refundable deposit.
Refunds issued within 5 business days if no damage or excessive cleaning is required.
9.4 No Right of Set-Off
The Chartering Party may not withhold or deduct payment under any circumstances.
9.5 Late Payment
Interest applies at 4% above the Bank of England base rate, plus recovery costs.
10. Changes and Cancellations
10.1 Changes
Changes must be requested in writing and confirmed by the Company.
Extra mileage/time will be charged at the applicable rate.
10.2 Cancellations
Groupbus Limited operates a discretionary and fair cancellation policy. Wherever possible, we will use reasonable endeavours to avoid passing cancellation charges on to the Chartering Party. However, in certain circumstances, cancellation fees may be unavoidable. Where applicable, these charges will be applied in accordance with the provisions set out below.
Circumstances in Which Cancellation Charges May Apply
Cancellation charges may be applied in the following situations:
- Short-notice cancellations:
Where insufficient notice is provided (as defined in the table below), resulting in lost revenue that cannot reasonably be recovered by Groupbus Limited or our partner supplier.No valid reason provided: - No valid reason provided:
Where a cancellation is made without a genuine or reasonable explanation.Repeated or cumulative cancellations: - Repeated or cumulative cancellations:
Where a Chartering Party has cancelled bookings on multiple occasions and no charges have been applied previously; cancellation fees may be introduced to reflect the cumulative disruption caused.Costs already incurred: - Costs already incurred:
Where demonstrable costs have been incurred by Groupbus Limited and/or our coach partners, these costs may be passed on to the Chartering Party where reasonable and proportionate.
10.3 Reduction in Service
Reductions in vehicle numbers, mileage, or hours may not result in a price reduction.
11. Additional Charges
Additional charges may apply for:
11.1 Waiting Time
Waiting beyond scheduled pick-up times may incur charges at the operator’s hourly rate.
11.1.1 Overtime or additional mileage
11.1.2 Waiting time
11.1.3 Airport fees
11.1.4 Parking charges
11.1.5 Tolls, ULEZ, Clean Air Zones
11.1.6 Damage or excessive cleaning
11.1.7 Additional Driver requirements
11.1.8 Excess baggage or luggage
12. Delays, Weather & External Factors
12.1 External Disruptions
The Company and Service Provider are not liable for delays caused by:
12.1.1 Traffic or congestion
12.1.2 Weather conditions
12.1.3 Road closures or diversions
12.1.4 Police incidents
12.1.5 Mechanical breakdown
12.1.6 Third-party actions
12.1.7 Events beyond reasonable control
12.2 Missed Connections & Consequential Loss
The Company is not liable for any losses arising from late arrival, including:
12.2.1 Missed flights, ferries, trains or connections
12.2.2 Missed concerts or events
12.2.3 Hotel or accommodation costs
12.2.4 Lost deposits
12.2.5 Loss of earnings
12.2.6 Business interruption
12.2.7 Any consequential or indirect loss
12.3 Travel Insurance Recommendation
The Chartering Party is strongly advised to obtain appropriate travel insurance, especially where the itinerary involves flights, train services, events, or prepaid arrangements.
13. Service Issues
Any service issues must be reported within 3 business days of the trip. Refunds or adjustments apply only to the specific affected service.
14. Service Provider Obligations
The Company will use reasonable efforts to ensure Service Providers:
- Hold a valid PSV operator licence
- Use properly licensed and qualified Drivers
- Maintain vehicles to legal safety standards
- Comply with all UK road transport regulations
- Where required by law or expressly requested by the Chartering Party and agreed in writing, provide Drivers holding an appropriate DBS check.
15. Liability & Indemnity
15.1 Mutual Indemnity
Each party indemnifies the other for losses arising from its own negligence or legal breaches.
15.2 Chartering Party Indemnity
The Chartering Party is liable for:
15.2.1 Passenger behaviour
15.2.2 Damage to vehicles
15.2.3 Consequences of prohibited items
15.2.4 Breach of contract terms
15.3 Limitation of Liability
The Company’s total liability is limited to the fees paid to it for the booking.
Nothing limits liability for death or personal injury caused by negligence or fraud.
16. Insurance
Service Providers must maintain:
- Motor insurance compliant with the Road Traffic Act
- Public liability insurance
This insurance is primary for all claims arising during transport.
17. Force Majeure
The Company is not liable for failure or delay where caused by events beyond reasonable control.
18. Governing Law & Jurisdiction
These Terms are governed by the laws of England and Wales.
Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
19. Notices
Notices must be sent via email or recorded post to the addresses specified in the Service Contract.
20. Non-Assignment
The Chartering Party may not assign its rights without written consent.
The Company may assign to a successor business.
21. Severability
If any clause is deemed invalid, the remainder of the Agreement remains in full force.
22. Entire Agreement
These Terms, together with the Service Order and any written agreements, form the entire agreement between the parties.