Vehicle Hire Policy & Standards (T&S)

1. Vehicle Collection & Return Protocol

1.1. Upon collecting a hired vehicle, the driver must immediately complete the Bluestones One Vehicle Condition Form via the provided link: https://bluestonesone.co.uk/hire-vehicle-check-in-and-out/
This includes:

• Uploading clear photos of all sides of the vehicle (including interior)

• Noting any existing damage

• Recording the fuel level at the point of collection

1.2. Upon return of the vehicle, the same form must be completed again, with updated:

• Photographs

• Damage notes (if any)

• Fuel level at return

1.3. Failure to complete the condition form at both collection and return will result in the driver being held fully liable for any damage and/or discrepancies, including fuel shortages.

1.4. It is the driver’s responsibility to ensure the vehicle is roadworthy and fit for use before driving. This includes:

• Checking tyre condition and tread depth (must be legal and safe)

• Ensuring lights, mirrors, seat belts, and brakes are in working order

• Confirming the vehicle is clean, free from serious damage, and ready for road use

• If the driver believes the vehicle is not safe, they must refuse collection and immediately contact the Resource Team on 01909 495353

2. Driver Liability

2.1. Drivers are responsible for the condition of the vehicle during the hire period.

2.2. Any damage not logged upon collection that is identified at return will be assumed to have occurred during the hire and the driver may be charged accordingly.

2.3. Excess fees are as follows:

• Cars: Up to £800

• Vans: Up to £1,750

2.4. Failure to follow the correct reporting procedure may result in immediate full liability for any and all damages.

2.5. All fines, penalties, and charges received by Bluestones One in relation to a hired vehicle will be charged back to the driver unless one of the following applies:

• The driver has fully completed the vehicle check-in and check-out form, with clear evidence (photos and notes) showing the damage or condition existed prior to their use.

  • The check-in/check-out link can be found on the Bluestones One Employee Portal https://bluestonesone.co.uk/hire-vehicle-check-in-and-out/

• In the case of a cancelled Penalty Charge Notice (PCN), the driver must provide an email from the company that manages the car park, which includes:

  1. The PCN number

  2. Confirmation that the funds have been refunded to the person who paid the fine

If this evidence is not provided, the full amount will be deducted from the driver.

3. Driver Eligibility

3.1. Drivers must hold a valid UK driving licence.
3.2. Drivers must not have more than 6 penalty points on their licence.
3.3. Drivers must not have any convictions for drink driving, dangerous driving, or driving under the influence within the last 10 years.
3.4. Drivers must be 25 years of age or older.
3.5. It is the driver’s responsibility to declare any changes to their driving status before the start of each hire.

4. Fines & Penalties

4.1. All fines (parking, speeding, congestion charges, etc.) incurred during the hire period are the responsibility of the driver.
4.2. Bluestones One reserves the right to charge the driver’s wages directly or recover costs through legal or payroll deduction processes.

5. Smoking Policy

5.1. Smoking is strictly prohibited in all hired vehicles.
5.2. Evidence of smoking will result in a cleaning fee of up to £250, plus any associated loss of use or rehire costs.

6. Fuel Usage

6.1. Vehicles must be returned with the same fuel level as when collected.
6.2. Any shortfall in fuel will be charged to the driver at a rate of £2.50 per litre, plus a £25 admin fee.

7. General Conduct

7.1. Vehicles must be returned in a clean and tidy condition.
7.2. Any signs of neglect, misuse, or failure to follow agreed standards may result in disciplinary action or charges.
7.3. Drivers are expected to operate vehicles professionally, safely, and in accordance with UK road laws.

8. Accident Procedure

In the event of an accident, the following steps must be followed immediately and in order:

Step 1 – Ensure Safety:

• Stop the vehicle in a safe place and turn on hazard lights.

• Check yourself and others for injuries. Call emergency services (999) if needed.

Step 2 – Do Not Admit Liability:

• Remain calm. Do not admit fault or liability at the scene – only share necessary details.

Step 3 – Gather Information:

• Take clear photos of the vehicle damage, road layout, and any other vehicles involved.

• Note down:

  • The other party’s name, address, phone number

  • Vehicle registration, make and model

  • Insurance company name and policy number

  • Names and contact details of any witnesses

Step 4 – Contact the Bluestones One Resource Team:

• Call the Resource Team immediately on 01909 495353 to report the accident.

• Also send an email to [email protected] with:

  • Photos of the damage

  • Accident details

  • Time and location of incident

  • Police incident number (if applicable)

Step 5 – Complete Vehicle Return Report:

• Complete the vehicle condition form as normal at the point of return, even if the vehicle is recovered or returned by a third party.

Failure to follow this process may result in delayed insurance claims, full liability for damage, and possible disciplinary action.

9. Vehicle Use & Passenger Expectations

9.1. Bluestones One invests a considerable amount of money into hiring vehicles for business use. As such, all hired vehicles must be used efficiently and appropriately.

9.2. Vehicles are expected to be filled to a reasonable and acceptable capacity relative to the size and seating of the vehicle. This ensures cost-effective use and reduces unnecessary journeys.

9.3. Drivers are not expected to act as a door-to-door taxi service:

• Passengers should meet the vehicle at a mutually convenient and central location.

• This is to respect the driver’s time and route planning.

• Repeated requests for personal door-to-door drop-offs or collections are not acceptable unless pre-agreed by the Driver/Resource team.

9.4. Drivers and passengers must maintain clear communication and cooperate to ensure timely, professional, and efficient vehicle use.

Acknowledgement & Signature

I confirm I have read, understood, and agree to adhere to all terms and conditions listed in the Bluestones One Vehicle Hire Terms & Standards. I accept that failure to follow the agreed process may result in liability for fees, excess, or disciplinary action.