THE VEHICLE BUTLER — TERMS AND CONDITIONS
Last Updated: May 2026
1. AGREEMENT TO TERMS
By booking a service with The Vehicle Butler, you agree to these Terms and Conditions. If you do not agree, do not use our service.
The Vehicle Butler operates professional vehicle delivery services across mainland Europe. These terms govern all bookings, payments, and services provided.
2. SERVICE DESCRIPTION
The Vehicle Butler provides professional vehicle delivery from anywhere in the United Kingdom to anywhere in mainland Europe.
Services Include:
- Collection of your vehicle from a specified UK location
- Professional transportation across mainland Europe
- Delivery to your specified destination
- Live tracking and communication during transit
- Documentation and photographic evidence of vehicle condition
- Vehicle insurance during transport
- 24/7 emergency contact
Custom Quotes:
Pricing is determined by distance, route complexity, and vehicle specifications. All quotes are provided in writing and remain valid for 7 days unless stated otherwise.
3. BOOKING AND PAYMENT
Booking Process:
1. Contact The Vehicle Butler with your requirements (starting location, destination, dates, vehicle details)
2. Receive written quote within 24 hours
3. Confirm booking by providing 50% deposit
4. Remaining 50% due before the journey is undertaken
Payment Terms:
- 50% deposit required to confirm booking (non-refundable after 30 days)
- 50% balance due before the journey is undertaken
- Payment accepted via bank transfer
- Late payment may result in service suspension
Invoices:
Itemised invoices are provided with all quotes and final delivery documentation.
4. CANCELLATION POLICY
Client-Initiated Cancellation:
- More than 60 days before delivery: 25% cancellation fee
- 30-60 days before delivery: 50% cancellation fee
- Less than 30 days before delivery: 100% cancellation fee (deposit forfeited)
Force Majeure:
If delivery becomes impossible due to circumstances beyond reasonable control (severe weather, natural disaster, government restrictions), The Vehicle Butler will offer alternative dates or a full refund of fees paid.
5. VEHICLE CONDITION AND INSURANCE
Pre-Delivery Documentation:
Client must provide:
- Vehicle registration and MOT certificate
- Proof of current insurance
- Authorisation letter if not the registered owner
Condition Documentation:
- Pre-collection video inspection provided to client
- Post-delivery video inspection provided to client
- Mileage documented at collection and delivery
- Any existing damage must be documented in writing before collection
Insurance:
- Vehicle remains on client's existing insurance policy throughout transport
- Client is responsible for ensuring adequate coverage for transport
- The Vehicle Butler carries professional transport insurance as additional coverage
- Client must maintain comprehensive insurance coverage
6. CLIENT RESPONSIBILITIES
Before Collection:
- Provide accurate starting location and contact information
- Ensure vehicle is in roadworthy condition
- Provide spare keys and all necessary documentation
- Declare any known mechanical issues
- Ensure vehicle is appropriately fueled (minimum ¼ tank)
Vehicle Access:
- Client is responsible for providing secure access to the vehicle at the collection point
- If access is not available at the agreed time, the client incurs additional costs
- Client must ensure villa/destination access is arranged in advance if necessary access codes are supplied
Contact Information:
- Client must provide an accurate contact number and email
- Client is responsible for being reachable during the transport period
- Failure to respond to an emergency contact may delay service
7. VEHICLE DAMAGE AND LIABILITY
During Transport:
The Vehicle Butler operates under professional insurance that covers accidental damage. However, the client's vehicle insurance is primary coverage.
Liability Limitations:
The Vehicle Butler is not liable for:
- Wear and tear resulting from normal use
- Mechanical failures or breakdowns
- Damage caused by the client's failure to maintain the vehicle
- Traffic incidents or accidents caused by third parties
Responsibility for Damage:
Any accident or damage during transport will be reported immediately to the client and all parties' insurers. Client's insurance is primary; damage claim should be filed with the client's insurer in the first instance.
8. DELIVERY TIMING AND GUARANTEES
Typical Timeline:
Delivery times vary by route:
- Short distances (UK-France): 2-3 days
- Medium distances (UK-Spain): 4-8 days
- Long distances (UK-Mediterranean): 8-10 days
Exact timeline provided in booking confirmation.
Guaranteed Arrival Window:
The Vehicle Butler aims to deliver within a 2-hour window on the confirmed delivery date. If delivery is delayed beyond this window by more than 24 hours due to The Vehicle Butler's fault, the client receives £100 credit toward future service.
Delays:
The Vehicle Butler is not responsible for delays caused by:
- Weather conditions
- Traffic incidents
- Border delays or customs procedures
- Third-party vehicle issues
- Circumstances beyond reasonable control
9. COMMUNICATION AND UPDATES
During Transport:
The Vehicle Butler provides:
- Daily photo updates via WhatsApp or email
- Real-time location tracking (AirTag link provided)
- Text/email updates at key milestones
Contact:
Emergency contact line available 24/7: +44 07967313297
10. PRIVACY AND DATA
The Vehicle Butler collects personal and vehicle information necessary to provide services. This data is:
- Used only for service delivery and communication
- Stored securely and confidentially
- Never shared with third parties without consent
- Handled in compliance with GDPR and UK data protection law
See Privacy Policy for full details.
11. DISPUTE RESOLUTION
Claims and Complaints:
If you have a complaint or claim:
1. Contact The Vehicle Butler immediately with written details
2. Provide photographic/video evidence if applicable
3. The Vehicle Butler will investigate and respond within 7 days
Disputes:
If the dispute cannot be resolved through direct communication, the parties agree to attempt mediation before pursuing legal action.
Jurisdiction:
These terms are governed by Scottish law
12. LIABILITY LIMITATION
To the maximum extent permitted by law:
The Vehicle Butler's total liability for any claim arising from service provision shall not exceed the total fee paid for that service.
The Vehicle Butler is not liable for:
- Indirect or consequential losses
- Loss of profits or business opportunities
- Emotional distress or inconvenience
- Third-party claims
13. CHANGES TO SERVICE
The Vehicle Butler reserves the right to:
- Modify service terms with 30 days’ written notice
- Adjust pricing for new bookings
- Decline service to any customer at sole discretion
- Modify delivery routes due to circumstances beyond control
Existing bookings are not affected by the terms changes.
4. PROFESSIONAL CONDUCT
The Vehicle Butler driver(s):
- Operate vehicles professionally and safely
- Follow all traffic laws and border regulations
- Maintain professional appearance and communication
- Treat client property with care and respect
The client may request a different driver for future bookings if dissatisfied with the professional conduct.
15. VEHICLE HANDOVER AND KEYS
At Collection:
- Client provides vehicle keys and any access cards/devices
- Vehicle condition documented via video inspection
- Client signs acknowledgement of collection
At Delivery:
- Keys left at agreed location (usually with villa manager, at secured location, or with the booker
- Post-delivery video inspection provided to client
- Client is responsible for retrieving keys at the agreed location if not available to receive them in person
16. ADDITIONAL SERVICES AND ADD-ONS
Optional services (airport pickup, journey video, concierge coordination, etc.) are subject to separate pricing and terms. These terms apply to all services unless stated otherwise.
17. ENTIRE AGREEMENT
These Terms and Conditions, together with your booking confirmation and invoice, constitute the entire agreement between you and The Vehicle Butler.
18. CONTACT
For questions about these terms or to file a complaint:
Email:hello@thevehiclebutler.co.uk
Phone: +44 7967313297
END OF TERMS AND CONDITIONS