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Emergency Fuel Surcharge Terms and Conditions (Coach Hire)

1. Introduction

These terms apply to all coach hire and passenger transport services provided by the Company and govern the application of any emergency fuel surcharge (“Fuel Surcharge”) arising from significant increases in fuel costs.

2. Trigger for Surcharge

A Fuel Surcharge may be applied where:

• The average market price of diesel fuel increases materially beyond normal operating levels;
• The increase occurs after a quotation has been issued or a contract has been agreed; and
• The increase is outside the reasonable control of the Company.

The Company will act reasonably and in good faith when determining whether a surcharge is necessary.

3. Application to Bookings

• New bookings: Any applicable Fuel Surcharge will be included in the quoted hire price.
• Existing confirmed bookings: The Company reserves the right to apply a Fuel Surcharge where fuel price increases occur after confirmation.
• Customers will be notified of any changes prior to the date of travel.

4. Calculation of Surcharge

The Fuel Surcharge may be calculated as:

• A fixed amount per journey, vehicle, or mile; or
• A percentage increase applied to the total hire charge.

The calculation method will reflect the extent and duration of the fuel price increase.

5. Notification

• Reasonable notice will be given before applying any Fuel Surcharge.
• Notification will be sent using the contact details provided at booking (e.g. email).
• In cases of sudden market volatility, shorter notice periods may apply.

6. Customer Options (Standard Bookings)

• For non-contractual or one-off hires, customers may:Accept the revised price; orCancel within a specified period (e.g. 48 hours of notification) without penalty.

Failure to respond may be treated as acceptance.

7. School and Education Transport Contracts

7.1 Scope

This section applies to all contracts for the regular transport of students, including home-to-school services, school trips, and term-based agreements with schools, academies, or local authorities.

7.2 Surcharge Application

• Due to the long-term and fixed-price nature of school transport contracts, the Company reserves the right to apply a Fuel Surcharge where there is a sustained and material increase in fuel costs during the contract term.
• Such surcharges will only be introduced where necessary to maintain service viability.

7.3 Notice Period

• The Company will provide no less than 14 days’ written notice (or longer where contractually agreed) before applying a Fuel Surcharge to school contracts.
• Notice will include details of the proposed surcharge and its effective date.

7.4 Consultation and Good Faith

• The Company will use reasonable endeavours to consult with the school or contracting authority prior to implementation.
• Both parties agree to act in good faith to reach a fair and workable adjustment.

7.5 Adjustment Mechanism

• The Fuel Surcharge for school contracts will typically be:A clearly defined percentage uplift; orA per-route/per-day adjustment reflecting increased operating costs.
• Where applicable, the Company may link adjustments to a recognised fuel price benchmark.

7.6 Budget Sensitivity

• The Company acknowledges the budget constraints of educational institutions and will aim to keep any surcharge proportionate and transparent.
• Where possible, alternative solutions (e.g. route optimisation or schedule adjustments) may be discussed to mitigate cost increases.

7.7 Termination Rights

• If a Fuel Surcharge cannot be agreed, either party may refer to the termination provisions within the underlying contract.
• The Company will endeavour to provide reasonable transition support where services are affected.

8. Duration and Review

• The Fuel Surcharge is temporary and will be reviewed regularly.
• It will be reduced or removed when fuel prices stabilise.

9. Transparency

• All Fuel Surcharges will be clearly itemised on invoices.
• A general explanation of the calculation method will be available upon request.

10. Right to Amend

The Company reserves the right to amend or withdraw this policy at any time, subject to reasonable notice.

11. Acceptance

By confirming a booking or continuing services after notification of a Fuel Surcharge, the customer agrees to these terms.