You can book a hire vehicle over the telephone, online through our website, by email or in person. Just call us on +44 (0) 1903 820800 or email rental@pavilioncars.co.uk. If you just need a quote for now, we are only too pleased to help. To book a vehicle with us we will require the driver’s full name, age, driving experience, current address, contact telephone number, license details including any points or endorsements and payment details although the payment will be processed on the day of collection (except for Overseas Bookings)
Thanks to our vehicle management software, Prohire, you can now book online in a few simple steps. Go to the home page and use the Book Online box at the top left hand side of the page. Select your vehicle type, pick up and drop off dates and click continue. You will now be directed to our Prohire software which will take you through the booking process. Here you can select the vehicle type you require and enter your personal details. All of this information will be directed straight to us and we can confirm your booking as soon as availability is confirmed. Please bear in mind we may not have availablility for your booking request dates and therefore your booking is not secure until confirmed by us with a confirmation email. If unsure whether it has been accepted or not, especially for last minute booking requests, please contact us by telephone during our opening hours.
When entering your details you can also add a username and password so that your details are securely retained in the Prohire system making future bookings quick and easy. Please note when booking online no payments are BANKED by us until the booking has been accepted. However, when making a booking request your bank will pre-authorise the amount of the hire. If we are unable to fulfill your request then we will 'reject' the booking and NOT BANK the pre-authorised funds. However, it may take your bank/credit card company a few days to release the pre-authorised amont back into your available balance. Overseas Bookings - the overseas charge will need to be taken 14 days prior to the start of the hire.
We would recommend booking as soon as you're certain of your dates. Please be aware that weekends are very popular for most vehicles, especially vans, so please book early to avoid disappointment!
Wherever possible we will adjust your booking to suit your requirements, however cancellations must be made 24 hours before the hire start time otherwise a cancellation fee of up to 50% of the hire charge will be incurred. If you need to amend or cancel a booking, please call us on +44 (0) 1903 820800.
Unless otherwise stated, the price quoted will include your hire, insurance cover, roadside breakdown cover and VAT. You will be given a digital Rental Agreement to check and sign which will email to you.
Fuel is not included in the hire charge!
To prevent additional costs being incurred at the end of your hire, please note the following;
It is illegal to smoke in any of our vehicles as they are considered to be a public place so we would ask that you please do not smoke in any of our vehicles, this includes any passengers. A smoking fine of up to £50 will apply for people who smoke in our vehicles.
Although we do not expect vehicles to be returned clean, we would also ask that you respect our vehicles. Excessive rubbish, drink spills, paint spills, pet hair, mud or other substances found in the vehicle may incur a valeting charge of up to £50.
For any Penalty Charge Notice recieved whilst the vehicle is on hire to you, an administration fee of £20 + vat will be charged for each PCN recieved. This includes congestion charges, speeding fines and parking fines.
Every vehicle is supplied with a full tank of fuel unless otherwise stated and it is your responsibility to ensure the vehicle is returned with a full tank of fuel. A refuelling surcharge will apply for any vehicles requiring refuelling.
Most major Credit and Debit Cards are accepted including Eurocard/Mastercard, Visa, Switch, British Maestro,Visa Delta Debit Cards, American Express and Visa Electron are accepted. Card details can be taken over the phone for payment if required and signed on your behalf by the person collecting the vehicle. Please have your card details handy as our system uses 'online' banking. On occasion we can use Apple pay on the card machine for a hire charge but it will not process pre-authorised amounts i.e. £350/£750 deposit due against the total damage liability on your vehicle. The total damage liability depends on the type of vehicle you are hiring i.e. there is a higher liability for vehicles such as large vans and MPV's.
You are welcome to pay for the vehicle hire OR the deposit in cash but not both in cash. Additional identification will be required if the deposit is in cash. Once the vehicle is returned your cash deposit will be refunded if there is no additional damage and the vehicle is fully fuelled.
We do not ask for a deposit on the actual vehicle hire cost, with the exception of high season i.e. summer and Christmas and overseas trips; you simply pay the required amount for the hire.
Your damage excess is variable depending on the vehicle hired and any endorsements you may have on your licence. We hold £350 of this excess as a pre-authorisation ((£750 if you are aged between 21-24) on your card or as cash as a guarantee against the security excess so there is nothing to pay unless the vehicle is returned with new damage or requires re-fuelling.
Once the vehicle is returned with no new damage, and the fuel level returned to where it was when you took the vehicle, your deposit is refunded if in cash or cancelled if on a card. Pre-authorisations on a card are released by your financial provider in however many working days is their policy to release pre-authorisations. We have no control over this period of time it takes them. Once cancelled our end we have no access to claim or bank that pre-authorised amount.
Business customers are welcome to apply for credit facilities, although these are of course subject to credit and reference checks. If you wish to apply for an account, please go to the Corporate Customers section of the website and download an Account Application Form. Send the completed form to us, either by email or post and we will contact you once your account has been accepted.
