General Terms & Conditions for Vehicle Rental
These General Terms and Conditions govern the rental agreement for a commercial vehicle (hereinafter referred to as the “Vehicle”) between the rental company (hereinafter referred to as the “Company” or the “Lessor”) and the customer (hereinafter referred to as the “Renter” and/or the “Driver”).
The term “Renter” and/or “Driver” also includes both the customer and any additional drivers who may be declared when entering into the agreement with the Company and/or during the rental period.
By signing the Rental Agreement, the Renter confirms the full and unconditional understanding and acceptance of the terms set out below.
1. Rental Requirements
In order to enter into the agreement and collect the Vehicle, the Renter and every additional driver must jointly meet the following requirements:
1.1. They must be at least 19 years old and must not exceed 75 years of age.
1.2. They must hold a valid Category B driving licence, or a higher category depending on the gross weight of the van, which must have been issued at least two (2) years before the rental start date.
1.3. They must present a valid national identity card or passport. Where the rental is made in the name of a legal entity or company, the relevant incorporation and company representation documents must also be provided.
1.4. The reservation is confirmed through the payment of a deposit or full payment via the website or through another agreed payment method. Where an outstanding balance remains, it must be paid by the customer upon collection of the Vehicle.
1.5. The main Renter is required to present, upon collection, a personal Credit Card with sufficient available credit to cover the security deposit.
Debit Cards and Prepaid Cards are accepted only for payment purposes and not for the security deposit pre-authorisation.
Following prior agreement with the Company, the security deposit may also be paid in cash.
The full security deposit will be returned to the Renter upon return of the Vehicle at the end of the rental period, provided that no relevant damage or deterioration has been identified.
Depending on the bank and/or the original payment method, the release or crediting of the amount may take up to twenty (20) business days.
2. Reservation Changes, Cancellation & Rental Charges
2.1. During the rental agreement, the rented Vehicle remains at the exclusive disposal of the Renter and may only be driven by persons who are demonstrably associated with the Renter and have been approved by the Company.
2.2. The daily rental charge is specified in the Rental Agreement and includes only the services expressly stated therein.
Additional charges, including fuel costs, damage, deterioration caused by improper use or fines, are not included in the rental charge.
2.3. Cancellations made up to forty-eight (48) hours before the scheduled Vehicle collection time are free of charge.
To cancel a reservation, the Renter must contact the Company either by telephone or by email.
2.4. In the event of cancellation within forty-eight (48) hours before the scheduled Vehicle collection time, the Company reserves the right to retain between 50% and 100% of the security deposit paid.
2.5. Reservation changes may be made up to forty-eight (48) hours before the scheduled Vehicle collection time, subject to availability.
3. Permitted Use & Prohibitions
3.1. The Vehicle is intended exclusively for the lawful transportation of goods and objects on paved public roads.
3.2. The Renter is strictly prohibited from using the Vehicle for:
3.2.1. The transportation of passengers for payment or the transportation of irregular or undocumented migrants.
3.2.2. Towing other vehicles, trailers or objects.
3.2.3. Participation in motor races, speed tests or endurance tests.
3.2.4. Subletting the Vehicle or allowing its use by third parties who are not declared in the Rental Agreement.
3.2.5. Driving outside the paved road network, including off-road driving, dirt roads, beaches or flooded roads.
3.2.6. The transportation of flammable, corrosive, radioactive, explosive or other hazardous materials governed by ADR regulations, as well as narcotic substances, weapons or other illegal goods.
3.2.7. Driving under the influence of alcohol, narcotics, hallucinogenic substances or medication that may impair driving ability.
3.3. Special Dimensions & Weight Clause: The Renter bears sole responsibility for complying with the maximum permitted cargo weight and payload of the Vehicle.
Any overloading that causes damage to the axles, tyres or suspension shall be the sole responsibility of the Renter.
The Renter is also responsible for knowing the exact height and width of the Vehicle and shall bear full responsibility for any collision with bridges, tunnels, tree branches, underground car parks or other obstacles.
3.4. The rental concerns the provision of a Vehicle either with or without a driver.
The applicable arrangement shall be expressly specified in the terms of the agreement, which shall be jointly signed by the contracting parties.
3.4.1. Where the rental charge includes the provision of a driver, it is expressly clarified that the driver is responsible exclusively for transportation and bears no responsibility for loading or unloading the cargo.
Consequently, the driver accepts no liability for any damage or deterioration that may occur during loading, unloading or transportation.
3.5. Smoking inside the Vehicle is strictly prohibited.
In the event of a violation, the Company may charge a deep-cleaning fee of €100.00 plus VAT at the end of the rental period.
3.6. The permitted daily mileage limit is specified in the relevant Rental Agreement.
Any mileage exceeding the agreed limit will be charged at €0.20 per kilometre plus VAT.
4. Vehicle Collection, Return & Fuel Policy
4.1. The Renter receives the Vehicle in excellent mechanical condition, clean and equipped with all mandatory safety equipment, including a spare wheel, warning triangle, first-aid kit and fire extinguisher.
Any pre-existing damage shall be recorded on the designated Vehicle delivery and collection form.
4.2. The Vehicle delivery and collection locations shall be agreed when the reservation is made.
4.3. The Renter must return the Vehicle in a clean condition.
Otherwise, a cleaning fee of €20.00 plus VAT will be charged.
Where the Company determines that special cleaning is required, a deep-cleaning fee of €100.00 plus VAT will apply.
4.4. The Vehicle must be returned to the agreed location on the specified date and at the agreed time.
A delay exceeding sixty (60) minutes from the agreed return time will result in a charge equivalent to one additional rental day, in addition to any penalties that may apply if the delay causes the cancellation of a subsequent reservation.
4.5.1. The Renter must return the Vehicle with the same fuel level recorded at the time of collection.
4.5.1.1. Where the Vehicle is returned with less fuel, the Renter will be charged for the missing fuel, together with a Refuelling Fee of €20.00 plus VAT.
Where the Vehicle uses AdBlue, the Renter is responsible for maintaining the appropriate level in order to prevent the Vehicle from becoming immobilised.
4.5.1.2. Where the Vehicle is returned with more fuel than at the time of collection, the Company is not required to reimburse the difference or apply any form of credit or offset.
4.5.2. In the event that the Vehicle is refuelled with the incorrect type of fuel, such as petrol instead of diesel, the Renter shall bear full responsibility for the total cost of towing, fuel tank cleaning and engine repairs.
5. Insurance Coverage, Liability & Exclusions
5.1. The Vehicle is covered by basic Third-Party Liability Insurance.
The Company provides full coverage packages, including Super Collision Damage Waiver (SCDW), liability reduction packages, including Collision Damage Waiver (CDW), and additional optional insurance coverage.
All applicable insurance packages and optional coverages are expressly stated in the Rental Agreement and on the Company’s website.
5.2. EXPRESS EXCLUSIONS – What Is Not Covered by Any Insurance:
Regardless of the insurance package selected by the Renter, the Renter shall remain fully, personally and exclusively liable and shall compensate the Company for the full value of the damage in the following circumstances:
5.2.1. Damage to or destruction of the Vehicle interior, including cigarette burns or torn seats, or damage to the cargo area caused by improper securing of the load.
5.2.2. Any damage caused while the Vehicle is being driven in breach of the restrictions set out in Paragraph 2, including driving under the influence, off-road driving or overloading.
5.2.3. Damage caused by natural disasters, including hail, or engine damage caused by driving through flooded roads, including hydrostatic lock.
5.2.4. Loss, theft or destruction of the Vehicle key.
5.2.5. Theft of the Vehicle caused by negligence, including leaving the keys in the ignition or leaving the Vehicle unlocked or unsecured.
5.2.6. The Company accepts no responsibility whatsoever for the loss, partial destruction or total destruction of any cargo transported in the Vehicle.
6. Procedure in the Event of an Accident or Breakdown
In the event of an accident, theft, fire or breakdown, the Renter must:
6.1. Park the Vehicle in a safe location and take all necessary traffic-safety measures, including placing the warning triangle.
6.2. Immediately notify the Traffic Police, and in all cases within one (1) hour, so that the incident can be officially recorded.
Under no circumstances should the Renter admit liability before the incident has been officially recorded.
6.3. Immediately notify the Company using the emergency telephone number.
6.4. Collect the contact details and registration numbers of any third-party vehicles involved, as well as the contact details of any witnesses.
6.5. Complete and sign the Accident Report upon return of the Vehicle.
6.6. Failure to provide a copy of the Traffic Police report will invalidate any insurance coverage, including CDW or FDW, and the Renter will become solely liable for the full cost of the damage.
6.7. In the event of a mechanical breakdown that is not attributable to the Renter, and subject to availability, the Company may replace the Vehicle with another Vehicle of the same or a higher category at no additional charge.
Otherwise, the rental agreement shall be terminated and any applicable financial difference shall be refunded to the Renter.
7. Geographical Restrictions & Ferry Transportation
7.1. DRIVING LIMITS: Subject to prior agreement with the Company, the Vehicle may only be driven within the borders of the Hellenic Republic.
7.2. FERRY TRANSPORTATION: Loading or transporting the Vehicle by ferry is prohibited without the Company’s prior written consent and payment of the relevant Ferry Transportation Fee.
Even where such approval has been granted, any damage caused to the Vehicle while it is on board the ferry will not be covered by any insurance and shall be charged to the Renter.
7.3. CROSS-BORDER DRIVING: Taking the Vehicle outside Greece is strictly prohibited.
8. Fines, Traffic Violations & Administrative Penalties
8.1. The Renter is required to keep the following documents inside the Vehicle at all times and present them to the competent authorities during a roadside inspection:
8.1.1. The Vehicle Rental Agreement, which must state the Renter’s name, the date and duration of the agreement and the Vehicle details.
8.1.2. Where the Driver is not the Renter, any valid document proving the employment relationship between the Driver and the Renter.
8.1.3. It is expressly clarified that the Vehicle may not be driven by any person who is not a member of the Renter’s company personnel.
8.2. All fines, traffic offences, including speeding and illegal parking, and any violations relating to the transported cargo, including health and safety violations or the absence of required transport documents, incurred during the rental period shall be borne exclusively by the Renter.
8.3. Where a fine is subsequently sent to the Company, the Company reserves the right to charge the Renter’s credit card with the amount of the fine, together with an Offence File Administration Fee of €35.00 plus VAT.
8.4. Where the Vehicle’s registration plates are removed as a result of an offence committed by the Renter, the Renter shall be required to pay the full daily rental charge for every day during which the Vehicle remains immobilised and unavailable for commercial use.
8.5. The Lessor reserves the right to seek recovery from the Renter or the Driver for any amount that the Lessor is required to pay as a result of any act or omission on their part, regardless of the cause, including breaches of applicable law or the terms of the Rental Agreement.
Furthermore, where the Lessor suffers any direct or consequential loss attributable to the Renter or the Driver, both parties shall be jointly and severally liable and shall be required to compensate the Lessor immediately.
Where the Lessor is subsequently compensated by a third party, any amounts already collected shall be refunded.
9. Personal Data & Telematics Systems – GPS Tracking
9.1. The Renter is informed and agrees that the Company may have installed a telematics or geolocation system, including a GPS Tracker, in the Vehicle.
The relevant data is collected exclusively for the protection of the Company’s property in the event of theft or misappropriation, for the verification of compliance with geographical restrictions, including unauthorised exit from the country or loading onto a ferry, and in the event of a serious accident.
9.2. The Company processes the Renter’s personal data in accordance with the European Union General Data Protection Regulation (GDPR).
9.3. The Company does not disclose or transfer the personal data of Renters to third parties.
Such data may only be used in response to requests from courts, judicial authorities, governmental bodies or law-enforcement authorities.
9.4. The Renter consents to the recording and processing of such data and expressly agrees that the Company may use it where, during the rental period, the Renter makes false declarations or breaches the terms of this agreement.
The Company is also entitled to disclose such data to the competent national authorities where there is a suspicion that a criminal or other unlawful offence has been committed.
10. Termination of the Agreement
10.1. The Company reserves the right to terminate the Rental Agreement unilaterally and without any liability or compensation on its part, and to recover possession of the Vehicle at any time and without prior notice, where a breach of these terms is identified, including any dangerous or unlawful use referred to in Paragraph 2, or where the Vehicle has been abandoned.
10.2. In the event of the early return of the Vehicle, the rental charge corresponding to the originally agreed rental period shall remain fully accrued and payable.
11. Jurisdiction & Governing Law
11.1. This agreement shall be governed by Greek law.
Any dispute arising from the interpretation or application of this agreement that cannot be resolved out of court shall fall under the exclusive jurisdiction of the courts located at the registered office of the Company.
11.2. Any amendment to this agreement must be agreed and evidenced exclusively in writing, to the exclusion of any other means of proof.
11.3. The Renter accepts that:
11.3.1. The above terms shall continue to apply in the event of any change to the original rental period or the replacement of the Vehicle originally rented.
11.3.2. The Renter is required to inform its personnel of their obligation to comply with these General Terms and the terms of the Rental Agreement.
11.3.3. The Renter bears full responsibility for any breach of these General Terms, the terms of the Rental Agreement, the general and special terms of the insurance policy and the applicable legislation, whether committed by the Renter or by any member of its personnel.
11.4. The terms stated in the final Rental Agreement presented upon collection of the Vehicle may differ from these General Terms.
These General Terms are not binding in all circumstances and may be amended according to the legal and insurance conditions applicable in Greece, as well as according to the type and creditworthiness of each Renter.
The rental terms are intended to protect the lawful interests of both parties, namely the Renter and the Lessor.
Cancellation, Modification & No-Show Policy
This Policy governs the conditions under which the Renter, hereinafter also referred to as the Customer, may cancel or modify a confirmed commercial Vehicle reservation, as well as the financial penalties that apply in the event of late cancellation or failure to collect the Vehicle.
Completion of the reservation constitutes full acceptance of the terms set out below.
Cancellation Policy for Prepaid Bookings
For reservations where all or part of the rental amount has been paid in advance, including by credit card, debit card, bank transfer or online platform, the following deadlines and charges shall apply:
Free Cancellation – Up to 48 Hours Before Collection:
Where a cancellation request is submitted in writing, either by email or through the cancellation form, at least forty-eight (48) hours before the scheduled Vehicle collection time, the prepaid amount shall be refunded in full, less any applicable banking charges or third-party provider fees.
Late Cancellation – Less Than 48 Hours Before Collection:
Where the cancellation is made less than forty-eight (48) hours before the scheduled Vehicle collection time, an amount equal to three (3) days’ rental charges shall be retained as a Cancellation Fee.
Where the total reservation period is shorter than three (3) days, 100% of the prepaid amount shall be retained.
Cancellation Policy for Pay-on-Arrival Bookings
For reservations where payment at the Company’s office upon collection of the Vehicle has been selected, the Company reserves the following rights:
Notification Requirement:
The Renter must notify the Company of any cancellation at least twenty-four (24) hours before the scheduled collection time.
Penalty for Abusive Booking Behaviour:
Where the Renter fails to appear to collect the Vehicle without any prior notice, the Company reserves the right to refuse future reservations from that Customer or to require full prepayment for any future booking.
No-Show & Cancellation at the Rental Desk
A “No-Show” occurs where the scheduled Vehicle collection time has passed and the rental has not commenced due to the fault of the Renter.
In all No-Show cases, 100% of the reservation value shall be retained and no refund shall be issued.
A reservation shall be considered a No-Show in the following specifically defined circumstances:
The Renter fails to appear for the collection of the Vehicle.
The Renter arrives more than sixty (60) minutes after the scheduled collection time without having previously informed the Company by telephone or in writing of the delay, including in cases such as a delayed flight.
The Renter fails to provide the required supporting documents, including a valid driving licence, identity card or passport and, where applicable, the relevant company incorporation and representation documents.
The main Driver does not possess a Credit Card in their own name, or the card does not have sufficient available credit for the pre-authorisation of the security deposit.
Legal Notice Regarding the Credit Card:
The refusal or inability of the Renter to provide a valid physical Credit Card for the security deposit constitutes a failure attributable to the Renter to fulfil the contractual requirements and shall expressly be treated as a No-Show.
Reservation Modifications
The Renter may request changes to the reservation details, including the rental dates or Vehicle category, before the rental period begins.
Every modification request is subject to the current availability of the Vehicle fleet.
Where the modification results in a change to the rental price, including the addition of rental days or a change to a high-season period, the reservation shall be recalculated according to the price list applicable at the time of the modification and not according to the price list that applied when the original reservation was made.
Changes to the details of the main Driver are not permitted.
In such a case, the original reservation must be cancelled in accordance with the applicable cancellation policy and a new reservation must be made.
Early Return & Late Collection – Unused Days
The Company provides the Vehicle for the exact period reserved when the booking is confirmed.
Early Return:
Where the Renter chooses to return the Vehicle earlier than the scheduled date and time stated in the Rental Agreement, no refund shall be provided for any unused days or hours.
Late Collection:
Where the Renter, following prior agreement with the Company in order to avoid the reservation being treated as a No-Show, collects the Vehicle on a later date or at a later time than originally agreed, the total rental price shall remain unchanged and no reduction of the original amount shall apply.
Force Majeure
The Company shall not be held liable for any failure to perform the agreement or any delay in delivering the Vehicle caused by force majeure, including natural disasters, extreme weather conditions, strikes or government-imposed travel or circulation restrictions.
Where the Company is unable to deliver the Vehicle due to force majeure, the prepaid amount shall be refunded in full, without any further obligation to compensate the Renter.
Cancellations made by the Renter due to personal unforeseen circumstances, including the cancellation of a business appointment, ferry or flight delays or illness, shall not be considered force majeure in relation to the Company and shall remain subject to the general rules set out in Paragraphs 1 and 3.
Refund Process
Any refund arising from a timely cancellation shall be processed by the Company’s accounting department within ten (10) business days.
The amount shall be refunded exclusively to the payment method used for the original transaction, namely the same credit or debit card or the same bank account.
The time required for the refunded amount to appear in the Renter’s account depends exclusively on the policies and processing times of the issuing bank.