Terms & Conditions

Last reviewed: 5 August 2026  |  Crown Exec Derby Travel Ltd, 188 St Thomas Road, Derby, DE23 8SX

These terms and conditions govern all chauffeur, airport transfer and private hire bookings made with Crown Exec Derby Travel Ltd ("we", "us", "our", "the Company"). By booking a journey with us, you ("the client", "the hirer") agree to the terms set out below. Please read them carefully before confirming your reservation. If you have any questions, contact our team on +44 1332 770333 or info@crownexecderbytravelltd.co.uk.

Booking Terms & Conditions

1. Definitions

"Booking" means a confirmed reservation for a chauffeur or private hire journey. "Vehicle" means the executive car, estate or minibus provided by the Company. "Journey" means the agreed transfer from the pickup point to the destination stated at the time of booking. All services are provided by Crown Exec Derby Travel Ltd, a company operating from Derby, United Kingdom.

2. Pricing and Payment

All prices are based on written quotations issued by email and include the net value plus VAT where applicable. For credit and debit card bookings, payment must be received at least 24 hours prior to travel to guarantee service and vehicle allocation. Prices are fixed at the point of booking and confirmed in writing, so you always know the cost of your journey in advance with no hidden charges.

3. Your Right to Cancel (Consumer Cancellations)

Where you book as a consumer, your statutory cancellation rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 apply. Because our services are provided on a specific date or period, the standard 14-day cooling-off period may not apply once the agreed travel date has passed or where you have asked us to begin the service sooner. The cancellation charges below set out the fees that apply to bookings cancelled before travel.

4. Cancellation Policy

Account Customers: Cancellations made after 22:00 on the day prior to travel and before 06:00 on the day of travel may incur charges up to the full amount. Cancellations made after 06:00 on the day of travel may incur charges if made within 8 hours of the booked pickup time.

Non-Account / Credit Card Bookings: Full charges may apply for cancellations made within 24 hours of the booked day and time of travel.

5. Large-Scale Reservations

For events or large-scale reservations, the Company reserves the right to set a cancellation policy appropriate to multiple-vehicle hire. This policy will be confirmed in writing at the time of booking.

6. Cancellation Charges for Vehicles with More than 8 Passenger Seats

• 1–7 days' notice: 100% of the booking value
• 8–13 days' notice: 75% of the booking value
• 14–20 days' notice: 50% of the booking value
• 21–27 days' notice: 25% of the booking value

7. Behavioural Expectations

Clients and passengers are expected to behave appropriately at all times, particularly regarding alcohol consumption. Unacceptable behaviour includes, but is not limited to, not wearing seatbelts, leaning out of windows, smoking or vaping in the vehicle, excessive alcohol consumption, violence or abusive conduct, and being under the influence of illegal substances. Our chauffeurs may end a journey where behaviour endangers safety or breaches the law, and no refund will be due in such circumstances.

8. Waiting Time

For non-airport pickups, one hour of waiting time is allowed past the agreed pickup time. Additional waiting charges may apply thereafter and will be advised at the time of booking.

9. Airport Arrivals

For airport arrivals, the first 45 minutes of waiting time are included within the quoted or standard job price. We monitor flight arrivals in real time and adjust pickup timings for delayed flights where possible. Additional waiting charges apply thereafter.

10. Holiday Surcharges

The Company reserves the right to apply a 50% surcharge for standard UK bank holidays. Prices for Christmas and New Year travel are available upon application.

11. Pricing Basis

Pricing is calculated on base-to-base mileage from the nearest service operator, or on hourly charges, whichever is greater.

12. Driver Policy

Only authorised Company drivers are permitted to drive Company vehicles. All chauffeurs are licensed, enhanced DBS-checked and professionally trained.

13. Licensing and Insurance

Crown Exec Derby Travel Ltd operates in accordance with the relevant UK private hire and licensing requirements. Our vehicles are fully insured for private hire use and maintained to the required safety standards. Details of our licensing can be provided on request.

14. Damage Liability

The Company accepts responsibility for damage caused by fire or collision. However, any damage caused during the hire period by the hirer, guests, or members of the hirer's party will be the responsibility of the hirer, who agrees to reimburse the Company for reasonable repair or cleaning costs.

15. Vehicle Breakdown

In the unlikely event of a breakdown, every reasonable effort will be made to provide a replacement vehicle as quickly as possible.

16. Delays

The Company accepts no responsibility for delays caused by circumstances outside its reasonable control, including but not limited to traffic congestion, road closures, adverse weather, or acts beyond our control (force majeure).

17. Travel Route

The chauffeur will select the most appropriate route for the journey. No allowance will be made where the chosen route is not the shortest, provided it is reasonable in the circumstances.

18. Vehicle Provision

Every effort will be made to provide the requested vehicle type. Where this is not possible, the Company reserves the right to provide a suitable alternative vehicle of equivalent standard.

19. Lost Property

The Company is not liable for personal belongings left in the vehicle. Any lost property found will be held for a reasonable period, and we will make every effort to return it to the client at the client's cost.

20. Complaints

We aim to provide an excellent service on every journey. If you are dissatisfied, please contact us at info@crownexecderbytravelltd.co.uk within 14 days of your journey and we will investigate and respond promptly.

21. Governing Law

These terms and conditions are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales. These terms are subject to change and should be reviewed periodically. For any enquiries or concerns, please contact Crown Exec Derby Travel Ltd.

Privacy Policy

Crown Exec Derby Travel Ltd is committed to protecting the privacy and security of your personal information. This Privacy Policy explains what information we collect, how we use it, and the steps we take to safeguard your data, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For the purposes of data protection law, Crown Exec Derby Travel Ltd is the data controller.

Information We Collect

• Personal information: such as your name, email address, phone number, pickup and destination details, and travel dates, provided when you make a booking or enquiry through our website, by phone, or by email.
• Automatically collected information: such as IP address, browser type, device information and usage statistics, collected to improve the functionality and security of our website.

How We Use Your Information

• To provide, manage and maintain our chauffeur and transfer services.
• To confirm bookings and communicate with you about your journey, updates and offers.
• To improve and personalise your experience on our website.
• To comply with our legal and regulatory obligations.

Legal Basis for Processing

We process your personal data on the following lawful bases under the UK GDPR: performance of a contract (to fulfil your booking), our legitimate interests (to operate and improve our service), your consent (for marketing communications, which you may withdraw at any time), and to comply with legal obligations.

Information Sharing

We do not sell, trade or otherwise transfer your personal information to outside parties for their own marketing. Your information may be shared with trusted third parties who assist us in operating our website and delivering our services, under strict confidentiality agreements, or where required by law.

Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements.

Data Security

We implement appropriate technical and organisational security measures to protect your personal information from unauthorised access, alteration, disclosure or destruction.

Your Data Protection Rights

Under the UK GDPR, you have the right to access, correct, erase, restrict or object to the processing of your personal data, and the right to data portability. To exercise any of these rights, please contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

Our website may use cookies to enhance your experience. You can control or disable cookies through your browser settings, though some parts of the website may not function correctly as a result.

Links to Third-Party Sites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites and encourage you to review their privacy policies.

Your Consent

By using our website and services, you consent to the terms of this Privacy Policy.

Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Any changes will be reflected on this page with an updated effective date.

Contact Us

This Privacy Policy was last updated on 5 August 2026.