Terms and Conditions
1. Rental Agreement
These Terms and Conditions, together with the Rental Agreement signed by the customer, form the contract between Ambassador Car Hire ("the Company") and the customer ("the Renter").
2. Reservation and Payment
2.1. All reservations are subject to vehicle availability.
2.2. A valid payment method is required to confirm a reservation.
2.3. Payment must be made in full before the vehicle can be released to the Renter.
2.4. Acceptable payment methods include bank transfer and major credit/debit cards. Visa and MasterCard credit cards are accepted with a 5% Bank charge applied to all card transactions.
2.5. A minimum deposit of USD 1,000.00 is required prior to collection of a vehicle. A valid credit card may be used in lieu of cash.
2.6. A Local Purchase Order (LPO) is only accepted with prior arrangement. This can be waivered only by management discretion.
2.7. We reserve the right to engage a debt collector on all late payments. All costs, interests, fees and charges incurred are chargeable to the hirer.
3. Driver Requirements
3.1. The Renter must be at least 21 years of age and have held a valid driving license for a minimum of two years.
3.2. All drivers must present a valid driving license at the time of pickup.
3.3. International renters must provide a valid passport and an International Driving Permit along with their national driving license.
3.4. The Company reserves the right to refuse to rent a vehicle to any person who, in the Company's opinion, is unfit to drive or does not meet the requirements of the Rental Agreement.
4. Vehicle Usage
4.1. The vehicle must only be driven by the authorized driver(s) named in the Rental Agreement.
4.2. The vehicle must not be used:
- For any illegal purpose or in any illegal manner
- For racing, speed testing, or teaching someone to drive
- While under the influence of alcohol, drugs, or any other substance that impairs driving ability
- To propel or tow any vehicle, trailer, or other object
- To carry more passengers or baggage than the vehicle is designed for
- Off-road unless the vehicle is specifically authorized for such use
- Outside the borders of Malawi without prior written consent from the Company
4.3. Smoking is strictly prohibited in all our vehicles. A cleaning fee will be charged if this rule is violated.
5. Rental Period and Extensions
5.1. The rental period commences at the time and date specified in the Rental Agreement and ends at the time and date specified in the Rental Agreement.
5.2. Extensions to the rental period must be requested at least 24 hours before the end of the current rental period and are subject to vehicle availability.
5.3. If the vehicle is not returned at the agreed time and date, and no extension has been authorized, the Company reserves the right to charge a late return fee, in addition to the standard daily rate.
6. Fuel Policy
6.1. Vehicles are provided with a full tank of fuel and should be returned with a full tank.
6.2. If the vehicle is not returned with a full tank, a refueling fee will be charged, in addition to the cost of the missing fuel.
6.3. Fuel consumed along the course of the hire is for the client's account and does not form a part of the rental agreement.
7. Mileage Allowance
7.1. Each rental includes a free mileage allowance of 200 kilometers per day.
7.2. Additional kilometers will be charged at the rate specified in the Rental Agreement.
7.3. The Renter is responsible for checking the odometer reading at the start of the rental and reporting any discrepancies immediately.
8. Vehicle Condition and Damage
8.1. The Renter agrees to return the vehicle in the same condition as received, except for normal wear and tear.
8.2. The Renter will be liable for any damage to the vehicle during the rental period, regardless of fault, up to the excess amount specified in the Rental Agreement.
8.3. The Renter must report any damage, accident, or theft involving the vehicle to the Company and to the police (where applicable) as soon as possible.
8.4. The Company reserves the right to charge the Renter for any damage discovered after the vehicle has been returned, provided that the Company can prove that the damage occurred during the rental period.
9. Insurance and Liability
9.1. The rental rate includes 3rd Party insurance coverage at no additional cost.
9.2. The Renter is liable for damage up to the excess amount specified in the Rental Agreement.
9.3. All damages caused by driver fault, road conditions, animals, plants and similar causes are chargeable in full for recovery and repairs.
9.4. The insurance does not cover:
- Damage to tires, windscreen, and undercarriage (the hirer will be charged for new tires/windscreen if damaged)
- Damage caused by negligence, misuse, or violation of the terms of this agreement
- Personal belongings inside the vehicle
- Administrative costs related to processing damage claims
9.5. Additional insurance options may be available at an extra cost.
10. Breakdown Assistance
10.1. In the event of a breakdown, the Renter must contact the Company immediately using the emergency contact number provided.
10.2. The Company will arrange for assistance as soon as possible.
10.3. The Renter must not attempt to repair the vehicle without the Company's permission.
10.4. If the breakdown is due to a mechanical failure not caused by the Renter, the Company will provide a replacement vehicle, subject to availability.
11. Cancellations and Refunds
11.1. Cancellations made more than 48 hours before the scheduled pickup time will receive a full refund.
11.2. Cancellations made less than 48 hours before the scheduled pickup time will be charged a cancellation fee equal to one day's rental.
11.3. No-shows and cancellations after the scheduled pickup time will be charged the full rental amount.
11.4. Refunds will be processed within 14 business days of the cancellation.
12. Personal Data
12.1. The Company collects and processes personal data in accordance with applicable data protection laws.
12.2. Personal data collected will be used for the purposes of the rental agreement and may be shared with third parties, such as insurance companies and law enforcement agencies, when necessary.
12.3. By signing the Rental Agreement, the Renter consents to the collection and processing of their personal data for these purposes.
13. Chauffeur Services
13.1. Our friendly and experienced chauffeurs are available at USD 10.00 per day.
13.2. Should they spend the night away or work later than 18:00hrs, they will be entitled to an allowance of USD 20.00 towards meals, travel and accommodation.
13.3. The allowance is subject to change in accordance with the areas our chauffeur may be lodging as well as market forces.
13.4. Overtime, a labour law directive, is applicable to all hours worked outside normal working hours. This is charged at USD 1.00 per hour.
14. Rental Inclusions
14.1. The daily rental price includes:
- 200km Free mileage per day (as specified in section 7.1)
- 3rd Party Insurance (as described in section 9)
- Passenger Liability
- 16.5% VAT
- 1% Levy
15. Governing Law
15.1. This agreement is governed by the laws of Malawi.
15.2. Any disputes arising out of or in connection with this agreement shall be subject to the exclusive jurisdiction of the courts of Malawi.
16. Amendments
16.1. The Company reserves the right to amend these Terms and Conditions at any time.
16.2. The current version of the Terms and Conditions will be provided to the Renter at the time of booking.
16.3. These terms and conditions are are subject to change without notice.