Terms and Conditions

Definitions

• Agency / CRL – Cool Runnings Logistics LTD
• Client – Any individual or business engaging CRL
• Driver – A relief driver supplied by CRL
• Services – Any driver, vehicle-related, or logistical support service provided
• Provisional Booking – A booking requested but not yet confirmed
• Block Booking – Retaining a driver for a minimum of four (4) weeks
• Working day – Monday – Friday / 9am – 5pm

1. Scope of Service

1.1 CRL provides relief drivers for Same day, next day, bank holidays, extended cover, short-term bookings, full-day (8hrs), and half-day (4hrs 25mins) assignments.

1.2 Rates vary depending on service type, operational climate, and economic conditions.

1.3 CRL may update rates at any time with prior notice to the Client.

2. Bookings & Communication

2.1 Drivers are not authorised to accept, negotiate, or confirm work privately.

2.2 All work must be booked directly through CRL via:

• Official booking email
• CRL operations line
• CRL booking portal

2.3 Clients are responsible for supervising Drivers during assignments.

2.4 Direct communication with Drivers for operational updates is permitted; however, all formal instructions, shift changes, or booking amendments must be communicated to CRL.

2.5 CRL is not liable for miscommunications, missed bookings, delays, or damages made to vehicle or reputation arising from private arrangements with Drivers.

2.6 CRL will not be liable for payment, incidents, insurance claims, or losses relating to work arranged outside CRL channels.

2.7 Attempting to book a driver privately constitutes a breach of agreement and may result in immediate termination of services.

2.8 Extensions, early starts, late finishes, and route changes must be reported to CRL as soon as possible.

2.9 All required information must be provided at the point of booking (e.g., SOPs, access codes, addresses, contact numbers).

2.10 CRL shall not be responsible for lost goods, delays, or operational errors arising from incomplete or inaccurate instructions provided by the Client, inadequate or defective tools, equipment, electronic devices, route applications, or any other operational systems supplied to the Driver for the purpose of completing the assignment. This includes, but is not limited to, vehicle breakdowns or equipment failure.

2.10.1 Any excess time caused by the aforementioned will still be chargeable without compensation.

3. Cancellation Policy

3.1 Less than 1 working day or 24 hours' notice: £75 or 25% of booking cost (whichever is greater).

3.2 Between 24–48 hours' notice or 2 working days: £50 fee applied.

3.3 Over 48 hours: No charge.

3.4 Training & Pre-Shift Induction

3.4.1 Where a Driver is sent for training in advance of a confirmed booking, no training fee will be charged provided the live booking has not been subsequently cancelled.

3.4.2 If the confirmed booking is cancelled after the training shifts have commenced, but before the live booking is worked, the Client will be liable for the full training fee of £80 per day, in addition to any applicable cancellation fee under Section 3.

3.4.3 This training fee is only applicable where the booking is cancelled. If a booking has been rescheduled for a later date and falls within a three (3) week period, no training fee applies.

4. Charging Terms

4.1 Chargeable time begins when:

4.1.1 The Driver arrives at the Client depot/office for van collection, or

4.1.2 The first collection point, if starting externally from home.

4.2 Chargeable time ends when the Driver:

4.2.1 Completes the final delivery and signs off, or

4.2.2 Returns the van to the depot/office after refuel if applicable.

4.3 For extended/overnight jobs where the Driver keeps the van: shift end is measured from the last drop/collection point to whichever is closer:

4.3.1 The depot/office, or

4.3.2 The Driver's home.

5. Time-sheet Evidence & Tracking

5.1 CRL uses digital timestamp evidence such as:

• GPS screenshots
• ETA screenshots
• Route progress images
• Sign-off confirmations

5.2 These updates are sent in real-time to the assignment communication group containing the Client and CRL operations.

5.3 Drivers are added/removed as needed; the Client remains in the group for reference and verification.

5.4 CRL advises Clients to mute the group to avoid notification overload due to real-time updates.

5.5 These digital records serve as the official time-sheet for invoicing.

6. Payment Terms & Discounts

6.1 Bookings are invoiced weekly, payment due within 10 calendar days of invoice.

6.1.1 Block bookings of four weeks or more are invoiced monthly.

6.2 Late payments incur 5% interest on the outstanding balance, applied every 5 calendar days until payment is received in full.

6.3 Overtime is charged after 8.5 hours at 1.5× the hourly rate for the booked service.

6.4 Bank holidays, same-day, and next-day bookings attract higher rates.

6.5 Block bookings may receive up to 10% discount (during promotional periods) applied to each four-week booking period.

7. Vehicle Standards

7.1 Client-provided vehicles must be:

• Legal
• Roadworthy
• Well maintained
• Fully insured
• Fuelled and clean
• Safe for operation

7.2 Drivers may refuse unsafe vehicles. If no replacement is provided, the Client will still be charged £75 or 25% of the total amount due.

8. Insurance Coverage

8.1 Drivers will operate the Client vehicles under the Client's existing policy.

8.2 Most fleet policies offer an "any authorised driver" option, meaning any valid, permitted driver is covered.

8.2.1 It is the Client's responsibility to check their policy to ensure such a clause exists within their policy.

8.3 CRL confirms each driver's licence and eligibility so they qualify for the Client's insurance with this clause present.

8.4 The Client vehicles stay insured by the Client policy at all times whilst CRL drivers simply operate as additional authorised drivers on that policy.

9. Damages

9.1 For added protection, CRL collects a refundable deposit (up to £300) from each driver.

9.1.1 This deposit covers minor at-fault damages (like small bumps or dents) so that repairs can be handled quickly without immediately affecting the Client's insurance.

9.2 For any major damage or loss, the Client's comprehensive insurance would still apply as the primary cover.

10. Liability

10.1 Cool Runnings Logistics does not provide vehicle insurance or assume liability for vehicle damage. CRL supplies drivers only;

10.1.1 The vehicles remain insured under the Client policy and any claims for accidents or damage are handled through the Client insurer.

10.1.2 CRL's contract makes clear that liability for the insured vehicles rests with the Client.

10.2 CRL may, at its discretion, contribute an additional of up to £300 toward damage falls (dealer quote or invoice/evidence required).

11. Treatment of Drivers

11.1 Drivers must be treated with professionalism and respect.

11.2 Harassment, discrimination, bullying, racism, or misconduct is strictly prohibited.

11.3 Drivers must not be given tasks outside the agreed role without CRL approval.

11.4 Drivers are entitled to a 30-minute unpaid break during full shifts.

11.5 Break time is not deducted unless legally required or otherwise agreed.

12. Employment or Permanent Hiring of Drivers

12.1 Drivers are available for Clients to employ permanently.

12.2 Should the Client wish to employ a CRL Driver permanently, an administration fee will apply upon agreement from the driver.

12.2.1 This is to cover training, onboarding, and driver replacement costs.

12.3 This fee is non-refundable.

13. Data Protection (GDPR Compliance)

13.1 CRL collects only the data necessary to complete assignments, including:

• Contact details
• Addresses for collections/deliveries
• Operational instructions
• Access codes or lock codes

13.2 Data is securely stored within CRL systems.

13.3 Data is deleted once no longer required, unless legally required to retain it.

13.4 Data will not be shared with third parties unless required for operational, safety, or legal purposes.

13.5 The Client is responsible for ensuring any data they supply is lawful and GDPR compliant.

14. Termination of Service

14.1 CRL may terminate services immediately if:

• Payment terms are repeatedly breached
• The Client breaches these Terms
• The Client provides an unsafe or hostile working environment

15. Amendments

15.1 CRL may modify these Terms & Conditions at any time. Clients will be notified in writing of changes.