Self Service Electric Bike Hire

Terms & Conditions

By submitting this application you are declaring the following:

I have read and accept the terms and conditions below.

Declaration of Cycling Competency & Fitness

I consider myself to be competent to use an electric bike for conducting personal/business travel. I declare myself to be competent to cycle (based on the checklist below).

I understand my responsibilities when using electric bikes.

I will inform Co-wheels of any incident that occurs whilst in charge of a Co-wheels e-bike.


  • I can identify hazards associated with cycling and outline appropriate controls for hazards

  • I understand what items on the bicycle must be checked prior to use (as to which please see paragraph number 4 below of the Terms and Conditions)

  • I can state what items of protective equipment must be worn when cycling

  • I can adjust the seat to suit my height

  • I can balance on the bicycle

  • I can correctly engage appropriate gears

  • I can brake safely

  • I can confidently negotiate corners and junctions

  • I can use correct hand signals

  • I understand and will observe the provisions of the Highway Code

I do not have any medical condition or disability which impairs my cycling ability. I understand the importance of wearing a helmet and high visibility clothing.

I am an adult.

By submitting your application: (a) you become a member of the Co-wheels e-bike club, and (b) you shall be subject to the terms and conditions applicable to members below in connection with such membership and with the use of any Co-wheels’ electric bike.

Electric Cycle Terms and Conditions

In these Terms and Conditions:

Co-wheels’ means Co-wheels Car Club Community Interest Company whose registered office is at Artillery House, 35 Artillery Lane, London, E1 7LP; and

you’ means you the applicant, who is applying to become a member of Co-wheels e-bikes and, as applicable, the user from time to time of the Equipment.

Equipment’ means the e-bike and any other ancillary equipment provided to you from time to time by Co-wheels for your use in relation to the e-bike.

How it Works

Co-wheels’ e-bikes are housed in individual lockers that have key safes attached to them.

• Once you have joined Co-wheels e-bikes you can book a bike on Co-wheels’ website using your membership details.

•  A pin code for the key safe will be sent by text to your phone shortly before the hire is due to start. You must take all proper precautions to keep such pin code confidential and secure.

•  Use the code to access the locker key for unlocking the individual e-bike hire station and a signal will be sent to Co-wheels indicating your hire is activate (‘the Start Time’).

•  Inside the e-bike Hire Station you will find instructions for checking the bike before you use it, together with a Hi Viz vest and helmet if you need it (you may prefer to bring your own).

•  When you return the bike use your code to unlock the key safe again and return the bike ensuring you plug the battery in for recharging.  Lock up the Hire Station and return the key to the key safe which will end your hire (‘the End Time’).

Hire Cost

Membership is free, you just pay for usage of an e-bike at the following rates:

•  Visitor day hire: £20 per day (or part day)

•  Local resident half price rate: £10 per day (or part day)

•  Corporate hire: on agreement with the parent organisation

You or your organisation shall pay Co-wheels the Hire Cost noted above. Hours of usage will be calculated from the Start Time to the End Time (inclusive)

Note: Co-wheels reserves the right to change the above rates at any time on notice or by publication of new rates on Co-wheels’ website. Co-wheels also reserves the right from time to time as it sees fit to alter its terms and conditions of membership and Equipment usage on reasonable notice to its members.

Co-wheels e-bike Hire

These terms and conditions govern the provision and management of electric cycles for use by Co-wheels e-bike members.

1. Bikes

The electric bikes are operated by Co-Wheels and are leased and come with maintenance agreements through local agents. Should you discover a fault with the e-bike at any time please contact Co-wheels immediately for further advice. In the event of breakdown, roadside assistance & recovery is included. Contact the Co-wheels 24 hour helpline Tel: 01913751051.

2. Competency and training

You are personally responsible for ensuring you have sufficient competency to use the e-bike safely. If you are in any doubt as to your competency to ride the e-bike safely you should attend a qualified cycling trainer before use.

Prior to using an electric bike, members must have self-declared their competency to cycle. This is done by you accepting these terms and conditions. The Self Declaration is set out clearly in your application for membership. The Co-wheels Declaration of Cycling Competency & Fitness applies at all times. If a member believes they require training in some aspect of cycling to improve their competency they should make such arrangements to attend cycle training. Following attendance at training, a decision regarding competency to ride a bicycle in the community will then need to be made by the member, using any feedback gained from their training.

3. Safety equipment

  • Helmets should be worn at all times when riding one of the bicycles. Most riders will want to provide their own. If not, a helmet is provided in each cycle locker. Helmets should be of sound construction and in good condition, free from defects. Should you find any defect with the helmet provided in the locker contact Co-wheels on 01913751051.

  • High visibility tabards will be provided in the bike lockers and should be worn by members.

  • Operational front and rear lights will be provided and must be used appropriately.

4. Safety checks and Maintenance

Bikes will be checked and cleaned weekly by Co-wheels and fully serviced by our lease company at regular intervals.

A pre-use check must be carried out by the cyclist each time prior to taking a bicycle out, in line with table 1 below. These checks should include safety equipment such as helmets. Faults should be reported immediately. Contact the Co-wheels 24 hour helpline on 01913751051

Table 1: Pre-use Safety Check

Prior to taking a bicycle out a pre-use check for faults should be carried out by you using the below checklist:

  1. The condition of the tyres and their pressure. Tyres should have sufficient tread, be un-damaged and be pumped up to 65psi.
  2. Check handlebars, saddle and wheels are firmly secured.
  3. Carry out a basic brake test. Apply front and rear brakes to be squeezed simultaneously allowing for much more efficient safe braking, the bikes weigh nearly double of an average mountain bike. If the bike moves forward at all or you have to pull hard on the levers then you need to report a fault.
  4. Check that the lock is present and serviceable.
  5. Check that the helmet and high-visibility clothing being used are in good condition.
  6. Check that lights are firmly secured and working properly, and that reflectors are clean and visible.
  7. Ensure the seat height is correct and that the seat-post bolt is tight.

Route planning and contingency

Co-wheels e-bikes have a variable range of charge depending on terrain conditions. The bikes will travel at speeds up to 15mph and have a practical range of about 25-30 miles. Active pedalling of the bikes will help increase range but if you are planning on using the bikes for out of town longer routes do route plan and be aware of your range. Your e-bike will have a charging unit in the pannier should you be planning a longer journey and wish to recharge the battery overnight or top up for a few hours at a daytime stopping point.

Untoward events and accidents

If you are involved in an accident while riding a Co-wheels e-Bike.

  • Stop and take care to remove yourself from further danger.

  • If any person involved in the accident is injured, call for, or arrange for someone to call for, help. If possible do not leave the scene of the accident, although under exceptional circumstances this may be necessary to summon aid. If someone is injured the accident should be reported to the police as soon as possible.

  • Be aware that stationary vehicle/s involved in the accident may be a hazard to other road users. If possible, arrange for other drivers to be warned in time for them to stop. Contact the Emergency helpline: Tel: 01913751051 and advise us of the incident.

  • Obtain the names and addresses of those involved in the accident. It is also important to obtain the names and addresses of any independent witnesses of the accident.

  • Obtain a Police incident number.

  • Insurance details should be given to injured parties, or their agents, and the police. See Section 8 on Insurance.

If you are using an e-bike as part of your work related travel plan, the accident should be reported to your employer on the approved Incident Reporting Form. A copy of this form should also be provided to Co-wheels.

If you're involved in an accident where:

  • Any person is injured

  • Any vehicle is damaged

  • Property is damaged

You must stop and give your name and address to anyone having reasonable cause to ask for them. However, on no account admit liability or blame either verbally or in writing, or make any offer or promise of payment. If the other driver/rider was, in your opinion, driving recklessly or under the influence of drugs or drink, inform the police immediately.

8. Insurance

Co-wheels e-bikes are leased through Sustainable Transport Solutions and are insured for theft (providing the rider fully complies with the duty of care requirements, detailed in section 9 and below, regarding safe and secure locking procedures when leaving the bike unattended) and technical malfunction and mechanical negligence resulting in an accident.

Personal insurance is not included and we strongly recommend you seek a personal insurance policy suitable to your cycling needs.

If you cause an accident this is your personal responsibility and you should ensure that you have suitable insurance in place to cover your personal liability (whether through your home insurance or otherwise).

9. Storage

  • Bicycles must be stored securely.

  • Bicycle locks are provided. The locks provided need to have been used if insurance cover is to be valid. The lock needs to be passed through an enclosed part of the frame not just a wheel.

  • If bicycles are left unattended at any time, you are responsible for ensuring that they are secured with the locks provided via the frame to an immovable fixture e.g. lamp-post or secure bike stand.

  • When collecting your bike from the Bike Safe make sure you use your smart card against the card reader to lock the bike safe before departing.

  • Check all relevant equipment is present.

  • When returning your bike ensure you plug it in for recharging using the built in charger in the Bike Safe.

  • Ensure all equipment is returned in good working order as you may be charged for replacements. Please contact Co-wheels on return if any item is missing Tel: 01913751051

11. Severe Weather

Members planning to use Co-wheels e-bikes must assess the potential risks posed in severe weather conditions. The bikes should not be used if the risk of an accident is likely due to ice, fog, heavy rain etc.

12. Payment

All amounts due to Co-wheels shall be paid in full without any set-off, counterclaim, deduction or withholding. In the case of corporate accounts, the organisation is responsible for payment.If you fail to make any payment due to Co-wheels by the due date for payment, then you shall pay interest on the overdue amount at the rate of 4% per annum above the base rate from time to time of Barclays Bank PLC (or its successor). Such interest shall accrue on a daily basis from the due date until actual payment of the overdue amount, whether before or after judgment. You shall pay the interest together with the overdue amount.

13. Title and Risk

The Equipment shall at all times remain the property of Co-wheels, and you shall have no right, title or interest in or to the Equipment (save the right to possession and use of the Equipment subject to these terms and conditions).

The risk of loss, theft, damage or destruction of the Equipment through your failure to take reasonable care shall pass to you until such time as the Equipment is redelivered to Co-wheels.

You shall give immediate written notice to Co-wheels in the event of any loss, accident or damage to the Equipment arising out of or in connection with your possession or use of the Equipment.

14 Your Responsibilities

The Equipment hired to you under these terms is for use by you alone and by no other person.

You shall during the period of any hire (including from the Start Time to the End Time):

(a) ensure that the Equipment is kept and operated in a suitable environment, used only for the purposes for which it is designed, and operated in a proper manner in accordance with any operating instructions;

(b) take such steps (including compliance with all safety and usage instructions provided by Co-wheels) as may be necessary to ensure, so far as is reasonably practicable, that the Equipment is at all times safe and without risk to health when it is being used;

(c) make no alteration to the Equipment and you shall not remove any existing component(s) from the Equipment;

(d) keep Co-wheels fully informed of all material matters relating to the Equipment;

(e) permit Co-wheels or its duly authorised representative to inspect the Equipment at all reasonable times;

(f) not sell or offer for sale, underlet or lend the Equipment or allow the creation of any mortgage, charge, lien or other security interest in respect of it;

(g) not do or permit to be done any act or thing which will or may jeopardise the right, title and/or interest of Co-wheels in the Equipment;

(h) not suffer or permit the Equipment to be confiscated, seized or taken out of your possession or control;

(i) not use the Equipment for any unlawful purpose;

(j) ensure that at all times the Equipment remains identifiable as being Co-wheels's property;

(k) not do or permit to be done anything which could invalidate the insurances referred to in paragraph number 8 above; and

(l) take all reasonable care for the safe and proper use of the Equipment.

You acknowledge that Co-wheels shall not be responsible for any loss of or damage to the Equipment arising out of or in connection with any negligence, misuse, mishandling of the Equipment or otherwise caused by you or anyone who is or reasonably ought to be under your control, and you undertake to indemnify Co-wheels on demand against the same, and against all losses, liabilities, claims, damages, costs or expenses of whatever nature arising out of or in connection with any failure by you to comply with these terms and conditions.

15. Liability

Nothing in these terms and conditions shall exclude or in any way limit: (a) either party's liability for death or personal injury caused by its own negligence; (b) either party's liability for fraud or fraudulent misrepresentation; or (c) any other liability which cannot be excluded by law.

Without prejudice to the foregoing:

  • Co-wheels's maximum aggregate liability for breach of these terms and conditions (and any agreement related thereto) (including any liability for the acts or omissions of its employees, agents and subcontractors), whether arising in contract, tort (including negligence), misrepresentation or otherwise, shall in no circumstances exceed the Hire Cost paid by you to Co-wheels in respect of the relevant hire; and
  • neither party shall be liable under these terms and conditions (and any agreement related thereto)  for any: (a) loss of profit; (b) loss of revenue; (c) loss of business; or (d) indirect or consequential loss or damage, in each case, however caused, even if foreseeable.

These terms and conditions, save as imposed by law, set forth the full extent of Co-wheels' obligations and liabilities in respect of the Equipment and its hiring to you.

16. Termination

Without affecting any other right or remedy available to it Co-wheels may terminate the hire and/or your membership:

  • with immediate effect by giving notice to you if you at any time commit a material breach of any part of these terms and conditions; and/or

  • on 12 hours notice to you.

Upon termination of this agreement, however caused:

  • Co-wheels' consent to your possession of the Equipment shall terminate and Co-wheels may, by its authorised representatives, without notice and at your expense, retake possession of the Equipment and for this purpose may enter any premises at which the Equipment is located; and

  • without prejudice to any other rights or remedies, you shall pay to Co-wheels on demand: (a) all accrued Hire Costs due but unpaid at the date of such demand together with any interest thereon; (b)   any costs and expenses incurred by Co-wheels in recovering the Equipment and/or in collecting any sums due under this agreement (including any repair, transport and legal costs).

Termination or expiry of the hire and/or your membership shall not affect any rights, remedies, obligations or liabilities of each party that may have accrued up to the date of termination.

17 General

These terms and conditions (and the agreement relating thereto) are personal to the parties and neither party shall assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any of its rights and obligations under these terms and conditions (and the agreement relating thereto).

These terms and conditions (and the agreement relating thereto) constitute the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.

No one other than a party to these terms and conditions (and their successors) shall have any right to enforce any of its terms.

No failure or delay by a party to exercise any right or remedy provided under this these terms and conditions (and the agreement relating thereto) or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.

These terms and conditions (and the agreement relating thereto) and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.