Terms and Conditions
Terms and Conditions valid from 16.11.2026. View the terms and conditions effective before 16.11.2026.
1. Introduction
1.1 These terms and conditions provide you with information about us and the legal terms and conditions covering your membership of the Co Wheels car club and your use of Co Wheels vehicles (“Terms”).
1.2 It’s an important legal document, so if there is anything you do not understand, please contact us by calling 0191 375 1050 or email us at info@co-wheels.org.uk
1.3 Where these Terms say “you” or “your”, they’re referring to the members (individuals or organisations) that have signed up to a Co Wheels account to use our car hire services.
1.4 Where these Terms say “Co Wheels”, “we”, “us” or “our”, they are referring to Co-Wheels Car Club Community Interest Company whose registered office is at 7-15 Pink Lane, Newcastle Upon Tyne NE1 5DW (Company Number 6512325). Our registered VAT number is 926671305.
1.5 If we need to contact you, we will do so by telephone or by writing to you at the email address or postal address that you provided to us in your application.
1.6 "Writing" includes emails. When we use the words "writing" or "written" in these Terms, this includes emails.
1.7 When accessing our website or App, subscribing for an account or using the vehicle hire services, you may be subject to additional policies and terms. If applicable, all such policies and terms are hereby incorporated by reference into these Terms. In the case of any inconsistency between these Terms and any such policy or additional terms, these Terms shall prevail.
1.8 Where you accept these Terms on behalf of a company, partnership or other business organisation, you confirm that you have full authority to bind that entity to these Terms and that the entity agrees to be bound by them.
2. Eligibility
2.1 To drive any Co Wheels vehicle, you must become a car club member (see section 4) and meet the requirements set out below.
2.2 If you drive a Co Wheels vehicle without meeting these requirements, you won’t be validly insured, which would mean you could be committing a criminal offence.
2.3 If you cannot meet these requirements, or at any point in future things change and you no longer meet all these requirements:
· you must tell us immediately; and
· unless we’ve expressly agreed differently with you, your contract with us (and your right to drive Co Wheels vehicles) will automatically end (whether or not you tell us).
2.4 The requirements are:
· you must be 19 or over and have held a full driving licence for a minimum of 12 months;
· If you are aged 25 or under, you must possess a clean licence, with 0 points or endorsements.
· Applicants 26 or over must have no more than 6 points issued on their driving licence and no one offence with 6 points or more.
· If you have been disqualified from driving at any point, you are not eligible for membership.
· If you have been involved in 2 or more accidents within the last 3 years (or 1 or more accidents if you are aged 21 and under) you are not eligible for membership.
· If you have had 2 or more theft claims in the last three years, you are not eligible for membership.
· If you are a professional sportsperson, model, itinerant worker or member of the entertainment profession, you are not eligible for membership.
Drivers Not Insured:
· Provisional licence holders
· Drivers aged 18 and under
· Drivers aged 24 or under when the vehicle being hired has a seating capacity of nine or more, in addition to the driver's seat.
· Drivers with more than 6 points or 6 points received in a single driving offence
· Drivers who have held a licence for less than 12 months
· Drivers under the age of 25, postcode restrictions may apply
Drivers with the following convictions on their licences will not be insured:
UT50; CD40; CD50; CD60; CD70; CD71; DD40; DD60; DD80; DR10; DR20; DR30; DR31; DR40; DR50; DR60; DR61; DR70; DR80 or DR90.
2.5 You must tell DVLA:
· if you develop a notifiable medical condition or disability or
· a condition or disability has got worse since you got your licence.
Notifiable conditions are anything that could affect your ability to drive safely. Please refer to information provided in this link https://www.gov.uk/driving-medical-conditions
You must tell us immediately if your driving licence is revoked or not issued by the DVLA and your right to access and/or use Co Wheels vehicles will immediately cease until further notice to the contrary by us.
3. Use Restrictions
3.1 In addition to the above requirements, you can’t use, or allow the use of, any Co Wheels vehicle for any of the following:
· to carry out multi-drop deliveries (this does not include businesses who have to deliver their own products or paperwork, which is allowed)
· to carry passengers or cargo for payment or reward (but you can share the cost of hire with passengers, so long as you don’t profit from that);
· to propel or tow any vehicle, trailer or other object;
· to take part in any competition, trial, performance test, race, rally, or trial of speed, including off-road events;
· for driving outside mainland UK unless you obtain prior authorisation from us https://co-wheels.zendesk.com/hc/en-gb/articles/360011224700-Can-I-Take-My-Booked-Vehicle-Anywhere ;
· to convey pets or any other animals unless we have given you prior written consent;
· to be used while the driver is under the influence of alcohol, drugs, or any other substance impairing their consciousness or ability to react;
· to be used in contravention of any traffic regulations;
· to be driven by any other person who has not first been authorised by us as an additional driver;
· to be overloaded with more passengers than seatbelts, to transport children without the legally required car seats, or otherwise in breach of the legally prescribed safety precautions;
· to be used on unpaved roads, racetracks, beaches, and test courses;
· for illegal or anti-social activity.
3.2 Failure to comply with the above conditions of use may result in termination or suspension of your account and/or the charge of penalty payments or the recovery of the Co Wheels vehicle without notice at your expense.
4. Joining the Club
4.1 Co Wheels is a car club. That means every user has to join the club and agree to the Terms.
4.2 By accepting these Terms you are agreeing that they apply if your membership application is accepted by us and this will form a contract between us. If we decline your application (which we’re allowed to do at our discretion), then these Terms will not apply to you (or us).
4.3 The application for an account can be made online and needs to be completed fully, accurately, and truthfully. You will need to supply all the information requested and any documents that are required by us. This application will constitute an offer to register for a Co Wheels account.
4.4 We will need to verify your driving status with the DVLA and undertake identity checks before we can accept your application and you can become a member.
4.5 We may also carry out a credit check and/or affordability assessment as part of our application and verification process, including by obtaining information from credit reference agencies. These checks are used to assess eligibility for membership and whether a security deposit may be required as a condition of membership. The checks will not affect your credit score. If we decide not to accept your application as a result of these checks, we will inform you in writing.
4.6 Acceptance of your application will take place once we send you a confirmation email that your account has been verified, at which point a contract for membership will come into existence between you and us (“contract”).
4.7 If we are unable to accept your application, we will inform you of this in writing and will not charge you any fees.
4.8 If your application is accepted, we will either send you a smart card and/or you will be directed to the Co Wheels App (“App”) to use App Unlock.
4.9 You will be able to access your account by logging in and entering an email address and a password.
4.10 Your account is personal to you, and you are solely responsible for any and all activity that occurs under the account. You must not allow your smart card or App user account to be used by anyone else, including other Co Wheels members. You must notify us immediately of any breach of security or unauthorised use of your account that you become aware of.
4.11 We may ask you to provide us with validity of your driving licence upon activation of your account and at regular intervals thereafter.
5. Cancellation, Suspension and Termination
A Cancellation of Membership (by you)
5.1 Cooling Off Rights. If you are a consumer, you have the right to cancel this contract within 14 days without giving any reason. This cancellation period will expire 14 days after the date of the account verification email as referred to in clause 4.6 above (“Initial Cooling Off Period”). To exercise your right to cancel, you must inform us by one of the following methods:
(a) Phone or email. Call customer services on 0191 375 1050 or email us at info@co-wheels.org.uk. Please provide your name, home address, and, where available, your phone number and email address.
(b) By post. Complete and return the cancellation form below or write to us at the address shown on the form.
5.2 Full refund where no services provided. If you cancel within the Initial Cooling Off Period and no vehicle hire services have been provided to you, we shall reimburse to you all payments received from you.
5.3 Where services begin during the cooling‑off period. You can make a booking for vehicle hire services and use membership services during the Initial Cooling Off Period. If, at your request, we provide services during the Initial Cooling Off Period, including account activation, account set up, enabling access to the booking platform, issuing a smart card or enabling App access, you will still have the right to cancel within the Initial Cooling Off Period but the following will apply:
(a) we may deduct a proportionate amount from any refund to reflect the services provided and costs incurred up to the point of cancellation; and
(b) you will remain responsible for any hire charges incurred and any other charges, penalties and/or fines arising from the use of the vehicle during the Initial Cooling Off Period.
If your membership ends for any reason and you later apply to re-join, you will be required to pay any joining fee applicable at that time, and we may refuse or reject repeated applications where we reasonably consider that the cancellation process is being used to avoid fees.
5.4 Method of Refund. Any refund will be made using the same means of payment you used for the initial transaction, unless you have expressly agreed otherwise. You will not incur any fees as a result of the refund.
5.5 Cancellation after the Initial Cooling‑Off Period. After the Initial Cooling Off Period has ended, your right to cancel your membership and the consequences of cancellation will depend on the membership payment plan you have chosen. Full details are set out in clause 7.4. In all such cases the joining fee is not refundable.
B Cancellation of Membership (by us)
5.6 Termination or suspension for cause. We may suspend your membership or terminate the contract immediately if:
(a) you fail to pay any sums due;
(b) you become bankrupt;
(c) you fail to comply with these Terms and such breach can’t be remedied or, where such a breach can be remedied, you have failed to do this within 5 days of us notifying you of the breach;
(d) we discover that any information provided by you is false, incorrect or incomplete or you have withheld material information that is relevant to your membership;
(e) you are involved in an accident which, in our reasonable opinion, renders you ineligible or inappropriate for continued membership.
5.7 Effect of termination by us. On termination or suspension of the contract by us in accordance with clause 5.6 your joining fee and membership fees will not be refunded.
5.8 Repossession. We reserve the right to repossess a Co Wheels vehicle at your expense where this is reasonably necessary if you do not comply with these Terms.
C Cancellation of Vehicle Booking (by you)
5.9 Free cancellation window. You can cancel your booking for a Co Wheels vehicle up to two hours before the scheduled start time at no additional cost.
5.10 Late cancellation or no‑show. If you cancel within 2 hours of the booking start time, or after the booking has begun, you will be charged the full reservation cost.
5.11 Please view our refund policy at https://co-wheels.zendesk.com/hc/en-gb/articles/11506449210898
6. Our Obligations
6.1 Once you have been accepted as a member, you are allowed to book using our App and use any available Co Wheels vehicle in any location where we operate.
6.2 Once you have booked a Co Wheels vehicle, we will make it available to you (in accordance with these Terms) for the duration of your booking.
6.3 We will ensure that, as far as is reasonably possible, all Co Wheels vehicles made available for booking are in a roadworthy condition and are regularly serviced.
6.4 We have contracted with a designated breakdown service provider to attend to any broken-down Co Wheels vehicle. You must tell us about any breakdown in accordance with section 13.
6.5 If any event or circumstances beyond our reasonable control makes it impossible or impractical for us to fulfil our obligations to you, we are relieved from those obligations. If this affects any bookings (including bookings which have already started), your affected booking will automatically be cancelled, you will not be charged, and we will have no further obligation or liability to you in respect of that booking.
6.6 If you are not satisfied with our service, you can make a complaint through our complaints procedure https://co-wheels.zendesk.com/hc/en-gb/articles/4410646938002-How-can-I-make-a-complaint-
7. Charges
A Core Charges
7.1 Details of our core charges are set out at https://co-wheels.zendesk.com/hc/en-gb/categories/360002289440-Pricing
7.2 We may update the content of those pages or their URLs (their web addresses) at any time (but changes we make part-way through a booking won’t affect that booking). Those pages are referred to in these terms as “the Pricing Page”.
7.3 Depending on the membership plan you choose you may pay:
(a) a one off joining fee (“joining fee”),
(b) where required under clause 8.11, a security deposit (“security deposit”),
(c) a monthly or annual membership fee (“membership fee”), and/or
(d) a fee for the duration of the booking plus a mileage fee per mile driven.
7.4 Payment Options
The types of membership fee plans Co Wheels offer are stated on our App or website and are as follows:
(a) Basic:
· With this payment option, you will pay:
o A joining fee payable in accordance with clause 8.1, and
o Hourly rates payable in accordance with clause 8.3.
· You may cancel your membership at any time after the Initial Cooling Off Period by the methods set out in section 5.1(a) and (b).
(b) Standard / Young Driver Monthly:
· With this payment option, you will pay:
o A joining fee payable in accordance with clause 8.1,
o Hourly rates payable in accordance with cause 8.3, and
o Monthly membership fee.
· Your membership fee payment will be taken on the date of the account verification email as referred to in clause 4.5 and monthly thereafter.
· You may cancel your membership at any time after the Initial Cooling Off Period by the methods set out in section 5.1(a) and (b). If you cancel your membership, the membership fee for the current monthly billing period during which your cancellation takes effect will not be refunded and remain due and payable, but no further monthly membership fees will be charged.
(c) Standard Annual:
· With this payment option, you will pay:
o Hourly rates payable in accordance with clause 8.3, and
o An annual membership fee.
· With this payment option, you commit to paying the monthly membership fee for 12 full calendar months in advance when you join or renew.
· We will contact you at least 4 weeks before the end of the initial 12-calendar month membership period and before each subsequent 12 month renewal period (each an “Annual Renewal Date”) to remind you that your membership is due for renewal and to explain how you can cancel if you do not wish to continue.
· You may end your membership within 14 days after the Annual Renewal Date (“Renewal Cooling Off Period”) by the methods set out in clause 5.1(a) and (b).
· If you cancel during the Renewal Cooling Off Period, any refund will be calculated and applied on the same basis as set out in clauses 5.2 to 5.4.
· If you do not cancel your membership during the Renewal Cooling Off Period, your membership will automatically renew for a further 12 month period and the annual membership fee for that period will be due and payable.
· You may cancel your membership at any time after the Renewal Cooling Off Period by the methods set out in section 5.1(a) and (b).
· Where you cancel after the Renewal Cooling‑Off Period, the annual membership fee for the current 12‑month period will not be refunded.
· Payments for this Standard Annual membership fee will be taken on the date of the account verification email as referred to in clause 4.5 and on each Annual Renewal Date thereafter.
· During any 12-month subscription period you will not be able to downgrade to a lower level of membership.
If you choose a particular payment option and decide to upgrade your membership, you must pay any extra fees which apply at that time.
7.5 When you book a Co Wheels vehicle, you will pay the price quoted to you prior to your rental confirmation. The final price is time-based and mileage-based as described on the Pricing Page for the type of vehicle in question, based on the duration of your use of the vehicle and how far you drive it. All fees include insurance.
B Additional Charges – General
7.6 We may pass on or impose the following additional charges arising from your booking or use of any Co Wheels vehicle, at our discretion:
charges for going over your booked time, or failing to do what’s required when you return the vehicle (see section 10);
parking charges and penalties (including release fees), plus related administration charges and court or legal costs;
other charges and penalties (for example, congestion charges or speeding fines), plus related administration charges and court or legal costs;
tolls or other similar charges;
costs for additional valeting as a result of the Co Wheels vehicle being left in a poor condition;
costs falling within the relevant insurance excess (see section 7.9 and 7.10 below) or any insurance deductibles, plus all costs of fixing any uninsured loss or damage or any damage which you failed to tell us about;
costs of repairing or replacing vehicle keys;
a fee for replacing your Smartcard, if lost or damaged by you;
costs incurred by us in recovering any Co Wheels vehicle from you;
failing to refuel/plug in an EV – At the end of a rental, returning car with less than 1/4 fuel in the tank or failing to plug the car in to charge;
leaving vehicle lights on resulting in a flat 12v battery;
connecting your personal device to the vehicle manufacturers app;
you request a telephone offline booking or extension of a vehicle between certain hours as set out on our website; and
any other costs that are as a result of you breaching these Terms.
Please refer to our website at https://co-wheels.zendesk.com/hc/en-gb/articles/360011422119-Are-There-Any-Other-Charges-
7.7 Nothing in (or omitted from) the above list stops us from claiming from you any amount which we are entitled to claim under the general law.
C Additional Charges – Insurance and Damage
7.8 Collision Damage Waiver
We offer an optional Collision Damage Waiver product (“CDW”), which is an opportunity to pay an additional sum to reduce the amount you’re liable for if a Co Wheels vehicle is damaged while under your care. You can see further details at section 15 below and on our website at https://www.co-wheels.org.uk/collision-damage-waiver
7.9 Standard Excess
If you haven’t purchased CDW or the damage isn’t covered by CDW, you will still, in all cases, be responsible for the fees set out on our website https://co-wheels.zendesk.com/hc/en-gb/articles/360011224500-Insurance-Cover
7.10 In the event that damage to the vehicle or theft of the vehicle is caused by your deliberate or fraudulent act, omission, abuse, negligence or any breach of any of the Terms, you are responsible to pay the full cost of repair or replacement of the vehicle as deemed appropriate by us and your liability will not be capped at the excess amounts set out on our website and you will not be protected by the CDW product you have purchased.
8. Payment Terms
8.1 The joining fee will be payable upon the verification of your account in accordance with clause 4.5. The amount of your joining fee is as specified to you during the membership application process. The joining fee will not be payable again as long as your membership remains current. If your membership ends for any reason and you later want to become a member again, a further joining fee (which may not be the same as the first joining fee) will apply.
8.2 Your membership fee, if applicable, will be payable in accordance with clause 7.4 depending on the payment plan you have chosen.
8.3 Payment Timing.
(a) Payment for your hire period will be taken two hours before your booking starts. If you make a booking which is due to begin within 2 hours, your payment will be taken immediately at the time of booking.
(b) If you extend your booking, payment for the extension will be taken at the time the extension is made.
(c) Provided there are no issues with the booking, payment for your mileage, and any other adjustments to the booking, will be taken within 24 hours after your hire period ends. In the unlikely event of a delay in retrieving mileage data, these payments may be processed a few days after your hire ends .
(d) If you return a Co Wheels vehicle early, you will still be charged for the full duration of your booking.
Please also refer to https://co-wheels.zendesk.com/hc/en-gb/articles/360011325619-When-Is-My-Card-Charged-
8.4 All charges, which become due under these Terms or any other agreement between us, will be charged to the credit or debit card which you have presented to us under the continuous payment authority (“CPA”).
8.5 Your acceptance of these Terms is authority for us to compute and debit all monies due from you against your nominated bank account (or any other bank account or other payment method for which you provide us details) at any time.
8.6 You are subject to CPA unless you specifically notify us that you wish to opt out. If you choose to opt out your membership will be restricted and this may result in the termination or suspension of your account.
8.7 If your payment of any invoice is declined or late:
we may charge you an administration fee;
we can suspend your membership until you have paid all sums you owe us;
we can still charge you for bookings under a suspended account, unless you cancel them;
we can charge you interest on the overdue amount at the rate of 4% a year above the Bank of England base rate from time to time. This interest accrues on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You pay us the interest together with any overdue amount;
we will still charge you for any membership fees due provided you have not provided the required cancellation notice in accordance with these Terms;
your booking will be frozen and the following terms will apply: https://co-wheels.zendesk.com/hc/en-gb/articles/360011325999-What-Happens-If-My-Payment-Fails
8.8 If you are allocated any driving credit (for example, as part of the joining process or a promotion), it cannot be placed towards other charges such as mileage fees, the monthly membership fee and the CDW. https://co-wheels.zendesk.com/hc/en-gb/articles/360011173000-What-Is-Driving-Credit-
8.9 You agree that where you fail to return a Co Wheels vehicle at the end of a rental period that all time and mileage charges will be charged immediately under the CPA.
8.10 Your payment obligations under this section 8 of these Terms shall survive termination of your membership insofar as you have an outstanding balance at the point of termination.
Security Deposits
8.11 If our credit or risk assessment indicates that there is an increased risk of non-payment, we may require you to pay a security deposit as a condition of membership. See the Pricing Pages for further details of the current security deposit value athttps://co-wheels.zendesk.com/hc/en-gb/articles/360011422119-Are-There-Any-Other-Charges-. Failure to pay a required security deposit may result in your application being declined or your membership being suspended until the security deposit is paid.
8.12 If any charges remain overdue and unpaid for more than 60 days after the date on which they become due for payment, then we may apply all or part of the security deposit towards those unpaid charges.
8.13 If the amount due under clause 8.12 is lower than the security deposit value, we reserve the right to end your Co Wheels membership and will refund the difference in accordance with clause 8.17.
8.14 If the amount due under clause 8.12 is higher than the security deposit value, we reserve the right to end your Co Wheels membership, and you will remain liable for the remaining amount in accordance with these Terms.
8.15 Following the first 12 months of membership and every 12 months thereafter whilst a security deposit is being held (each a “review date”), we will review your account to determine whether the security deposit then being held by us remains necessary. If there are no outstanding charges and no failed payments recorded during the preceding 12 month period, we will refund the security deposit in full within 14 days of the relevant review date.
8.16 Where your membership ends for any reason and all charges have been assessed and paid in full, we will refund the security deposit within 14 days of termination. Where charges remain outstanding, we may retain and apply the security deposit in accordance with clauses 8.12 to 8.14.
8.17 Any refund of the security deposit will be made to the payment method used to pay the security deposit, unless otherwise agreed.
8.18 Where we apply all or part of a security deposit in accordance with clause 8.12, we may require you to replenish the security deposit to such amount as we reasonably consider necessary having regard to your payment history and risk profile. We will notify you if a top-up payment is required and the date by which it must be paid. If you fail to pay a required top-up of the security deposit within 14 days of our request, we may suspend or terminate your membership.
8.19 The security deposit is held as security only and does not accrue interest.
9. Booking and Collection
9.1 To access a Co Wheels vehicle, you book it according to the guidance set out on our website or the App. If your requirements cannot be met, we will try to offer an alternative but cannot guarantee to meet all your requirements.
9.2 You will be required to log into your account with valid contact information, including your email address and password for access to the Co Wheels vehicles. Please follow the guide relating to the unlocking with the App https://co-wheels.zendesk.com/hc/en-gb/articles/22547174694674-App-Unlock
9.3 The following rules apply to accessing Co Wheels vehicles via smart card or the App:
• you must tell us immediately if your smart card is lost or stolen.
• you must not, and must not allow anyone else to:
o drive any Co Wheels vehicle while under the influence of alcohol, drugs, or any other substance impairing consciousness or ability to react;
o smoke in any Co Wheels vehicle;
o drive any Co Wheels vehicle in a way which breaches any traffic or parking regulations or restrictions; or
o damage any Co Wheels vehicle by driving in a way which is not appropriate to the vehicle type (for example, driving a manual car in a way which damages the gearbox or clutch due to non-careful driving).
9.4 Once booked, a Co Wheels vehicle can be collected by you from its designated parking bay or geofenced zone from the booked start time.
9.5 Before you use the Co Wheels vehicle, you must:
check the correct fuel or charge card is in the Co Wheels vehicle; and
inspect it for damage or other issues, both inside and outside.
9.6 If you arrive at your booked Co Wheels vehicle to find a parking ticket, please take a photograph of the front and back of the penalty charge notice, and send this via email to info@co-wheels.org.uk. Please then place the parking ticket in the glove box.
9.7 If there is any damage to the Co Wheels vehicle, please complete the damage log in the vehicle and report the damage to us, however minor or insignificant you feel it might be. Please also send a photo of any damage by email to info@co-wheels.org.uk.
9.8 We would recommend that you take photographs of any damage to help establish liability if needed.
9.9 Unless you have notified us of any damage or other issues as referred to above, by removing the vehicle from the designated parking bay or geofenced zone you are accepting the vehicle in its current condition and fuel/charge level.
9.10 You are responsible for any Co Wheels vehicle booked by you from the time of its collection to the time of its return to a designated parking bay including use of the fuel or charge card.
9.11 You must follow the instructions in the driver handbook before driving the vehicle and refer to our guidance on the website in relation to use of the vehicles https://co-wheels.zendesk.com/hc/en-gb/categories/360002312579-Using-the-vehicles
10. Return
10.1 When your booking of a Co Wheels vehicle ends, you must:
return the vehicle by the agreed time and date to the designated parking bay or geofenced zone. Please see the guidance on our website if someone else is parked in the designated bay https://co-wheels.zendesk.com/hc/en-gb/articles/4405440058130-I-ve-returned-the-car-to-the-bay-but-someone-else-is-parked-there- ;
return the vehicle with all documents and accessories present and in the same condition as at the time of collection;
for petrol or hybrid cars, return the vehicle with at least a quarter of a tank of the correct fuel (each car has its own fuel card, in the glove compartment, for the purchase of fuel), failure to do so will incur a penalty fee (see clause 7.5 Additional Charges);
for electric vehicles, ensure they are left charging;
close all the windows and lock the vehicle;
return the vehicle’s key (or key fob) to the glove compartment and return the fuel card or charge card to the location you found them;
remove all personal possessions; and
ensure the car is left clean and tidy.
- for late returns, mileage and hourly charges at the agreed rate, plus a late return fee, until the vehicle is either returned or recovered;
- the cost of professional cleaning; and
- the cost of servicing the vehicle (including the cost of spare parts).
10.3 Please refer to the guidance on our website regarding booking and returning a vehicle, https://co-wheels.zendesk.com/hc/en-gb/categories/360002312539-Booking and https://co-wheels.zendesk.com/hc/en-gb/categories/4405644680210-Problem-car-arrival-car-return-
11. Care of the Vehicle
11.1 For any Co Wheels vehicle in your care, you must:
look after it;
make sure it is locked and secure when not in use;
use the correct fuel; and
use any security device fitted or made available by us.
11.2 You must monitor the oil warning light and temperature gauge during any trip and let us know if any warnings are triggered.
11.3 You must visually inspect the tyres (including their tread depth) on each booking and check that they appear correctly inflated.
11.4 You must not remove or damage the Co Wheels livery.
12. Rules
12.1 In addition to any more detailed obligations in these Terms, you must:
use any Co Wheels vehicle sensibly and safely;
not allow anyone else to drive a Co Wheels vehicle which you booked, unless they are also a Co Wheels member named as an additional driver in your account (in which case you remain liable for anything that happens on that booking, even if you are not driving at the time, though this doesn’t stop us also claiming against the other Co Wheels member);
tell us if something goes wrong (please see section 13);
pay all due amounts in full and on time (please see sections 7 and 8);
look after any Co Wheels vehicle in your care (please see section 11);
collect and return vehicles as described (see sections 9 and 10).
13. Emergencies
13.1 You must call us on 0191 375 1050 straight away (within 2 hours) if any of the following things happen while you have a Co Wheels vehicle booked out:
you are involved in an accident;
you suffer a breakdown or other Co Wheels vehicle malfunction (including a puncture);
you have to change any equipment on the vehicle (for example, light bulbs or wiper blades);
any damage, loss or theft to the vehicle; or
a warning light comes on.
13.2 For any breakdown or other Co Wheels vehicle malfunction (including a puncture), you must contact us and not try to fix it yourself or using anyone else. Please stay with the vehicle until the repair has been fully completed by our designated breakdown service provider.
13.3 If, while using a Co Wheels vehicle, you have an accident involving any personal injury, loss or damage, or if it is stolen, you must:
report it to the police immediately; and
tell us as soon as reasonably possible (within 2 hours of the accident taking place) giving us the police reference number at the same time.
13.4 In addition, if you have an accident, you should try to get photographs on a mobile phone of our vehicle, and any other vehicles involved in the accident. We will also require:
Third party drivers name, home address, telephone number, insurer and policy number.
Names, addresses, telephone numbers of all passengers in other vehicles and as well as our vehicle.
Details of the accident. Please never admit liability. Please try and specify the incident in as much detail as possible.
Passer by witness name, address, telephone numbers if applicable.
Weather conditions at the time of the collision.
Location of the accident.
Details of emergency services if they attended the scene.
14. Insurance Requirements
14.1 We carry comprehensive motor insurance cover for people using Co Wheels vehicles with our permission. This policy meets all applicable statutory requirements and protects the owner and/or authorised driver of the vehicle against any legal claims from third parties for personal injury or material damage caused by the use of the vehicle.
14.2 You (and others using a Co Wheels vehicle) are not covered by our insurance for the theft of possessions or valuables from the vehicles.
14.3 To help us meet our insurance obligations and administer the policy properly:
you must notify us immediately (or at least 48 hours before your next booking, in any event) if any of the following things happen:
your address changes;
you are involved in an accident involving a vehicle that you are driving
(whether or not a Co Wheels vehicle);
you commit any motoring office (whether or not in a Co Wheels vehicle);
your driving licence status changes, including any points or endorsements; or
your occupation changes in a way which means you no longer meet the
requirements set out in section 2 above, or you fail to meet any other
requirements set out there;
you waive all rights to, and agree that we, or persons acting on our behalf, will
conduct negotiations and agree any settlement with the insurers or anyone else;
you agree to co-operate with Co Wheels and its insurers in any investigation or subsequent legal proceedings and agree to telematics data being used as part of any investigation;
you agree that any monies or liabilities (including excess charges) in respect of vehicle loss or damage will be paid to or by us or such persons as we may direct;
you accept that we may suspend your membership during an accident investigation, if we have reasonable cause to believe that you may have responsibility for the accident);
if you do not have a UK driving licence, you must comply with the UK legal requirements for driving in the UK on a foreign licence (and you acknowledge that if you fail to do this, you may not be covered by our insurance).
- our reasonable costs of disposal, where relevant; and
- all damages, penalties, costs (including all reasonable legal costs) and losses which we incur as a result of someone making a claim against us in respect of our disposal of their property.
18.3 These Terms do not exclude any liability which, by law, cannot be excluded or limited. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to the services.
18.4 We are responsible to you for foreseeable loss and damage caused by us. If we fail to comply with these Terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failure to use reasonable care and skill. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both us and you knew it might happen, for example, if agreed in writing between us and you.
18.5 Subject to clause 18.3, in no event shall our total aggregate liability under or in connection with our contract with you, whether for tort (including negligence), breach of contract, misrepresentation or otherwise:
(a) for third party property damage, exceed the amount of five million pounds sterling (£5,000,000); and
(b) for all other loss or damage, exceed an amount equal to the aggregate membership and vehicle booking fees paid and payable by you during the twelve (12) month period prior to the first date on which an event giving rise to the liability occurred.
19. General Legal
19.1 We may make changes to these Terms, from time to time for valid reasons, including where required to reflect changes in law or regulation, operational or technical changes to the Co Wheels service, changes to pricing structures, or for security or safety reasons.
19.2 Where we make changes that are likely to have a material effect on your rights or obligations under these Terms (“Essential Changes”),we will give you reasonable notice of those changes. Notice to you will be considered given when such notice is (a) indicated and accessible from the first page accessed after you log-on to the website, (b) indicated and accessible when you use the Co Wheels App, (c) sent by email to your email address on file with us, or (d) provided via our newsletter.
19.3 The notice will specify the effective date of the Essential Changes, which will be no earlier than fourteen (14) days after the date on which notice is given. .
19.4 You may cancel your membership without penalty at any time before the effective date of the Essential Changes by emailing info@co-wheels.org.uk. If you do not cancel your membership before that date, you will be deemed to have accepted the Essential Changes and they will become binding on you from the effective date.
19.5 Your membership is personal to you. You may not assign or transfer in any other way to anyone else any of your rights or obligations under this contract.
19.6 We can transfer our contract with you, so that a different organisation is responsible for supplying the service. We'll tell you in writing if this happens and we'll ensure that the transfer won't affect your rights under the contract.
19.7 This contract is between you and us. No other person shall have any rights to enforce any of its terms.
19.8 If we do not insist immediately that you do anything you are required to do under these Terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date.
19.9 We are the owner or the licensee of all intellectual property rights in our website and app including the trade mark “Co wheels”, and in the material published on it. Those works are protected by copyright laws and treaties around the world. All such rights are reserved. You must not use any part of the materials on our sites for commercial purposes without obtaining a licence to do so from us or our licensors. You may not reproduce in any format (including on another website) any part of our sites (including content, images, designs, look and feel) without our prior written consent. If you print off, reproduce, copy or download any part of our site in breach of these Terms, your right to use our website and app will cease immediately and you must, at our option, return or destroy any copies of the materials you have made.
19.10 You agree not to engage in any exploitative activities including, but not limited to, automated scraping, bulk data saving, or any other form of data extraction for commercial purposes, from our booking system. You also agree not to exploit the booking system in any manner, including but not limited to, manipulating the system to gain unfair advantage, disrupting its normal operation, or engaging in any activity that compromises the integrity of the system. Any such activity will be considered a breach of Terms under clause 5.6 and may result in immediate termination of the offending account and potential legal action.
19.11 These terms are governed by English law and wherever you live you can bring claims against us in the English courts. If you live in Wales, Scotland or Northern Ireland, you can also bring claims against us in the courts of the country you live in. We can claim against you in the courts of the country you live in.