Terms of Service

Rental Terms & Conditions

1. Parties to the Contract and Definitions

 

a) We are COTSWOLD FRIDGE HIRE LTD, a private limited company registered in England and Wales, company number 16120399.

 

b) Our website is www.cotswoldfridgehire.co.uk and our contact telephone number is 01789 224884.

 

c) For the purposes of this contract, COTSWOLD FRIDGE HIRE LTD may be referred to as “Cotswold Fridge Hire”, “we”, “our” or “us”.

 

d) You are the person or body corporate hiring a trailer or associated equipment from us and, for the purposes of this contract, may be referred to as “you”, “your” or the “Hirer”.

 

e) These Terms & Conditions apply to the hire of any trailer and all related services and equipment that we supply to you. We may change these Terms & Conditions without notice in relation to future hires.

 

f) Any reference to the “trailer” includes any accessories, refrigeration equipment and additional products or equipment supplied as part of the hire.

 

2. Availability and Price of Refrigerated Trailer Hire Services

 

a) All trailers are subject to availability at the time of your order. If, between receipt of your order and the commencement of your hire, the trailer you have ordered becomes unavailable, we will inform you at the earliest opportunity and arrange for a refund of all sums paid to us in respect of the affected hire period.

 

b) We accept no responsibility or liability to pay compensation, costs or expenses where performance of your contract with us is prevented or affected, or you otherwise suffer loss or damage, as a result of events beyond our reasonable control.

 

This may include delays, restrictions, severe weather, breakdowns, transport disruption, power failures or other circumstances outside our reasonable control.

 

If your booking has to be cancelled by us as a result, we will provide a refund of sums paid in respect of the cancelled hire and, subject to applicable law, will have no further liability in this regard.

 

c) We will make every reasonable effort to ensure that prices and descriptions shown in our quotations and on www.cotswoldfridgehire.co.uk are accurate at the time you place your order.

 

3. Payment and Cancellation

 

a) An initial non-refundable deposit may be required to confirm a booking. Where applicable and permitted by law, this will be forfeited in the event of your cancellation or failure to provide full payment or required documentation in accordance with these Terms & Conditions.

 

b) The trailer will not be made available to you until we are in receipt of cleared funds for all sums due and payable to us for the hire services, unless otherwise agreed by us in writing.

 

c) Unless otherwise agreed, payment must be made by BACS. We do not accept cash or cheques.

 

d) If payment of any fees is not made in accordance with these Terms & Conditions, you may be deemed to have requested termination of the contract. The trailer reserved for you may then be released by us for hire to another customer without liability to you, subject to your applicable statutory rights.

 

4. Delivery and Collection of the Trailer

 

a) Trailers are normally delivered and collected during either:

 

AM: 08:00 to 12:30

PM: 12:30 to 18:00

 

You may be asked to nominate your preferred time slot on your Booking Summary, Rental Agreement or Contract of Hire.

 

We will make every reasonable effort to deliver and collect within your preferred time slot, but we reserve the right to allocate an alternative delivery or collection time where required.

 

Where reasonably possible, we will contact you to advise you of any changes.

 

We accept no liability for delays caused by circumstances outside the reasonable control of COTSWOLD FRIDGE HIRE LTD.

 

b) We may prepare a Trailer Hire Condition Form specifying details of the trailer and any damage or defects noted before commencement of the hire.

 

At the point of delivery, you or your authorised representative may be required to inspect and sign the Condition Form to confirm acceptance of the condition of the trailer.

 

Please ensure that the Condition Form is checked carefully before signing.

 

c) We will use reasonable endeavours to have the trailer available for delivery on the requested date and within the requested delivery time slot, but we shall not incur liability for delays arising from matters beyond our reasonable control.

 

d) Notwithstanding payment of all sums due in respect of the proposed hire, the trailer will not be made available until we are reasonably satisfied with any identification or other documentation we have requested.

 

Siting Requirements

 

e) The trailer must be sited on a flat, level and suitable hard-standing surface provided by the Hirer.

 

If the trailer is situated inside a building, marquee or other enclosed area, adequate ventilation must be available to maintain an ambient temperature of no more than 22°C, unless we agree otherwise.

 

Electrical Supply

 

f) The mains power socket must be no more than:

 

15 metres from the unit when using a 13-amp cable; or

18 metres from the unit when using a 16-amp cable.

 

Failure to observe this requirement may result in damage to the refrigeration equipment. Where damage results from an unsuitable electrical supply, excessive cable length or failure to follow our instructions, the cost of repair may be charged to the Hirer.

 

Storage and Temperature

 

g) The Hirer must ensure there is adequate ventilation and airflow around the contents of the trailer so that the required temperature can be maintained evenly.

 

Any food or other products placed inside the trailer must be suitable for refrigerated storage and free from contamination.

 

It is the Hirer’s responsibility to ensure that all required food safety, storage and temperature criteria are observed throughout the hire period.

 

5. Rental Period and Hirer Responsibilities

 

a) The period of hire will commence on the date and time shown on the Rental Agreement and end on the date and time shown on the Rental Agreement.

 

b) The hire period may not be extended without our prior agreement. Unauthorised extensions may result in additional hire charges.

 

c) During the hire period, you must:

 

i) Take all reasonable steps to ensure that the trailer is secure from theft, loss or damage.

 

ii) Be responsible, to the extent permitted by law, for fines, penalties and liabilities arising from your hire or use of the trailer or any failure to comply with applicable transport, traffic or other laws and regulations.

 

iii) Accept responsibility for loss of or damage to the trailer, including accessories and additional equipment supplied, while it is on hire to you, except to the extent that the loss or damage results from our negligence or another matter for which liability cannot lawfully be excluded.

 

iv) Accept that trailers may be immobilised using a wheel clamp and hitch lock when delivered to site by COTSWOLD FRIDGE HIRE LTD.

 

Unauthorised removal or interference with security equipment that results in loss or damage may result in the associated costs being charged to you.

 

v) Accept responsibility for all goods, food, produce and other contents placed in or on the trailer. Subject to applicable law, COTSWOLD FRIDGE HIRE LTD accepts no responsibility for loss of or damage to those contents where such loss or damage is not caused by our negligence or breach of contract.

 

vi) Use the trailer responsibly and in accordance with these Terms & Conditions and any instructions we provide.

 

vii) Not sell, assign, mortgage, lend, sub-hire or otherwise dispose of or part with possession of the trailer or any part of it.

 

viii) Not remove, cover, alter or interfere with identification marks, branding, livery or plates affixed to the trailer.

 

ix) Take all reasonable and necessary steps, at your own expense where appropriate, to retain possession and control of the trailer and to notify us immediately if possession or control is lost.

 

The Hirer Must Not

 

Under no circumstances may the Hirer:

 

i) Alter or modify the trailer, refrigeration unit or associated equipment without our written permission.

 

ii) Remove the refrigeration unit or associated equipment.

 

iii) Unreasonably deny COTSWOLD FRIDGE HIRE LTD access to the trailer where access is required for inspection, maintenance, recovery or another legitimate purpose connected with the hire.

 

iv) Sub-let, re-hire or sell the trailer or its associated equipment.

 

The Hirer Must

 

The Hirer must:

 

i) Maintain the refrigerated trailer and associated equipment in the condition in which it was delivered, allowing for reasonable fair wear and tear.

 

ii) Maintain appropriate cleaning procedures and comply with applicable food hygiene and environmental health requirements.

 

6. Return of the Trailer

 

a) Unless otherwise agreed, collection of the trailer will be made by us on or as close as reasonably possible to the date and collection slot shown on the Rental Agreement.

 

The trailer must be empty, clean, accessible and available for collection in accordance with these Terms & Conditions.

 

b) You or your authorised representative should be available to inspect and agree the condition of the trailer with us at delivery and collection where requested.

 

You remain responsible for the trailer and associated costs until it has been collected and accepted by us.

 

c) Once on site, an allowance of 30 minutes is provided for collection.

 

If collection exceeds the initial 30 minutes because the trailer is not ready, accessible or available for collection, additional waiting time may be charged at £45 per half hour or part thereof until we are able to collect the trailer.

 

d) The trailer must be returned in a reasonably clean condition internally.

 

All food, goods, contents and packaging must be removed before our arrival. Where necessary, the trailer should be appropriately cleaned and washed.

 

Trailers returned in an unsatisfactory state of cleanliness may incur a minimum cleaning charge of £60.

 

COTSWOLD FRIDGE HIRE LTD drivers are not responsible for removing goods left inside the trailer or clearing obstructions preventing access to the trailer.

 

e) Unless otherwise agreed or required by law, no refund or discount will be provided where the trailer is returned or made available for collection before the agreed end of the hire period.

 

7. Towing

 

Where we have provided written permission for the trailer to be towed by you or your appointed agent, you must:

 

i) Obtain and maintain all necessary documentation, licences and permissions required to tow the trailer legally.

 

ii) Ensure that the towing vehicle is suitable and legally permitted to tow the trailer being hired.

 

iii) Establish whether a tachograph is required and comply with any applicable tachograph legislation.

 

iv) Ensure that the trailer is securely attached to the towing vehicle or secured using the security devices supplied whenever appropriate.

 

v) Arrange adequate breakdown and recovery cover, including repatriation of the trailer where required.

 

vi) Not take or allow the trailer to be taken outside mainland England, Scotland or Wales without our prior written authority. Where authority is given, additional terms or requirements may apply.

 

8. Default

 

Any reasonable expense incurred by us in repossessing or recovering the trailer as a result of your default or failure to make the trailer available in accordance with these Terms & Conditions may be recoverable from you, subject to applicable law.

 

9. Ownership

 

a) The trailer and all equipment supplied with it remain at all times the property of COTSWOLD FRIDGE HIRE LTD, or the relevant owner where equipment is supplied to us by a third party.

 

You acquire no ownership rights in the trailer by virtue of the hire.

 

b) You must not do, permit or cause anything that may prejudice our ownership rights or other legal interests in the trailer.

 

10. Our Liability to You

 

a) We take reasonable care to ensure information on our Website is accurate. However, Website information is provided for general guidance and should not be relied upon as a substitute for the specific information contained in your quotation, Booking Summary or Rental Agreement.

 

b) Nothing in these Terms & Conditions excludes or restricts liability where it would be unlawful to do so, including liability for:

 

i) Death or personal injury caused by our negligence.

 

ii) Liability for defective products where applicable under the Consumer Protection Act 1987.

 

iii) Fraud or fraudulent misrepresentation.

 

iv) Any other liability that cannot lawfully be excluded or restricted.

 

c) We are not responsible for defects or damage arising from fair wear and tear, wilful damage, negligence by the Hirer, abnormal working conditions, failure to follow our or the manufacturer's instructions, misuse, or alteration or repair of the trailer without our prior approval.

 

d) To the extent permitted by law, we will not be liable for loss of profits, prize funds, entry fees, business opportunities, anticipated savings, data or indirect or consequential losses arising from the hire services.

 

e) Nothing in these Terms & Conditions affects your statutory rights as a consumer.

 

If you are unsure about your statutory rights, you may wish to obtain independent advice from an appropriately qualified adviser.

 

If you have a complaint about our hire services, please contact us on 01789 224884 or using the contact details provided on www.cotswoldfridgehire.co.uk.

 

11. Indemnity

 

To the extent permitted by law, you agree to be responsible for reasonable claims, liabilities, damages, losses, costs and expenses suffered or incurred by us as a direct result of your breach of these Terms & Conditions, negligence, misuse of the trailer or failure to comply with your obligations under the hire contract.

 

12. Data Protection

 

a) We will process personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

We take reasonable technical and organisational measures to protect information provided to us against unauthorised access, loss, misuse or disclosure.

 

b) We use the personal information you provide for purposes connected with your enquiry, booking, hire, payment, delivery, collection and customer service, together with any other purposes described in our Privacy Policy or otherwise permitted by law.

 

c) Please read our Privacy Policy, available on www.cotswoldfridgehire.co.uk, for further information about how we collect, use, store and protect personal information and your rights under data protection law.

 

13. Assignment

 

We may assign or otherwise delegate all or any of our rights or obligations under these Terms & Conditions where legally permitted and, where required, upon notification to you.

 

14. Waiver

 

Any failure or delay by us in exercising a right under these Terms & Conditions, or in enforcing compliance with any provision, will not constitute a waiver of that right or prevent us from exercising it at a later date.

 

15. Severability

 

If any provision of these Terms & Conditions is found by a court or competent authority to be invalid, unlawful or unenforceable, that provision will be treated as modified to the minimum extent necessary or, where necessary, removed.

 

The remaining provisions will continue in full force and effect.

 

16. Third-Party Rights

 

Unless expressly stated otherwise, no provision of these Terms & Conditions is intended to be enforceable by a third party.

 

The operation of the Contracts (Rights of Third Parties) Act 1999 is excluded to the extent permitted by law.

 

17. Governing Law and Jurisdiction

 

These Terms & Conditions and any dispute or claim arising out of or in connection with them, their subject matter or formation are governed by the laws of England and Wales.

 

Subject to any mandatory consumer rights regarding jurisdiction, the courts of England and Wales will have jurisdiction in relation to disputes arising from these Terms & Conditions.

 

Contact Details

 

COTSWOLD FRIDGE HIRE LTD

Company number: 16120399

Website: www.cotswoldfridgehire.co.uk

Telephone: 01789 224884

 

These Rental Terms & Conditions should be read together with your quotation, Booking Summary, Rental Agreement and our Privacy Policy.

 

Last Updated: August 2026