Booking & Rental Conditions

1. STATUS OF THESE CONDITIONS

This page summarises the principal conditions applying to a vehicle Booking and rental with Imperial Premium Rent a Car LLC (the “Company”). It is provided to help customers understand the booking and rental process. It does not replace the executed rental Agreement.

The complete contractual terms are contained in the Rental Terms and Conditions, the Booking Confirmation, Face Page, Vehicle Check Report, applicable Schedule of Charges and any Special Terms accepted for the rental. If this summary is inconsistent with any of those documents, the order of precedence in clause 2.4 of the Rental Terms and Conditions applies.

2. QUOTATIONS AND BOOKING CONFIRMATION

A quotation or booking request does not reserve a Vehicle and does not oblige the Company to accept a Booking. Availability, rates and eligibility remain subject to verification until the Company issues a written Booking Confirmation through an authorised Company channel.

Unless the Company agrees otherwise in writing, the full Rental Charges and every other amount stated as payable to secure the Booking must be received in cleared funds before confirmation. A payment link ordinarily expires 24 hours after issue unless another expiry is stated. Payment, submission of documents or an automated acknowledgement does not by itself confirm a Booking.

The Booking Confirmation identifies the confirmed Vehicle or Vehicle Category, dates and times, rate, VAT, Mileage Allowance, selected services or protection products, Security Deposit and any booking-specific conditions known at confirmation.

3. DOCUMENTS, DRIVER ELIGIBILITY AND HANDOVER

The Renter and every intended Authorised Driver must provide current, complete, accurate, genuine and verifiable Required Documents and must present the required originals at Handover. Depending on the person’s status and the rental, these may include a passport, Emirates ID, driving licence, International Driving Permit, visa or evidence of residence status, corporate authority documents and other information required by Applicable Law, the insurer or the RTA Rental Registration System.

Every proposed driver is assessed separately for the particular Vehicle Category. A person becomes an Authorised Driver only after approval by the Company, inclusion on the Face Page or other written confirmation, and registration where required. A spouse, relative, employee, guest, Cardholder or person who has previously driven the Vehicle is not automatically authorised.

The Company is not required to complete Handover unless identity, eligibility, payment, Card Authorisation, Security Deposit, insurance and all other Handover requirements have been successfully verified. A preliminary document review does not guarantee Handover.

4. CHANGES, CANCELLATION AND NO-SHOW

A requested change does not amend a Confirmed Booking unless the Company confirms it in writing. A change may affect availability, Rental Charges, Mileage Allowance, Security Deposit, Insurance Excess, eligibility requirements and Special Terms.

Unless different Blackout Date or special conditions were disclosed before confirmation, cancellation amounts are:

(a) cancellation received at least 72 hours before scheduled Handover: the booking payment is refundable in full;

(b) cancellation received less than 72 hours but at least 24 hours before scheduled Handover: the Company may retain one base daily rental rate, including VAT where applicable, and the balance is refundable; and

(c) cancellation received less than 24 hours before scheduled Handover: the booking payment is non-refundable.

A No-Show ordinarily occurs 60 minutes after scheduled Handover if no person entitled to take Handover attends and no valid Cancellation or written agreement for later Handover exists. The booking payment is non-refundable following a No-Show, subject to the replacement-rental credit and mandatory law described in clauses 3.8 and 3.9 of the Rental Terms and Conditions. A Failed Handover attributable to the Renter, an intended Authorised Driver or the Cardholder has the same financial consequences as a No-Show.

The Security Deposit is separate from the booking payment and is not retained merely because of a Cancellation, No-Show or Failed Handover.

5. PAYMENT, CARD AUTHORISATION AND SECURITY DEPOSIT

The Renter must provide the Security Deposit before Handover in the amount and by the method stated in the Booking Confirmation and Face Page. It is security for the Renter’s obligations, not a prepayment or limit of liability. A Pre-authorisation is a temporary reservation of funds and is not a completed payment unless charged.

After Handover, the Company holds the Security Deposit for thirty (30) calendar days after Return, subject to lawful application, any earlier release required under the Rental Terms and Conditions and Applicable Law. At the end of that period the Company initiates refund of the unapplied balance or submits the instruction releasing the unused Pre-authorisation. Bank, card-network or payment-provider processing time is additional and outside the Company’s control.

Refunds are made to the original payer and original payment method, subject to the verification and payment-provider rules stated in the Rental Terms and Conditions.

6. VEHICLE CHECK, CARE AND PERMITTED USE

The Vehicle Check Report records the Vehicle’s condition, existing damage, odometer, fuel or charge level, equipment and other relevant details at Handover and Return. The Renter must inspect the Vehicle at Handover and promptly identify any material omission or discrepancy.

The Vehicle may be driven only by an Authorised Driver and must be used carefully, lawfully and only for permitted purposes. The detailed Prohibited Uses are stated in clause 5.3 of the Rental Terms and Conditions.

The Vehicle must remain within the UAE at all times. Removal or attempted, arranged or facilitated removal from the UAE is absolutely prohibited. The Company and its staff are not permitted to authorise it. Routes to Hatta, the east coast or enclave and border areas must remain entirely within the UAE and must not enter or transit Oman, including the Madha enclave.

7. TRACKING, SECURITY AND VEHICLE DATA

The Vehicle may contain manufacturer, telematics, GPS, tracking, immobilisation, diagnostic and security systems. Vehicle Data may include location, movement, route, speed, mileage, warnings, faults, condition, access and security status.

The Company may process Vehicle Data for rental administration, safety, security, fraud prevention, Vehicle recovery, maintenance, claims, compliance with Applicable Law and responses to lawful requests from the police, RTA and other Competent Authorities. Personal Data is processed as described in the Privacy Policy.

8. ACCIDENTS, DAMAGE, THEFT AND POLICE REPORTS

Following any Accident, theft, attempted theft, Damage, fire, flooding, Impoundment, security event or other Reportable Event, the Renter and every Authorised Driver must first protect life and safety, comply with lawful authority directions, notify the police or other Competent Authority where required, obtain the required Police Report, preserve evidence and notify the Company immediately through an authorised channel.

The Renter must not admit liability, settle a claim or arrange repair without authority except where reasonably necessary to protect a person from immediate harm or comply with Applicable Law.

Responsibility for Damage, Insurance Excess, CDW, age-related liability, excluded conduct, Total Loss, Downtime Charges, theft, third-party claims and insurance recoveries is determined under section 6 of the Rental Terms and Conditions and the applicable Schedule of Charges or Special Terms. CDW is a contractual reduction of qualifying Insurance Excess; it is not an insurance policy and does not cover every loss.

9. FINES, TOLLS, PARKING AND IMPOUNDMENT

The Renter is responsible for Fines, Toll Charges, Parking Charges and the applicable Administrative Fees arising from acts, omissions or use for which the Renter is responsible under the Agreement, including amounts notified after Return.

If the Vehicle is impounded, seized or detained for a reason for which the Renter is responsible, Impoundment does not constitute Return. Rental Charges or the applicable rental-equivalent amount continue without a contractual maximum until the Vehicle is actually and lawfully released and made available for collection, subject to the detailed calculation and no-double-recovery rules in clauses 6.16 and 7.3.

10. RETURN, GRACE PERIOD AND OVERDUE VEHICLE

The Vehicle must be Returned at the agreed location and by the agreed method, together with its physical Vehicle Access Credentials, documents, accessories and equipment. Leaving it with a hotel, concierge, valet, parking operator or another unauthorised person is not Return unless it complies with arrangements agreed by the Company in advance or is subsequently accepted in writing.

The ordinary Grace Period is two hours after the scheduled Return time unless another period is stated on the Face Page or in the Schedule of Charges. If Return occurs within the Grace Period, no additional Rental Day is charged solely for that lateness. If Return has not occurred when the Grace Period ends, even one further minute gives rise to a full additional Rental Day.

The first additional Rental Day is charged at the contractual rental rate, including the agreed discount and billing basis. From the second additional Rental Day, the rate is calculated under clause 7.3 and the applicable Schedule of Charges, using the lower of the relevant duration-band daily equivalent and the Renter’s agreed daily equivalent. A request, payment or notice of delay is not an Extension; an Extension exists only when confirmed by the Company in writing.

11. FUEL, CHARGING, CLEANLINESS AND BELONGINGS

Unless another arrangement was agreed before Handover, the Vehicle must be Returned with at least the fuel or battery-charge level recorded at Handover. No refund or credit is due for fuel or charge above the required return level.

Missing fuel is calculated using the litres reasonably required to restore the Handover level and the official UAE retail price for the required grade in force on the date of Return, plus any refuelling service charge stated in the Schedule of Charges. Recharging is calculated using the agreed rate or method; if none was agreed, only the reasonable evidenced electricity cost may be recovered, plus a service charge only if it was separately disclosed and accepted.

The Vehicle must be returned in the condition required by the Agreement. Cleaning, smoking remediation, missing keys, documents, number plates and other return-related amounts are governed by the Rental Terms and Conditions and Schedule of Charges. The Renter should check the passenger compartment, luggage compartment and storage areas before Return. Found property is handled under clause 5.2 and Applicable Law.

12. AUTHORISED COMMUNICATIONS

Operational notices, cancellations and requests must be sent through a contact detail or system authorised by the Company. Messages sent only to an intermediary, delivery driver, courier or an employee’s personal account do not constitute notice to the Company unless received or expressly confirmed through an authorised Company channel.

Communications may be given in English or Arabic. The rules governing delivery, receipt, urgent notices and contact details are stated in section 9 of the Rental Terms and Conditions.

13. RELATED DOCUMENTS

Please read these conditions with the Rental Terms and Conditions, Privacy Policy, Cookie Policy and Website Terms of Use. The complete terms applicable to an individual rental are the versions provided or made available before acceptance of that Booking or Agreement.