Terms and conditions for a chauffeur and executive car business

A chauffeur business sells time and reliability. The terms have to fix what a booking includes, how waiting time is charged, what happens when a flight is delayed or a passenger does not appear, and how a corporate account is run, because slow-paying accounts determine whether the business is viable. I draft those terms for a fixed fee of £995, delivered in five working days.

Who this is for

Chauffeur, executive car and airport transfer businesses in England and Wales, licensed as private hire operators under Part II of the Local Government (Miscellaneous Provisions) Act 1976 or, in London, the Private Hire Vehicles (London) Act 1998, serving individual customers and corporate accounts, from a single vehicle to a small fleet.

What matters in a chauffeur business's terms

Bookings, cancellation and no-shows

Passenger transport services are outside the cancellation rules by regulation 27 of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, so your own cancellation terms do the work and must still be fair under the Consumer Rights Act 2015. The terms should set a notice period for free cancellation, a charge for cancellation inside it, and the full fare for a no-show, and should say how a booking is confirmed and amended. For airport pick-ups, the terms should define a no-show by reference to a waiting period after landing rather than the scheduled time.

Waiting time, delays and flight tracking

The terms should state the waiting time included at each pick-up, the charge for waiting beyond it, and that flight delays are accommodated where you track the flight, with waiting charged from the actual landing time plus the stated allowance. Delays caused by traffic, weather or road closures are outside your control, and the terms should say that you take reasonable care to arrive on time but do not guarantee it, with your liability limited to the fare.

Corporate accounts and payment

Corporate customers should have an account agreement within the terms: who may book on the account, monthly invoicing, payment terms, interest and fixed compensation on late payment under the Late Payment of Commercial Debts (Interest) Act 1998, and the right to suspend the account. The terms should say that the account holder is liable for every booking made in its name, including by staff who have since left.

Passengers, conduct and the vehicle

The terms should set the passenger and luggage capacity of each vehicle, require child seats to be requested in advance, and give the driver the right to refuse or end a journey where a passenger is abusive, unsafe or a risk to the vehicle. Damage or soiling of the vehicle is charged at cost, and the terms should say that smoking and alcohol are not permitted unless you choose otherwise.

Pricing, extras and data

Under the Digital Markets, Competition and Consumers Act 2024 a headline price shown to consumers must include all mandatory charges, so tolls, parking and airport fees should either be included in quoted fares or clearly stated as extras before booking. The terms should also cover the personal data you hold on passengers and journeys, which needs a privacy notice under the UK GDPR and the Data Protection Act 2018, and the use of any in-car camera.

What it costs

Customer or supplier terms and conditions, £995. One set of terms, customer-facing or supplier-facing, drafted for your business. Five working days.

Review of your existing terms, £495. You already have terms and want them checked and brought up to date. Returned marked up with my amendments and an explanation of the changes. Three working days.

Email me at geoffrey@caesar.co.uk with what you need and any documents, and I will confirm the scope and the fee in writing, usually the same working day.

What you get

• A full set of bespoke terms drafted for your business, reflecting the legal requirements that apply to your business and sector
• A note in plain English explaining the terms I have drafted for you
• Liability, payment, termination and IP provisions that protect your position and are drafted to withstand scrutiny from the other side
• Guidance on how to incorporate the terms properly
• Your questions and comments answered by email or phone
• One round of amendments to finalise the terms ready for use

What is not included

• Negotiating your terms with individual customers (I am happy to quote for this as an additional service if required)
• Sector-specific regulatory compliance beyond the contract terms themselves
• Website privacy notice and cookie compliance, which I quote separately
• Terms governed by the law of another country
• Tax advice

Questions I am often asked

A passenger's flight was cancelled and they never told me. Can I charge?

If the terms define a no-show for airport pick-ups and make the full fare payable where the passenger does not appear and did not cancel, the fare is chargeable. Tracking the flight and recording what you did on the day makes the charge defensible.

How do I stop corporate accounts paying in three months?

The terms should set the payment period, charge statutory interest and compensation on late payment, and give you the right to suspend the account until it is brought up to date. A right to suspend is worth more than a right to interest.

Am I responsible if a passenger misses a flight because of traffic?

The terms should say that you take reasonable care to arrive on time but do not guarantee arrival, and that your liability is limited to the fare. A passenger who books a pick-up leaving no margin has made their own choice, and the terms should say so.

Related guidance and services

• Terms and conditions drafting, £995, the service this page describes
• Contract review, £495
• Terms and conditions for a wedding car hire business
• Terms and conditions for a minibus and coach operator

This page is general guidance for businesses in England and Wales, not advice on your own circumstances. Last reviewed: September 2026. Email geoffrey@caesar.co.uk.