Terms & Conditions
Terms & Conditions
These terms govern all hire agreements between 4 Counties Hire Ltd and the Hirer. Please read carefully before placing any order or taking possession of equipment.
- Last updated: March 2026
- England & Wales
- 14 Clauses
1
Definitions
2
The Hire Contract
3
Hire Period & Charges
4
Payment Terms
5
Delivery & Collection
6
Equipment Use & Care
7
Breakdown & Repairs
8
Insurance
9
Loss, Damage & Theft
10
Cancellations & Off-Hire
11
Liability
12
Termination
13
Data Protection
14
Governing Law
Questions? Our team is happy to help.
About These Terms
These Terms and Conditions apply to all equipment hire transactions between 4 Counties Hire Ltd (Company No. [XXXXXXXX], registered in England and Wales) and any individual, firm, or organisation hiring equipment ("the Hirer"). By accepting delivery of or collecting any equipment, you agree to be bound by these terms. These conditions should be read alongside the CPA Model Conditions for the Hiring of Plant where applicable.
01
Definitions
In these Terms and Conditions the following words have the meanings set out below:
- "The Owner" / "The Company" — 4 Counties Hire Ltd, its employees, agents, and successors.
- "The Hirer" the company, firm, person, or public authority taking the Owner's equipment on hire, including their successors and personal representatives.
- "Equipment" / "Plant" — all plant, machinery, vehicles, tools, accessories, and ancillary items which the Owner agrees to hire, including anything supplied to effect the hire.
- "Hire Period" — commences when equipment leaves the Owner's depot (or is collected) and continues until formally off-hired and returned or collected by the Owner.
- "Hire Contract" — the agreement formed between the Owner and Hirer, incorporating these Terms and any written quotation or booking confirmation.
- "Off-Hire" — formal notification by the Hirer to the Owner that equipment is ready for collection, confirmed by an off-hire reference number.
02
The Hire Contract
A Hire Contract is formed when the Owner accepts the Hirer’s booking in writing (including email or WhatsApp) or upon delivery/collection of the equipment — whichever occurs first.
These Terms apply to every Hire Contract and shall not be overridden by any terms of the Hirer unless expressly agreed in writing by a director of 4 Counties Hire Ltd. All quotations are valid for 14 days from the date of issue.
Consumer customers: If you are hiring as an individual outside the course of a business, additional rights may apply under the Consumer Rights Act 2015. Please contact us if you have any questions.
03
Hire Period & Charges
We collect personal data through the following channels:
- Direct interactions — When you make a hire booking, submit a contact or enquiry form, call us, send an email, or message us via WhatsApp
- Our website — Through cookies and analytics tools when you browse 4countieshire.co.uk
- Third parties — Credit reference agencies (for credit account applications), our parent company Conagri, or referrals from existing customers
- Publicly available sources — Companies House, LinkedIn, or other professional directories where relevant to a business enquiry
Hire Period
The Hire Period commences from the moment equipment leaves the Owner’s depot and runs continuously — including evenings, nights, weekends, and bank holidays — until formally off-hired and returned or collected.
Minimum Hire & Rates
A minimum charge of one full day’s hire rate applies to all equipment. Rates are quoted exclusive of VAT. The Owner reserves the right to amend rates with reasonable notice for ongoing hires of four weeks or more.
| Hire Basis | Standard Period | Notes |
|---|---|---|
| Daily | Up to 8 hours / 1 calendar day | Minimum charge applies |
| Weekly | 5 working days (40 hrs) | Weekend use charged extra |
| Monthly | 4 calendar weeks | Subject to monthly rate |
| Long-Term | 3 months+ | See Long-Term Rental page |
Holiday Periods
Hire charges continue during public holidays unless the Owner has confirmed a written holiday standstill for the relevant equipment.
04
Payment Terms
Unless a credit account has been approved, all hire charges are payable in full prior to delivery or collection. For account customers, invoices are payable within 30 days of the invoice date.
Late Payment
Interest will be charged on overdue amounts at 8% per annum above the Bank of England base rate under the Late Payment of Commercial Debts (Interest) Act 1998, together with reasonable debt recovery costs.
Security Deposit
A refundable security deposit may be required for certain equipment. This will be confirmed at booking and returned within 5 working days of undamaged return and settlement of all charges.
Equipment will not be released until full payment or a valid credit account is confirmed. Failure to pay on time may result in immediate collection and suspension of hire account facilities.
05
Delivery & Collection
Delivery and collection are quoted separately and are not included in hire rates unless expressly stated. Transport costs are calculated from the Owner’s depot in Okehampton, Devon.
- The Hirer must ensure clear, safe, and unrestricted site access. Abortive delivery costs caused by inadequate access will be borne by the Hirer.
- Delivery times are estimates only. The Owner accepts no liability for delays beyond its control.
- The Hirer (or authorised representative) must be present at delivery to sign the delivery note. Signing constitutes acceptance of the equipment's stated condition.
- Any damage not visible at delivery must be reported to the Owner in writing within
- The Hirer is responsible for all ground preparation, hardstanding, and site access requirements prior to delivery.
The Owner cannot be held responsible for damage to underground services (drains, pipes, cables) during delivery or equipment operation. The Hirer is responsible for identifying and marking all such services beforehand.
06
Equipment Use & Care
The Hirer accepts full responsibility for the safe keeping, proper use, and day-to-day maintenance of all hired equipment throughout the Hire Period.
- Equipment must only be used for its designed purpose, within the manufacturer's rated capacity, and per all operating and safety instructions.
- Only competent, suitably qualified, and (where required) licensed operators may use the equipment.
- The Hirer must comply with all relevant health and safety legislation including HSWA 1974, PUWER 1998, and LOLER 1998 where applicable.
- All fluid levels (fuel, oil, water, hydraulics) must be checked and maintained daily. Consumables are at the Hirer's expense.
- All fluid levels (fuel, oil, water, hydraulics) must be checked and maintained daily. Consumables are at the Hirer's expense.
- Ownership plates, serial numbers, and identifying marks must not be removed, defaced, or obscured.
- Equipment must be stored securely when not in use and protected against theft, vandalism, and adverse weather.
| Data Type | Retention Period | Reason |
|---|---|---|
| Hire booking records & invoices | 7 years after hire end | HMRC / legal obligation |
| Customer account data | 6 years after account closure | Limitation Act 1980 |
| Credit check records | 3 years from application | Legitimate interests |
| Marketing data (with consent) | Until consent withdrawn or 3 years inactivity | Consent |
| Website analytics / cookies | Up to 26 months | Legitimate interests |
| Correspondence & communications | 3 years from last contact | Legitimate interests |
| CCTV footage (depot) | 30 days, then overwritten | Security / legitimate interests |
At the end of the applicable retention period, data is securely deleted or anonymised. You may request early deletion subject to our legal obligations — see Section 7 for your rights.
Fuel Policy
All diesel-powered equipment must use white diesel (DERV) only per legislation effective April 2022. Red diesel is not permitted. Equipment returned with red diesel incurs a disposal and refuelling charge. Equipment is supplied full and must be returned full; shortfalls are charged at the Owner’s standard fuel rate.
07
Breakdown & Repairs
In the event of a breakdown, the Hirer must notify the Owner immediately by telephone and must not attempt any repair without prior written consent.
- Breakdowns due to fair wear and tear or inherent faults will be repaired at no charge; hire charges will be suspended for the period the equipment is genuinely out of use.
- Breakdowns caused by misuse, negligence, overloading, or failure to maintain fluids will be repaired at the Hirer's full expense (labour, parts, transport).
- Out-of-hours assistance is subject to engineer availability and an out-of-hours call-out charge applies.
- Travel time is charged from the Owner's depot to the breakdown location and return.
- Puncture repairs are always the Hirer's responsibility.
Always call first — 01837 352099. Unauthorised repairs may void your right to a free repair and could result in further damage charges.
08
Insurance
Unless the Owner’s optional Damage Waiver has been purchased, the Hirer is responsible for insuring all hired equipment for the full replacement value against the following risks:
- Accidental damage, including during loading, transport, and unloading
- Theft and attempted theft
- Third-party liability arising from use of the equipment
- Fire, storm, flood, and other insurable perils
Evidence of insurance cover must be provided on request. Where insurance proceeds are insufficient to cover full replacement or repair cost, the Hirer remains liable for the shortfall. For details of our optional insurance products, please visit our Insurance Information page.
09
Loss, Damage & Theft
The Hirer is responsible for all loss, damage, or destruction of equipment during the Hire Period, regardless of cause (fair wear and tear excepted).
- Any damage must be reported to the Owner immediately and in any event within 24 hours of discovery.
- Theft must be reported to the Owner and police immediately, providing a crime reference number within 24 hours.
- Hire charges continue until the equipment is replaced, repaired, or the Hire Contract is formally terminated.
- Equipment returned dirty or contaminated will be cleaned at the Hirer's expense (minimum cleaning charge applies).
- Missing attachments, keys, or ancillary items will be charged at full replacement cost.
Where equipment cannot be recovered from the Hirer’s site, it may — at the Owner’s sole option — be deemed sold to the Hirer at full replacement cost. Title does not pass until all invoices are settled.
10
Cancellations & Off-Hire
Cancelling a Booking
| Notice Given | Cancellation Charge |
|---|---|
| More than 72 hours before hire start | No charge |
| 48–72 hours before hire start | 25% of first day's hire rate |
| 24–48 hours before hire start | 50% of first day's hire rate |
| Less than 24 hours / no-show | 100% of first day's hire rate |
Off-Hiring Equipment
To off-hire, the Hirer must contact the Owner’s hire desk by telephone during business hours. An off-hire reference number will be confirmed. Hire charges continue until an off-hire number has been issued. Notification to a driver does not constitute a valid off-hire. Equipment must be returned clean and in the same condition as delivered, with all attachments and items present.
11
Liability
The Owner’s total liability to the Hirer shall not exceed the total hire charges paid under the relevant Hire Contract. The Owner shall not be liable for:
- Any indirect, consequential, or special loss, including loss of profit, revenue, or contract
- Loss or damage caused by the Hirer's misuse, negligence, or failure to follow operating instructions
- Delay or failure caused by Force Majeure (extreme weather, industrial action, acts of God, third-party failure)
- Damage to underground services, structures, or third-party property from equipment operation
Nothing in these Terms excludes or limits the Owner’s liability for death or personal injury caused by its negligence, fraud, or any other liability that cannot be excluded by law.
12
Termination
The Owner may terminate the Hire Contract immediately and repossess equipment without notice if:
- The Hirer fails to pay any sum due within 7 days of the due date
- The Hirer becomes insolvent, enters administration, receivership, or liquidation
- The Hirer breaches any material term and fails to remedy within 7 days of written notice
- Equipment is being used for illegal purposes or in a manner likely to cause serious damage
Either party may terminate an open-ended hire by giving a minimum of 7 working days’ written notice, subject to any agreed minimum hire periods.
13
Data Protection
4 Counties Hire Ltd processes personal data in accordance with the UK GDPR and Data Protection Act 2018. Personal information collected in connection with hire transactions may be used to:
- Process and manage hire bookings and accounts
- Communicate regarding equipment, invoices, and service updates
- Carry out credit checks where applicable for account customers
- Comply with legal and regulatory obligations
- Send occasional marketing communications (opt-out available at any time)
We do not sell or share personal data for third-party marketing. For full details including your rights, please refer to our Privacy Policy.
14
Governing Law
These Terms and Conditions, and any Hire Contract formed pursuant to them, are governed by the laws of England and Wales. Any dispute shall be subject to the exclusive jurisdiction of the Courts of England and Wales.
If any provision is held invalid or unenforceable, the remaining provisions continue in full force. The Owner reserves the right to amend these Terms at any time; updated terms apply to all new Hire Contracts from the date of publication.
Registered Office: 4 Counties Hire Ltd, Okehampton Business Park, Okehampton, Devon EX20 1UT. Company No. [XXXXXXXX]. VAT No. [XXXXXXXXX].
Acceptance of These Terms
By accepting delivery of, collecting, or using any equipment supplied by 4 Counties Hire Ltd, you confirm you have read, understood, and agree to be bound by these Terms and Conditions. Got questions? Reach out to our team — we’re always happy to help.