Rental Terms

General Rental Requirements

1. Payment & Deposit: Payment in full must be made prior to vehicle collection, or a valid credit card in the primary renter’s name must be presented with sufficient pre-authorization funds to cover the estimated rental charges plus the required security deposit.
2. Identification & Documentation: The renter and all authorised drivers must provide:
   • Full legal name, residential, physical, and postal address.
   • Active mobile phone number, landline (if applicable), email address, and next-of-kin emergency contact details.
   • Valid driver’s license and valid original passport or national identity document.
   Cash & Bank Transfers: Where payment is made by bank transfer (EFT) or cash deposit, the vehicle will only be released once the funds have cleared and reflect unconditionally in the company bank account.

Driver’s License & Age Requirements

1. Legal Requirement: In compliance with the laws of the Republic of Namibia, every driver must have a valid, unendorsed driver's license in their physical possession at all times while operating the vehicle.
2. Minimum Driving Experience: Drivers must have held a valid, unendorsed driver’s license for a minimum of one (1) full year.
3. Additional Drivers: Additional drivers are only permitted if declared and approved on the rental agreement upon payment of the applicable additional driver fee, provided they meet all licensing requirements.
4. Young Driver Surcharge: Drivers between the ages of 21 and 23 are subject to a Young Driver Surcharge and must have held a valid driver’s license for a minimum of two (2) full years. Drivers under the age of 21 are not permitted to operate the vehicle.
5. Foreign Driver’s Licenses:
   
   • A foreign driver’s license must include an official photograph and signature.
   • If the foreign license is not in English, an official International Driving Permit (IDP) or an accredited English translation must accompany the national license.
   • An IDP is an authentication document only and is not valid without the corresponding original national driving license.

General Rental Conditions & Operational Rules

1. Definitions: “Renter” refers jointly and severally to any party to this agreement, including the primary hirer, authorized additional drivers, and authorized signatories. “Company” refers to Ndeutala Travel Tour and Safari (NTTS).
2. Authorized Representatives: Company representatives must be in official uniform bearing a company name badge.
3. Rates & Daily Billing: Daily rental rates are calculated on a 24-hour cycle from the time of collection until the vehicle and keys are returned. Partial 24-hour cycles will be billed as a full additional day.
4. Liability for Unauthorised Drivers: If the vehicle is operated by any person not approved in the rental agreement, the primary renter remains fully liable for all obligations, loss, and damage as if they were the driver, and all insurance/waiver coverages are rendered null and void.
5. Key Return & Billing Termination: A rental vehicle is only considered officially returned once the physical keys are handed over to an authorized company representative. Billing continues until this handover is executed.
6. Fuel Policy:
   • Vehicles are rented on a depot-to-depot fuel basis.
   • The vehicle must be returned with the same fuel level as received.
   • Each returned vehicle will be inspected and topped off at the depot. If refueling is required, the renter will be charged the actual cost of fuel plus an administrative refueling fee of N$ 40 (applicable when the fuel charge exceeds N$ 80).
7. Repairs, Servicing, and Towing: The renter may not authorize or carry out any maintenance, mechanical repairs, replacement of parts, or towing without prior written authorization from the company.

Vehicle Delivery & Check-Out

1. Delivery of the vehicle shall take place at the designated location and time specified in the rental agreement.
2. The company will make every effort to deliver vehicles punctually but accepts no liability for delays arising from circumstances beyond its reasonable control.
3. Vehicle Condition Report: The vehicle is delivered in clean, sound mechanical order and condition. The renter must inspect the vehicle jointly with the company representative at collection; all pre-existing damages, scratches, or missing equipment must be recorded on the Vehicle Condition Check Sheet and signed by both parties. Any unrecorded damage upon return will be deemed the renter's responsibility.

Termination & Vehicle Return

1. The vehicle must be returned on the agreed date, time, and location specified in the agreement, parked securely, locked, and the keys handed directly to an authorized company representative.
2. Failure to Return: Failure to return the vehicle at the agreed time or obtain an authorized extension constitutes unauthorized possession; the company reserves the right to immediately report the vehicle as stolen to law enforcement authorities and repossess it without notice.
3. After-Hours Drop-Off: If returning outside operating hours by prior arrangement, keys must be deposited into the designated secure key drop box, and the branch manager notified. The vehicle remains at the renter’s sole risk for damage or loss until formal inspection by company staff during the next business hours.

Rental Extensions

1. Any request to extend the rental beyond the original agreed date and time must be submitted in writing and approved by the company at least 24 hours prior to expiration, accompanied by immediate payment.
2. Failure to secure formal extension approval voids all waivers and subjects the renter to full vehicle liability and standard daily brochure rates.

Cross-Border Travel

1. Permitted Countries: Vehicles are strictly permitted into Namibia, Botswana, Zimbabwe, Zambia, Lesotho, Eswatini, and Mozambique, subject to prior written approval from the company.
2. Documentation & Fees: An official Cross-Border Authorization Letter must be issued by the company prior to departure. An administrative cross-border fee applies per border letter.
3. Border Discretion: The company is not liable should immigration or customs officials deny entry to the vehicle or renter. All foreign toll fees, import levies, road funds, or border taxes are for the renter's account.

Waivers & Excess Liability

1. Waiver Options: Acceptance of Standard or Super Collision/Theft Waivers limits the renter’s liability to the agreed excess (deductible) amount in the event of accidental loss or damage, provided no exclusion conditions have been breached.
2. Double Excess Liability: The renter will be liable for two times (2x) the agreed excess amount under any of the following circumstances:
   • Theft occurring while the vehicle is parked on an unmonitored or public street.
   • The vehicle is damaged beyond economical repair (write-off).
   • Damage occurs on unproclaimed roads, non-gazetted tracks, or road conditions unsuitable for the vehicle class.
   • Accidents occurring over weekend rental periods.
   • Single-vehicle accidents where damage exceeds N$ 40,000.
3. Declined Waivers: If all optional waivers are declined, the renter assumes 100% financial liability for all loss, damage, or the total replacement value of the vehicle, regardless of fault.
4. Undercarriage & Glass: Standard waivers exclude damage to the vehicle’s undercarriage, tyres, rims, and glass unless specific additional tyre and windscreen cover has been purchased.

Factors that Negate Waivers (Full Liability)

Waivers will be completely invalidated, making the renter liable for the full replacement cost of the vehicle and any third-party claims, if:

1. Gross negligence, reckless driving, or any illegal action/omission results in loss or damage.
2. The driver operates the vehicle under the influence of alcohol, drugs, or narcotics.
3. The vehicle is operated by an unauthorized driver.
4. The vehicle is taken across national borders without valid written company authorization.
5. Traffic laws, speed limits, or road regulations are breached.
6. The renter fails to report an accident to the company and the Namibian Police within 24 hours (or theft within 6 hours).
7. In the event of theft, the renter fails to return the original vehicle keys to the company.
8. The vehicle is operated off-road, submerged in water, or driven through sand dunes, salt pans, or unsuitable terrain.
9. Personal belongings left in the vehicle are damaged or stolen (personal items are never covered under vehicle waivers).

Incident Management & Claims Procedure

1. Police Reporting: In the event of an accident, a formal report must be lodged at the nearest Police Station within 24 hours. In the event of theft, the report must be lodged within 6 hours. An official Police Case/CR Number must be obtained and forwarded to the company immediately.
2. Claim Forms: A comprehensive company Claim Form must be completed within 24 hours of the incident.
3. Towing: If the vehicle is disabled, the renter must contact the company emergency call line. Only company-authorized towing services may be utilized.
4. Assessments: Independent assessors may be appointed by the renter within 72 hours of an incident; otherwise, the company assessor’s evaluation is binding.
5. Replacement Vehicle: The provision of a replacement vehicle following an incident is entirely at the discretion of the company.

Third-Party Claims

1. In the event of a collision involving a third party, the renter remains liable for the applicable excess amount until full recovery has been successfully completed from the third party's insurer.
2. The excess will be refunded to the renter pro-rata once full settlement has been received by the company.
3. Towing charges, storage, assessment fees, and claim handling fees are strictly non-refundable regardless of third-party recovery.
4. Where Super Waivers apply and no breaches have occurred, company third-party property damage coverage is capped at a maximum of N$ 45,000. The renter remains liable for any claims exceeding this limit or for consequential damages.

Additional Equipment & Incidental Charges

1. Optional Extras: Child safety seats, GPS units, camping equipment, and roof tents are subject to availability and separate rental fees.
2. Accessories Liability: The renter is responsible for the secure fitting and safe use of all rented accessories and is liable for any loss or damage thereto.
3. Fines & Infringements: Traffic violations, speeding fines, and toll fees are the sole responsibility of the renter. An administrative handling fee will be levied for each traffic fine forwarded.
4. Valet Cleaning: Vehicles returned excessively soiled or stained will be subject to a professional valet cleaning charge.

Limitation of Liability & Indemnity

1. The company, its directors, employees, and agents shall not be liable for any direct, indirect, consequential, or special damages, lost profits, or travel disruptions arising from any mechanical failure, defect, or breakdown of the vehicle.
2. The company assumes no responsibility for loss of or damage to any luggage, personal belongings, or cargo transported or left in the vehicle.

Legal & General Provisions

1. Domicilium: Legal notices to the renter shall be served at the address declared on the rental agreement. Legal notices to the company must be served at: Ndeutala Travel Tour and Safari, ERF 1427 Hydra Street, Dorado Park, Windhoek, Republic of Namibia.
2. Governing Law & Jurisdiction: This agreement is governed by the laws of the Republic of Namibia. Both parties consent to the jurisdiction of the Magistrate’s Court having authority, without limiting the company’s right to institute proceedings in any other court of competent jurisdiction.
3. Entire Agreement: This document constitutes the entire agreement between the parties. No amendment, modification, or waiver of any clause shall be valid unless executed in writing and signed by both parties.

Payment Methods & Banking Details

1. Deposit Policy: A non-refundable, non-transferable 20% deposit is required within 48 hours to confirm any booking.
2. Payment Channels:
   • International Clients: Accepted via secure online credit card payment link or credit card terminal (Visa & MasterCard).
   • Namibian & SADC Clients: Electronic Funds Transfer (EFT), direct bank deposit, or credit/debit card.

Official Bank Account Details:

(Proof of payment quoting the unique booking reference number must be emailed immediately upon payment).

Consolidated Cancellation & Modification Policy

All cancellations and booking amendments must be submitted in writing.

1. Cancellation Fees (Prior to Vehicle Collection):
   • 35 days or more prior to arrival: 0% cancellation fee (the non-refundable 20% booking deposit is retained).
   • 30 to 15 days prior to arrival: 30% of the total rental value is forfeited.
   • 14 to 7 days prior to arrival: 75% of the total rental value is forfeited.
   • 6 to 0 days prior to arrival / No-Show: 100% of the total rental value is forfeited.
2. Grace Period: A 24-hour cooling-off release window without additional cancellation fees applies to bookings made within 7 days of the arrival date.
3. Itinerary Modifications: Any reduction in rental duration or downgrade in vehicle category will be treated as a partial cancellation and evaluated against the cancellation schedule above.