Terms & Conditions

Booking & Payment Terms

To ensure a smooth, transparent and hassle-free travel experience, customers are requested to carefully review the following booking and payment terms before confirming their reservation with UrbaniaVanRental.com.

• 1. Booking Confirmation
  • All bookings are subject to vehicle availability and confirmation by our team.
  • A reservation will be considered confirmed only after receiving the required advance payment and official confirmation from UrbaniaVanRental.com.
  • Customers are advised to provide accurate travel details, including pickup location, destination, travel dates, passenger count and special requirements.
• 2. Payment Schedule
  • 25% advance payment is required at the time of booking confirmation.
  • 50% payment must be completed at the time of vehicle departure or when passengers board the vehicle.
  • The remaining 25% balance payment must be settled upon completion of the journey.
  • Bookings will be considered active only after receiving the applicable advance payment.
• 3. Cancellation & Refund Policy
  • The 25% advance payment is non-refundable for cancellations made within 24 hours of booking confirmation.
  • All cancellation requests must be submitted through official communication channels, preferably by email or written confirmation.
  • Cancellation charges may vary depending on the cancellation date, travel schedule and season.
  • No refund will be provided for last-minute cancellations, no-shows or unused portions of a confirmed trip.
• 4. Travel Information Requirements
  • Pickup location
  • Intermediate stops or sightseeing locations
  • Final destination
  • Travel date and duration
  • Number of passengers
  • Special travel requirements
  • Providing correct information helps us arrange the best possible travel experience.
• 5. Driver Respect & Cooperation
  • Passengers are requested to maintain respectful and polite communication with our professional chauffeurs.
  • Customers should cooperate with drivers regarding safety instructions, travel schedules and vehicle guidelines.
• 6. One-Way & Drop-Off Charges
  • For one-way journeys, rental charges will be calculated based on the applicable distance, route, vehicle usage and operational requirements.
  • For one-way drop-off services, the total kilometres will be calculated from the vehicle garage (starting point) to the final drop-off location and return journey as applicable.
  • Kilometre calculation will be based on garage-to-garage distance, meaning the total vehicle running distance from departure from our garage until the vehicle returns to the garage after completing the service.
  • Additional charges may apply for extended waiting time, route changes, extra stops or additional kilometres beyond the agreed itinerary.
• 7. Direct Driver Booking Disclaimer
  • If a customer contacts or books directly with a driver without using the official UrbaniaVanRental.com booking process, the company will not be responsible for any disputes, payments, service issues or consequences arising from such arrangements.
  • All bookings and payments should be completed through our official communication channels for customer protection.
• 8. Pricing & Currency
  • All service rates are quoted in Indian Rupees (INR ₹).
  • Pricing may vary based on travel dates, destination, vehicle availability, seasonal demand, fuel costs, tolls, permits, parking charges and other operational expenses.
• 9. Additional Travel Expenses
  • Toll charges
  • Parking fees
  • Interstate permits
  • Interstate taxes
  • Entry fees
  • Additional kilometres
  • Additional waiting time
  • Any government-mandated charges
• 10. Personal Belongings
  • Passengers are responsible for their personal belongings during the journey.
  • Valuable items such as cash, jewellery, mobile phones, laptops, cameras and important documents should be kept safely.
  • UrbaniaVanRental.com and its drivers are not responsible for any loss, theft or damage to personal belongings.
• 11. Vehicle Damage Policy
  • Passengers are expected to maintain the cleanliness and condition of the vehicle.
  • Any damage caused to the vehicle due to passenger negligence, misuse or inappropriate activities will be charged according to the applicable repair cost.
  • Cleaning charges may apply for excessive dirt, stains, spills or damage caused inside the vehicle.
• 12. Unforeseen Circumstances
  • Natural disasters
  • Flight cancellations
  • Accidents
  • Vehicle breakdowns
  • Mechanical failures
  • Heavy traffic
  • Road closures
  • Extreme weather conditions
  • Health emergencies
  • Landslides
  • Political restrictions
  • Government regulations
  • Other unforeseen events
  • We will always make reasonable efforts to minimize inconvenience and provide alternative solutions whenever possible.
• 13. Customer Agreement
  • By confirming a booking with UrbaniaVanRental.com, customers acknowledge and agree to these Booking & Payment Terms.
  • Our goal is to provide every guest with a safe, comfortable, reliable and premium travel experience across Kerala and South India.

Driver & Service Terms

• Driver Duty Hours
  • The driver's standard duty hours are 8:00 AM to 8:00 PM.
  • After completing the day's sightseeing and returning to your hotel or accommodation, the vehicle will not be available for personal outings such as shopping, dining, or other local trips.
  • Adequate rest for the driver is essential to ensure safe driving throughout your journey.
  • Overtime service is available at ₹300 per hour, subject to the driver's availability. Overtime charges will not apply in genuine emergencies or for airport/railway arrival and departure transfers.
• Peak Season Pricing
  • Standard rates are not applicable during peak travel periods and public holidays, including Onam, Christmas, New Year, Diwali, Navratri/Pooja holidays, and other major festival seasons.
  • Special seasonal pricing may apply during these periods.
• Vehicle Cleaning Charges
  • In the event of vomiting inside the vehicle, an additional cleaning charge of ₹600–₹1,000 will apply, depending on the extent of cleaning required.
  • This amount must be paid directly by the passenger at the nearest authorized cleaning or service centre.
  • We kindly recommend carrying disposable sickness bags, especially for passengers prone to motion sickness.
• Air Conditioning Usage
  • The air conditioning system operates only while the vehicle is running.
  • Continuous use of the air conditioner when the vehicle is parked or idling is not permitted.
• Driver Facilities
  • For cab-only bookings, hotels and resorts are requested to provide complimentary parking and restroom facilities for the driver.
  • Any parking or accommodation charges imposed by the hotel for the driver shall be the responsibility of the customer if complimentary facilities are not available.
• Passenger Safety
  • Seat belts must be worn at all times during the journey.
  • Please open and close the vehicle doors gently to avoid damage.
  • Children should always be seated in the rear seats and must not travel in the front passenger seat.
• Vehicle Care
  • Please do not place your feet on the seats or on the backrests of the front seats.
  • Kindly help us maintain the cleanliness and condition of the vehicle throughout your trip.
• Food, Smoking & Alcohol
  • Smoking, vaping, alcohol consumption, and the use of prohibited substances are strictly prohibited inside the vehicle.
  • To maintain cleanliness and hygiene, consumption of food and beverages inside the vehicle should be kept to a minimum and only with the driver's approval.
• Off-Road Restrictions
  • Our vehicles are designed for standard road travel only and are not permitted for off-road driving or use on unsafe or unapproved routes.
• Beach & Waterfall Visits
  • After visiting beaches, waterfalls, rivers, or similar locations, passengers must ensure they are completely dry and free from sand, mud, or excess water before entering the vehicle.
  • This helps protect the vehicle's seats, flooring, and interior. Any damage or excessive cleaning required due to non-compliance may result in additional cleaning or repair charges.