General Terms and Conditions of Sale
These general terms and conditions of sale are concluded between the company Service VTC Reims, registered at the Reims Trade and Companies Registry under number 901 315 572 (“SERVICE VTC REIMS”) and any person, acting professionally or not, (hereinafter the “Client”) wishing to book a chauffeur-driven car service or VTC (hereinafter the “Service”) for their own account or on behalf of individuals who have duly authorized them for this purpose (the “Passenger(s)”).
By booking a Service with SERVICE VTC REIMS, the Client and the Passengers fully and unreservedly agree to the general terms and conditions of sale of SERVICE VTC REIMS (hereinafter the “Sales Conditions” or “GTC”). Any contrary condition set by the Client or the Passenger, particularly any clause that may arise from their own general conditions, shall be inapplicable to SERVICE VTC REIMS unless expressly accepted in writing by SERVICE VTC REIMS.
SERVICE VTC REIMS reserves the right to modify the GTC at any time. The Sales Conditions applicable to the booking of a Service are those in effect at the time of the firm booking of the Service (hereinafter “the Booking”), confirmed by SERVICE VTC REIMS’ receipt of the written booking confirmation.
SERVICE VTC REIMS guarantees the proper organization and execution of the tasks entrusted to it as a passenger transport company.
1. Reservation
Warning
To book and/or pay for a Service, the Client must be an adult or an emancipated minor, be legally capable of contracting, and comply with the General Terms and Conditions of Sale.
The Client is responsible for the reservations they make both for themselves and on behalf of the Passengers when acting on their behalf. The Client guarantees the accuracy and truthfulness of the information they provide.
Reservation Request:
The request for a Service booking can be made by phone, email, via the website www.servicevtcreims.fr, and any other method approved by SERVICE VTC REIMS. When made by phone, the booking request must be confirmed in writing, notably by email or via the SERVICE VTC REIMS website.
The booking request must include the following minimum information:
Dates, times, and routes:
The date, time, and initial pick-up location of the (the) Passenger(s)
The final drop-off location and any intermediate stops if applicable
The number of people to transport (specify if the passenger is reduced mobility and/or in a wheelchair):
The approximate number, weight, and volume of luggage;
Communication means:
Passenger’s phone contact details
Passenger’s email
Preferred vehicle model or category.
For any new Client, the booking will only be confirmed after SERVICE VTC REIMS has verified their payment method (see the “Payment” section below).
Issuance of a Quote:
Upon receiving the booking request, SERVICE VTC REIMS will issue a quote based on the information provided by the Client or the Passenger.
Any changes to the provided information may modify the initial price of the Service (e.g., change of vehicle model, capacity, mileage, duration, etc.). Additionally, any service not included in the quote will be billed separately.
Booking Confirmation:
Upon acceptance of the quote, the Client must confirm their reservation in writing to SERVICE VTC REIMS by an approved method (“Booking Confirmation”).
The receipt by SERVICE VTC REIMS of the Booking Confirmation constitutes the formation of a transport contract between SERVICE VTC REIMS and the Client.
2. Pricing
The Services are offered at the rates specified in the SERVICE VTC REIMS pricing table annexed to the quote.
Pricing rules may vary depending on certain circumstances, such as public holidays, peak periods, pick-up area, time of day, etc.
The rates are stated including VAT and include:
the chauffeur service,
fuel,
professional liability insurance for “passengers” for a fee,
VAT at the rate set by current regulations.
Unless expressly stated otherwise in the quote, the rates do not include urban toll systems, highway tolls, parking meters, parking fees, entry fees to sites, public or private properties, or chauffeur meals. These will be billed for any Service order lasting more than three (3) hours:
Ending after 1:00 PM or
Starting before 1:00 PM, or
Ending after 8:45 PM, or
Starting before 9:00 PM.
A chauffeur travel allowance will be charged for overnight stays outside the Marne department.
The price of the Service indicated in the quote issued by SERVICE VTC REIMS may be revised to account for the increase in fuel prices and any costs incurred for the completion of the Service.
Additional fees may be charged for specific Client requests such as baby seats or special refreshments. The amounts charged will be specified in the quote or Booking Confirmation.
SERVICE VTC REIMS reserves the right to change the pricing table at any time without prior notice. These changes will be communicated to the Client and will apply to all Services booked after the pricing table update.
Overtime or excess mileage (excluding transfer services)
For any Service, SERVICE VTC REIMS may establish a minimum charge specified in the quote.
At any time during a Service, the Client may decide to change the destination or interrupt the service. In this case, the Client will be charged for the time and distance covered, and at least the minimum fee set during the booking.
Any time overrun beyond the expected return time will be billed in addition based on the current rate in the pricing table. Any excess mileage will also be billed according to the rates specified in the pricing table.
3. Service Execution Conditions
Passenger Pick-up:
The Passenger(s) must comply with the pick-up rules set by SERVICE VTC REIMS and/or the chauffeur assigned to the Service. SERVICE VTC REIMS is not responsible in case of failure by the passenger(s) to follow the pick-up procedure, preventing the completion of the Service.
The highway code requires Passengers to fasten their seat belts at the front and rear of the vehicle. Failure to comply with this rule releases SERVICE VTC REIMS from liability in the event of an accident.
SERVICE VTC REIMS maintains a strict no-smoking policy in all its vehicles. Violation of this provision will result in the billing of cleaning and restoration fees amounting to 250 € including VAT.
Unless expressly authorized in writing by SERVICE VTC REIMS, the consumption of alcohol is not allowed in the vehicles. The Driver and/or SERVICE VTC REIMS have the right to refuse to transport any Passenger who is believed to be under the influence of alcohol or drugs and whose behavior constitutes a threat to the driver, the vehicle, or any other passenger.
SERVICE VTC REIMS may choose to subcontract, transfer, or assign all or part of the Service to a third party of its choice, without prior notice to the Client.
Photographs and images available on the SERVICE VTC REIMS website, brochures, and any presentation documentation are not contractual. SERVICE VTC REIMS will not be held responsible if the vehicle and/or driver do not match the photographs or images.
SERVICE VTC REIMS declares that the vehicles used for the Services are equipped with a geolocation system. By accepting the Services of SERVICE VTC REIMS, the Client consents to the use of this geolocation system.
Luggage Policy:
The total weight of the luggage is limited to what is compatible with the vehicle used, within the available space. The driver and/or SERVICE VTC REIMS may refuse luggage or items exceeding this limit. In particular, for safety reasons, SERVICE VTC REIMS will refuse to load any bulky luggage into the passenger compartment. SERVICE VTC REIMS will not be liable for any loss of luggage during or after the Service. The personal effects of the Passenger are their responsibility, and SERVICE VTC REIMS will not be held liable for any loss or damage to these effects.
Vehicle Capacity – Number of Passengers Transported:
The maximum number of passengers in the vehicle (including the Chauffeur) must not exceed the maximum passenger count stated in the vehicle’s technical specifications. The Chauffeur and/or SERVICE VTC REIMS reserves the right to refuse any passenger exceeding these limits.
Pets:
Small dogs and other small pets weighing no more than 6 kg, properly contained in a carrier not exceeding 45cmx30cmx25cm, are allowed in the vehicles, up to a limit of two. Subject to this, no other pets are allowed aboard the vehicles.
4. Modification and Cancellation of Booking
Requests for modification or cancellation must be made through one of the authorized processes for booking Services.
Any modification or cancellation of the Reservation must be made with SERVICE VTC REIMS at least four (4) hours before the agreed Service time.
Beyond this period, SERVICE VTC REIMS will charge all or part of the reserved Service according to the following terms.
Conditions Applicable to Any Service:
Any external accessory fees incurred by SERVICE VTC REIMS (guides, hostesses) for a Service cancelled less than 24 hours before the agreed start time will be fully charged.
Conditions applicable to any Service performed in sedan, minibus, or van:
In case of late cancellation (less than four hours before the agreed Service time) or “no-show” 60 minutes after the scheduled meeting time, the Client will be charged the full amount of the initially planned Service, in addition to the highest amount between the price of the transfer from the planned pick-up location to the garage, and the time actually spent waiting for the Client at the meeting point.
In case of modification of the Reservation, the actual Service provided will be billed.
Conditions applicable to any Service performed in a coach of more than 9 seats:
In case of late cancellation (less than four hours before the agreed Service time) or “no-show” 60 minutes after the scheduled meeting time, the Client will be charged the full amount of the initially planned Service multiplied by the following percentage:
Between 72 and 48 hours before the start of the Service: 10%
Between 48 and 24 hours before the start of the Service: 50%
Less than 24 hours or No Show: 100%
SERVICE VTC REIMS reserves the right to apply different cancellation or modification conditions, particularly during peak periods or for Services involving a large number of Vehicles. These special conditions will appear in the quote or order summary received by the Client and will prevail over these provisions.
5. Delay
SERVICE VTC REIMS is not responsible for delays caused by force majeure and/or reasons beyond its control (strikes, natural disasters, train/flight delays).
Driver’s Delay:
The driver is considered late if they arrive after the scheduled meeting time set in the booking. In case of delay, SERVICE VTC REIMS will contact the Client to inform them of the delay and, if pick-up is not possible, will offer an alternative solution. In the absence of an alternative solution, the Client may be compensated, reimbursed, or refunded, provided that the refunded amount, as well as the liability of SERVICE VTC REIMS, will be limited to the amount of the reserved Service or, if not determined, to a maximum of 150 Euros.
Client’s Delay:
The Driver is required to wait for the Client for 60 minutes after the scheduled meeting time. After this period, the Client not present at the pick-up point is considered absent (“no-show”). In this case, the Client will be charged the highest amount between the price of the transfer from the planned pick-up location to the garage, and the time actually spent waiting for the Client at the meeting point.
6. Commitment and Responsibility
SERVICE VTC REIMS operates as a chauffeur-driven passenger transport company and, as such, declares to comply with the applicable professional regulations.
It assumes the obligation of safety that any professional transporter owes to the transported persons, as well as the responsibilities related to the control of the passenger transport vehicle, whether it is owned or leased.
Here is the translation of the text in English while maintaining the formatting:
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SERVICE VTC REIMS declares that it holds an insurance contract covering its professional liability for the exercise of the passenger transport activity, including all financial consequences of bodily, material, and immaterial damages for which it would be responsible in the context of the provision of the Services, especially resulting from a traffic accident, from the moment the passenger enters the Vehicle until their exit, except for damages caused by the fault of the passenger.
SERVICE VTC REIMS assigns to the provision of the Services chauffeurs who hold the required regulatory qualifications, carefully selected, in accordance with the needs and requests of the Client.
7. Damage:
The Client will be responsible for any damage caused by them or by the people with them in the car (except for the Chauffeur) or the Passenger(s) during the Service, inside the Vehicle, and will be charged accordingly for any repairs or assistance necessary to restore the Vehicle to good working condition and/or cleanliness and/or presentation.
8. Payment, Payment Methods, and Documentation
Payment methods for the Service:
SERVICE VTC REIMS accepts the following payment methods: cash, credit cards (Visa, American Express, Diners Club, MasterCard), wire transfers (fees at the sender’s charge).
At the time of booking the Service, the Client must provide the following documents:
– Numbers of a valid credit card (including the cryptogram)
– A copy of their ID card, passport, or any equivalent document
Before providing the Service, SERVICE VTC REIMS will check with the Client’s bank to ensure that their account is sufficiently funded for the Service amount. SERVICE VTC REIMS may charge a symbolic amount (<10 €) to verify the validity of the credit card provided as guarantee (this amount will be deducted from the final invoice).
SERVICE VTC REIMS may also request a pre-authorization for the estimated amount of the Services from the Client’s bank.
In case the card provided as a guarantee is invalid or the account to be debited is insufficiently funded, the booking made by the Client will not be confirmed by SERVICE VTC REIMS, and the Service related to the said booking will not be executed.
Any payment by American Express will incur payment fees of 3.0% (three percent) of the invoice amount.
Invoicing – Payment:
The Service will be invoiced from the date mentioned in the Reservation. SERVICE VTC REIMS will send the Client the final invoice of the Service by email, taking into account any additional charges or applicable changes.
The Service is payable upon completion. The Client is informed that the debit may occur immediately after the Service is completed.
In the case of Services provided over consecutive days, SERVICE VTC REIMS may charge the estimated amount of the previous day’s Service daily, with the final amount adjusted according to the billed Services. If the person being transported is a “account client,” the Service will be invoiced and payable upon receipt, before the 15th of the month following the completion of the Service, unless otherwise expressly stated.
Late Payment:
Any delay in payment will automatically result, starting the day after the payment due date on the invoice, in penalties equal to at least three times the legal interest rate, along with the application of a flat-rate administrative fee of 40 € excluding VAT per unpaid invoice (“the Penalties”), in accordance with the provisions of Article L441-6 of the French Commercial Code.
The inability for SERVICE VTC REIMS to debit the Client’s account, for any reason, constitutes a delay in payment, leading to the immediate application of the above-mentioned Penalties without notice.
Claims:
In the event of a dispute regarding the invoice amount or the conditions of Service provision, the Client may send a complaint to SERVICE VTC REIMS by registered letter with acknowledgment of receipt (LRAR) at the following address: SERVICE VTC REIMS 17 Esplanade le Rouet 51100 Reims.
Any complaint will only be considered if received within 8 days of the execution of the relevant Service and in writing, otherwise it will not be taken into account.
9. Personal Data
These Terms and Conditions are subject to the regulations relating to the protection of personal data (notably Regulation (EU) 2016/679 of April 27, 2016 and the “Informatique et Libertés” Law No. 78-17 of January 6, 1978).
The personal data collected by SERVICE VTC REIMS during the Reservation and execution of the Services (notably via the geolocation system in the Vehicles) include:
– Identification data and postal, telephone, and email contact details of the Client;
– The email and telephone contact details of the Passenger(s);
– Data related to payment methods;
– Data related to the movement and location of the Vehicle;
– Data related to the Vehicle’s speed and distance traveled.
Processing Purposes
The purposes for processing this data by SERVICE VTC REIMS include:
The preparation and execution of the contract, including:
– Managing the reservation of Services and confirming them;
– Monitoring and invoicing the Services;
– Emergency calls in case of incidents or accidents;
– Handling claims;
– Fraud prevention.
The legitimate interest pursued by SERVICE VTC REIMS in terms of promotion and prospecting, including:
– Monitoring the Client relationship (maintaining Client satisfaction, customer loyalty);
– Preparing statistics and/or commercial analyses;
– Sending advertising information or commercial offers to promote goods or services similar to those covered by these Terms.
SERVICE VTC REIMS will only use the personal data provided by the Client to send advertising information or commercial offers from its business partners if it has obtained the Client’s consent.
By accepting these Terms and Conditions, the Client agrees to the collection and processing of the above-mentioned personal data for the stated purposes by SERVICE VTC REIMS, the data controller.
Data Retention:
SERVICE VTC REIMS records and retains personal data related to the Service for a period of three (3) years from the Reservation.
After this period, the personal data may be archived by SERVICE VTC REIMS to comply with its accounting, tax, and legal obligations (notably the 5-year prescription period applicable to the Contract/article 2224 of the Civil Code; the 10-year retention period for invoices / L123-22 of the Commercial Code).
SERVICE VTC REIMS has technical means to ensure the confidentiality and security of the collected data.
Client Rights:
The Client has the right to access their data. They can, at any time, request:
– Rectification, updating, and/or deletion of their personal data;
– Limitation of the processing of their data;
– Portability of their data;
– Opposition to the processing of their data for legitimate reasons.
To exercise these rights, the Client may send their request by mail to:
SERVICE VTC REIMS
17 Esplanade le Rouet
51100 Reims
The Client must provide proof of identity to exercise the above rights.
10. Intellectual Property
The website of SERVICE VTC REIMS, including but not limited to photographs, graphics, the client interface, editorial content, scripts, and software, contains information and elements belonging to SERVICE VTC REIMS and/or its subcontractors, protected by intellectual property law. The Client expressly acknowledges that they must not use these materials or documents, except in compliance with the General Terms.
The Client must not copy, reproduce, display, or use any element of SERVICE VTC REIMS’ website protected by intellectual property in any way without prior written consent from SERVICE VTC REIMS.
The Client must not establish a connection, including via a hyperlink or “mirror,” whether electronically or otherwise, to any part of the website or application without prior written consent from SERVICE VTC REIMS.
11. Governing Law
These Terms and Conditions and any related contract are exclusively executed, governed, and interpreted in accordance with French law.
In the case of a discrepancy or conflict between the English and French versions of the Terms and Conditions, the French version shall prevail. The English version is provided for informational purposes only.
In the event of a dispute, the Client will first contact SERVICE VTC REIMS for amicable resolution.
Any dispute that cannot be settled amicably will be:
– Subject to the exclusive jurisdiction of the French courts if the Client is a consumer;
– Subject to the exclusive jurisdiction of the Commercial Court of Reims if the Client is a business.
If one or more provisions of these General Terms of Sale are deemed null or unenforceable, the remaining provisions will remain fully in force.
VERY IMPORTANT
The transportation of passengers for a fee is a regulated activity. Only authorized vehicles (Chauffeur-Driven Vehicle; Occasional Transport) are permitted to perform this service, in accordance with the applicable legal and regulatory provisions. We advise our customers to be cautious of certain companies or individuals who do not comply with these provisions and cannot offer any guarantees.