Rental Agreement for North America (US and Canada) 1. Introduction
1.1 These Terms and Conditions – Rental Agreement – define the conditions of a rental contract between Indie Campers and the User (hereinafter referred to as the “Traveller”) regarding the rental of a vehicle from the Indie Campers fleet. All bookings are made by vehicle category, and not for a specific make, model, or registration number. Accordingly, the vehicle assigned at pick-up will belong to the selected category, and its brand, model year, design, or color may vary.
This Agreement includes provisions on booking and payment, vehicle pick-up and drop-off procedures, use of the assigned vehicle, responsibilities of authorised drivers, protection services, reimbursement of expenses, cancellation policies, liability, indemnification, dispute resolution, governing law, and other ancillary matters.
1.2 The Rental Agreement ensures both parties understand their rights and obligations before, during and after the booking period.These Terms and Conditions are cumulative with the Platform Terms and Conditions.
1.3The use or participation in this service is exercised, without exception, on the condition that the Traveller adhere to these Rental Agreement with Indie Campers Fleet (1P) conditions
2. Scope of Application
2.1 Rental Agreement with Indie Campers Fleet (1P) conditions apply to all User of the Platform that upon successful registration on the private area of the Platform and desire to book a trip with Indie Campers Fleet (1P) .
2.2 The Rental Agreement document is structured to provide a comprehensive guide to the terms and conditions governing the rental of vehicles from Indie Campers Fleet (1P). It is organized into various sections that cover the entire rental process, from booking and payment to vehicle use and return.
3. Booking Payment
3.1 The flexible payment options provided by Indie Campers to the travellers making a reservation for a road trip are integrated with Indie Campers Group cancellation policies that are designed to seamlessly integrating with our flexible payment options, ensuring a hassle-free experience for travellers who reserve a road trip with Indie Campers.
3.2 When creating a reservation associated with the Indie Fleet Flexible Cancellation, travellers have the right to parcel their payments. The initial payment amounts to 50% of the booking value, while the remaining balance can be settled through a second payment, due 30 days prior to the pick-up date. Alternatively, travellers may choose to pay the full amount of the booking at the time of reservation.
3.3 Please note that for all reservations made under the Indie Fleet Flexible Cancellation Policy, within 30 days of the selected pick-up date, the total reservation value must be paid upon reservation.
3.4 For reservations made with partial payment, the completion of the second payment is essential to ensure the reservation's validity. Failure to fulfil the second payment will result in automatic cancellation of the reservation, without any entitlement to a refund In the event that additional services are added to the reservation or modifications are made that increase the booking value, the corresponding additional payment must be made immediately upon request. This ensures the effective inclusion of the requested services within the scope of the reservation.
3.5 If additional services are added or modifications are made resulting in a decreased booking value, the refundable amount in the case of cancellation within 30 days and 1 day before the pick-up date will be proportionately adjusted. Whenever the Traveller is entitled to a refund, Indie Campers shall process a transfer of the amounts to the travellers account within 5-10 business days.
3.6 Payment Methods
4 Fees and Currency Reference
4.1 Authoritative Fee Document
All fees mentioned within this Rental Agreement are to be consulted and confirmed with the official Fee Document published by Indie Campers. This document contains the definitive and most up-to-date list of applicable fees, surcharges, and penalties.
4.2 Local Currency Conversion
All fees referenced in this Rental Agreement are stated in euros (€) for clarity. However, the applicable fee at the time of enforcement will be converted to the equivalent amount in the local currency of the rental location, as determined in the Fee Document.
4.3 Resolution of Discrepancies
In the event of any discrepancy or disagreement between the fees mentioned in this Rental Agreement and those stated in the Fee Document, the fees outlined in the Fee Document will prevail. The Fee Document serves as the binding reference for all charges.
4.4 Fee Accessibility
The Fee Document is made accessible to Travellers at all times and is linked on the Indie Campers platform. Customers are encouraged to review the document prior to the rental period to ensure full understanding of potential charges.
4.5 Traveller Acknowledgment
By proceeding with this Rental Agreement, the Traveller acknowledges the validity and precedence of the Fee Document over any fee descriptions provided in this Agreement, ensuring transparency and alignment with local currency requirements.
5. Security Deposit
5.1 The security deposit can only be paid using a physical credit or debit card credit/debit card (Visa, AMEX or Mastercard), and the credit/debit card owner must be present at the pick-up. Only debit cards which allow a hold deposit to be processed will be accepted. Under no circumstances will we accept a deposit to be charged as a transaction on any card type. Indie Campers recommends Traveller to check with their issuing bank whether the debit card will allow a hold deposit to be processed.
5.2 Traveller's allow Indie Campers to reserve against their credit or debit card before the pick-up of the vehicle an amount up to three times the estimated total charges as a deposit, in no event less than 3000€/GBP , or the amount listed on the Rental Agreement. The deposit amount does not limit in any way the total amount owed to use under this Agreement. Traveller's debit/credit card issuer’s rules will apply to Traveller's account being credited for the excess, which may not be immediately available.5.3 If the security deposit amount is not authorised by the bank or by the credit card owner, this Rental Agreement cannot be executed, and the Vehicle cannot be delivered, being therefore considered a “Fourth Stage: Same-day cancellation” as stated in clause 15.3.4 with the rules outlined therein.
5.4 The security deposit will be returned to the Traveller at the end of the Rental Period, by an Indie Campers staff member, provided that Indie Campers determines that the Vehicle is in the same condition as it was when it was first collected by the Traveller.5.5 In the situation where the Vehicle has not returned in the same condition as it was when it was first collected by the Traveller. Indie Campers will hold the deposit up to 30 days to access the estimated compensation needed to return the vehicle to the conditions when it was first collected by the Traveller.
5.6 The deposit provided by the Traveller will be used to cover any and all charges that arise during the rental period, including, but not limited to, damage claims, traffic violations, tolls, fines, penalties, fees, unpaid expenses, and any other charges stipulated in the Rental Agreement.
6. Electronic Communications, Telematics Notice, and Release.
6.1The Traveller acknowledges that the Vehicle may be equipped with a telematics device, global positioning satellite (“GPS”) technology, an electronic locator device, and/or an event data recorder.
Indie Campers may locate, monitor, or disable the Vehicle through such systems if deemed necessary, without warning or notice, to the extent permitted by applicable law. Remote monitoring may include the collection of Vehicle data, such as location, odometer, oil life, fuel level, tire pressure, battery charge, diagnostic trouble codes, and other elements that Indie Campers may deem necessary such as vehicle locations history to determine if the Traveller complied with the Geographic Limitations outlined on clause 23.4 of the terms and conditions. Failure to comply with the those limitations, Indie Campers reserves the right to charge the Traveller a penalty of 1,000€ (one thousand euros) for each day the vehicle is used or located in any of the geographic areas outlined as per clause 23.4 “Travel in the following areas is Strictly Forbidden at all times”
6.2 Indie Campers is not responsible for the operability of any telematics, navigational, or other system included with the Vehicle. The Traveller acknowledges that these systems may use cellular telephone, wireless technology, Bluetooth technology, or radio signals to transmit data, and therefore privacy cannot be guaranteed.
6.3 The Traveller authorizes any person’s use or disclosure of, or access to, location information, automatic crash notification, and operational vehicle reporting conditions of the Vehicle as permitted by law. The Traveller shall inform any and all drivers and passengers of the Vehicle of the terms of this section and that the Traveller has authorized the release of information as provided herein.
6.4 Third-party telematics service providers are not agents, employees, or contractors of Indie Campers. The Traveller’s use of a telematics system during the rental is subject to the terms of service and privacy policy of the third-party telematics system provider. The Vehicle may collect and store personal information if the Traveller chooses to connect a smartphone or other device to the Vehicle’s Infotainment System. Indie Campers does not access, collect, or use any information that may be stored by the Infotainment System. If the Traveller chooses to connect a device to the Infotainment System, they are representing that they understand that information from their device may be stored by the Vehicle’s Infotainment System
7. Mandatory Online Check-in (Traveller ID Verification)
7.1 Obligation to Complete Online Check-inAll Travellers renting a vehicle from Indie Campers are required to complete the mandatory online check-in and identity verification process no later than 3 hours prior to the scheduled pick-up date and time.
7.2 Third-Party Verification ProcessThe online check-in process includes an identity verification procedure conducted by a third-party service provider, independent of Indie Campers. Indie Campers shall not be held responsible for any technical issues, verification failures, or delays arising from this external verification process.
7.3 Technological Limitations and Alternative SupportTravellers who are unable to complete the online check-in due to technological limitations must promptly contact Indie Campers customer support for assistance. Indie Campers shall, where possible, provide alternative support measures to facilitate the verification process but does not guarantee exceptions to the online check-in requirement.
7.4 Penalty for Failure to Complete Online Check-inFailure to successfully complete the online check-in process before the 24-hour deadline shall result in the application of a penalty fee, as outlined in the Indie Campers Fee Document.
7.5 Consequences of Non-ComplianceA Traveller who fails to complete the mandatory online check-in within the stipulated timeframe may be denied access to the rented vehicle at the scheduled pick-up time. In such cases, no refund or compensation shall be provided.
7.6 Booking Cancellation Due to Non-ComplianceIndie Campers reserves the right to cancel the booking if the online check-in has not been completed within the required timeframe. In such cases, the Traveller shall be subject to the applicable cancellation fees as per the Rental Agreement.
7.7 Fraudulent Activity and MisrepresentationAny fraudulent activity, misrepresentation, or provision of false information detected during the online check-in process shall result in the immediate termination of the booking. Indie Campers reserves the right to take further legal action where necessary.
7.8 Acknowledgment and Acceptance of TermsBy proceeding with the booking, the Traveller acknowledges and agrees to the terms of the Mandatory Online Check-in Policy and accepts full responsibility for completing the verification process within the specified timeframe. Indie Campers shall not be liable for any loss, inconvenience, or additional costs incurred due to non-compliance with these requiremen
8. Compliance with U.S. Sanctions and Identity Screening
8.1 Indie Campers uses an independent third-party identity verification system, not owned or controlled by Indie Campers, to perform mandatory compliance checks, including screenings under applicable U.S. economic sanctions laws.
8.2 In accordance with the U.S. Department of the Treasury’s Office of Foreign Assets Control (OFAC) regulations—including the Cuban Assets Control Regulations (31 CFR Part 515)—individuals ordinarily resident in Cuba or other comprehensively sanctioned jurisdictions may be deemed ineligible to rent a vehicle for use within the United States.
8.3 The identity verification provider may, at its sole discretion, apply enhanced screening procedures and request additional documentation for Travellers whose nationality or residency may fall under OFAC-restricted categories. Indie Campers does not participate in these determinations and holds no liability for decisions rendered by the identity verification system.
8.4 In the event that the third-party provider is unable to verify eligibility in compliance with U.S. sanctions laws, the Traveller’s booking may be cancelled. Indie Campers shall not be held responsible for such cancellations, and no refund or compensation shall be owed where legal compliance prevents the Traveller from proceeding.
8.5 By completing the booking and initiating the online check-in process, the Traveller confirms that they are not ordinarily resident in a comprehensively sanctioned jurisdiction and agrees to cooperate with all lawful identity verification requirements imposed by the external verification system.
9. Vehicle Pick-up
9.1. Vehicle pick-up is a critical step in ensuring a smooth and hassle-free rental experience. As part of the check-in process, it guarantees that Travellers receive their vehicle in the expected condition while completing all necessary identification and documentation requirements.
9.2 Before departure, both the Traveller and Indie Campers must conduct a mandatory check-in validation, ensuring that:
9.3 This structured and transparent handover process ensures that both parties confirm all details and address any concerns before departure. By adhering to these steps, Travellers can begin their trip with confidence, reducing the risk of potential complications during their journey.
9.4 More specifically, the booking officially begins when the Traveller picks up the vehicle at the designated location at the agreed-upon time. The following steps and conditions apply to the vehicle pick-up process:
9.4.1. Documents
The execution and signature of this Rental Agreement is based on the assumption of the existence of:
a) A valid vehicle driver’s license that authorizes the Traveller to lawfully operate the rented vehicle in the country of pick-up, the country of drop-off, and any other country or territory in which the vehicle will be driven during the rental period.b) a valid ID or Passport;c) a valid credit/debit card (Visa, AMEX or Mastercard).
All documents were presented upon the vehicle’s collection and signing of this Rental Agreement. If the Hirer does not present the necessary documents, the vehicle cannot be rented, and standard no show fee will apply.
9.5 The Traveller must be older than 18 years old.
9.6 Arrival at the Depot
9.6.1 Prior to arrival at the designated depot, Travellers shall receive detailed pre-arrival instructions to facilitate a structured and efficient check-in process.
9.6.2 The Traveller must arrive at the specified pick-up location at the scheduled time. Any delays should be communicated to Indie Campers as soon as possible, using the available channels.
9.6.3 Indie Campers has signage and digital tools at all depots to provide real-time guidance and streamline the check-in procedure.
9.6.4 Early Arrivals
Indie Campers is not obliged to prioritize bookings of Travellers who arrive earlier than the scheduled pick-up time. The vehicle handover process will only be initiated at the agreed-upon time as per the Rental Agreement.Early arrivals shall not impose any obligation on Indie Campers to expedite the pick-up process, and Travellers may be required to wait until the designated pick-up time.
9.6.5 Late Arrivals by the Traveller
Indie Campers shall not be held liable for any inconvenience or loss resulting from the Traveller's failure to arrive at the designated depot at the agreed-upon time. A grace period of 30 minutes shall be granted from the scheduled pick-up time. Should the Traveller arrive more than 30 minutes late, Indie Campers reserves the right to apply a Late Pick-Up Fee of €50 per hour, in accordance with the penalty framework established in the Drop-Off Policy.
Travellers who fail to appear on the day of pick-up without prior notification shall be classified as a No-Show, and the provisions under that Clause shall apply, including forfeiture of the reservation and possible reallocation of the vehicle.
9.6.6 Late Vehicle Delivery by Indie Campers
If Indie Campers fails to deliver the vehicle at the agreed pick-up time, the Traveller shall be entitled to compensation equivalent to the delayed penalties imposed on Travellers for late drop-offs, as specified in the Fee Document.
Compensation shall be calculated on an hourly basis, mirroring the structure of the Late Drop-Off Fee. For example, if a Traveller is charged €50 per hour for a late drop-off, Indie Campers shall reimburse the Traveller €50 per hour of delay in vehicle delivery.
The Traveller shall be entitled to reimbursement in the form of monetary compensation or an equivalent credit applied toward future bookings, as determined by Indie Campers.
9.6.7 Upon arrival, Travellers shall be required to follow the steps outlined in the Welcome Poster, which will be prominently displayed at all depots. This poster shall include, but is not limited to, the following instructions:
Registration of arrival by entering a 4-digit code at the designated check-in station.Completion of the Mandatory Online Check-In (OCI), where applicable, if not finalized prior to arrival.Viewing of instructional materials available in the Traveller’s client area, providing operational guidance on vehicle use and rental conditions.Information on protection plans and optional extras available for purchase or modification prior to departure.
9.6.8 The Traveller must present a valid driver’s license and physical payment card that allows for a deposit. Failing the processes of Identification and Documentation Indie Campers reserves the right not to deliver the vehicle. In the cases where it is not possible to verify the traveller through the established process in the Terms and Conditions or Hold the Deposit using the methods available at Indie Campers, the Traveler is not entitled to a refund.
9.6.9 Indie Campers will verify the Traveller’s identification in person and process any outstanding payments or security deposits as per the booking agreement.
10. Customer Vehicle Validation
10.1 Both Indie Campers and the Traveller will conduct a thorough inspection, Customer Vehicle Validation, of the vehicle to document its condition before the rental period begins. Any pre-existing damages or issues should be noted and acknowledged by both parties.
10.2 The validation will:
10.3 The feedback collected will be directly linked to Indie Campers' internal service quality dashboard for monitoring and continuous improvement.
10.4 Failure to complete the Customer Vehicle Validation may impact the Traveller’s ability to claim post-trip compensation related to vehicle conditions or service levels.
11. Optional Equipment
Any optional equipment or extras requested in advance, during the booking process by the Traveller will be provided, and the Traveller will be responsible for its inspection and proper use. The Traveller must ensure they understand the operational instructions for all optional equipment before leaving the rental location. Any optional equipment or extras requested at the moment of pick-up are subject to availability.
12 No-Show:
12.1 If the Traveller does not show up at the pick-up location and does not provide within the same day any prior justification to Indie Campers , the Traveller will be considered a no-show. In this case, Indie Campers reserves the right to release the vehicle for booking again, and the Traveller will be charged according to the cancellation policy.
12.2 If the Traveller presents a justification for the no-show and picks up the vehicle the following day,after the designated pick-up date, in agreement with Indie Campers, a fee will be charged to cover, but not limited to, costs related to the delay such as extra parking, space occupancy, delay in operations, and other related expenses. If the Traveller shows up on the following day, without previoust confirmation from Indie Campers, the vehicle may not be available for the Traveller anymore as indie camper reserves the right to make him available for rental as soon as Traveller didnt show.
13. Use of the Vehicle
13. 1) The Traveller undertakes that, during the Rental Period, the vehicle will not be:
a) Driven by any person that is not mentioned in the rental agreement as a driverb) Driven in an imprudent and dangerous way.c) Driven by a person under the influence of alcohol or drugs.d) Left with the key inside the vehicle, while unoccupied.e) Damaged by submersion in water, contact with salt water, driving through flooded areas, beach driving and unpaved roads.f) Used for any race, contest or any illegal activities.g) Used to tow any vehicle.h) Used to carry passengers or property for hire or reward.i) Used to carry a number of passengers superior to the maximum capacity permitted by law.j) Used to carry hazard materials, volatile liquids, gases, explosives or other corrosive or inflammable material, apart from the gas provided by the Rental Firm.k) Used for the purpose of transporting and haulage goods other than what might be reasonably expected of a leisure rental.l) install accessories and advertising or commercial mentions.m) driven off-road, on closed roads, or roads not suited for the rented vehicle according to local laws and regulation.
13. 2) Indie Campers shall not be responsible for any of the consequences, nor for any damage, loss and/or other costs resulting from the Hirer not acting in conformity with the aforementioned points (a) to (l).
13.3) The Traveller acknowledges that the Rental Firm retains the title of the Vehicle at all times and shall not agree, attempt, offer or purport to sell, sub-let, lend or mortgage the vehicle to any other party.
13.4) The Traveller shall not make any modifications or additions to the vehicle, without prior written consent from the Rental Firm.
13. 5) The Traveller shall take all reasonable steps to properly maintain the vehicle, including, daily checks of the Oil, Water and Batteries, and will contact the Rental Firm if vehicle warning lights indicate any potential malfunction.
13.6) Any electrical devices (including the cooler) cannot be connected to the battery for more than 4 hours in a row, without charging the vehicle battery every day in camping places or in other 220V sources.
13.7) The Traveller is responsible for monitoring and obtaining information on weather forecasts and road conditions on his travels, and public warning thereof.
13.8) This Rental Agreement will be immediately terminated and the booking will be canceled without any need of judicial intervention if the vehicle is used in any terms that constitute a violation of this Rental Agreement or the commission of a crime. Additionally, the Rental Firm reserves the right to, justifiably, recover the vehicle, at any time, without previous notice, and the Hirer is held responsible for all the charges involved.
13.9) The Traveller may not, in any case, sublet or assign the Vehicle without prior written consent of the Rental Firm.
14 Vehicle Exchange
14.1 A vehicle exchange can only take place in the situations described below:
14.1.1 During the rental period the vehicle has suffered an accident, damage, engine failure or similar situations in which the vehicle is not drivable: a) The vehicle will be sent to a workshop b)The deposit of the first vehicle will be charged c) The customer will receive a new vehicle of the same category with a new deposit.
14.1.2 During the rental period in the event of negligent damage to the vehicle: a) The deposit will be charged b) In case the deposit is not sufficient to cover the damage the remainder will also be charged to the client c) If the deposit has been charged the client will be entitled to a new vehicle and must pay a new deposit d) In the event that the deposit has not been collected the client will not be entitled to a new vehicle
14.1.3 During the rental period if the vehicle is damaged due to unforeseen circumstances: a) The deposit will be charged b) The Renter is entitled to a new vehicle and must pay a new deposit
14.2 In circumstances where a new deposit is required the Renter who previously had a protection plan premium may only choose a protection plan basic for the new booking. Indie Campers does not authorize the upgrade of the protection plan when changing vehicles.
15. Cancellation Policy
Indie Cancellation Policy - Effective Date: 29.01.2024
15.1 This cancellation policy ("Policy") governs the cancellation and refund procedures for reservations made with the Indie Campers Group ("Company") rental fleet in all countries and locations where the Group Operate. By making a reservation with the Company, the traveler agrees to comply with the terms and conditions outlined in this article.
15.2 ApplicabilityThis Policy shall apply to all reservations made after the deployment from 29th of January 2024 forward. This new cancellation policy is solely applicable to reservation involving Rental Business of Indie Campers Fleet. Reservations involving third-party vehicles shall not undergo any changes to their existing cancellation policies
I - Fleet Flexible
15.3 Indie Fleet Flexible Cancellation Policy conditions:
15.3.1 First Stage: Cancellation more than 30 days before the scheduled pick-up date:
15.3.2 Second Stage: Cancellation between 30 and 8 days before the scheduled pick-up date:
Reservations made with less the 30 days to the pick-up date must be paid 100% in the first payment. If the reservation is cancelled between 30 and 8 days before the scheduled pick-up date, the traveller shall be eligible for a refund of 50% of the total amount paid until that date, calculated based on the existing booking value that includes the value of any services that were added or subcontracted during that period.
15.3.3 Third Stage: Cancellation between 7 and 1 day before the scheduled pick-up date:
For cancellations made between 7 and 1 day before the scheduled pick-up date, a refund of 5% of the total amount paid until that date shall be granted, calculated based on the existing booking value.
15.3.4 Fourth Stage: Same-day cancellation:
In the event of a cancellation on the same day as the scheduled pick-up date, travellers shall not be entitled to receive any refund.
15.4 . Payment and Refund Considerations:
The cancellation policy is integrated with the flexible payment options Indie Campers provided to the travellers making a reservation for a road trip. Indie Campers Group cancellation policies are designed to seamlessly integrate with our flexible payment options, ensuring a hassle-free experience for travellers who reserve a road trip with Indie Campers. When creating a reservation associated with the Indie Fleet Flexible Cancellation, travellers have the right to parcel their payments. The initial payment amounts to 50% of the booking value, while the remaining balance can be settled through a second payment, due 30 days prior to the pick-up date. Alternatively, travellers may choose to pay the full amount of the booking at the time of reservation. Please note that for all reservations made under the Indie Fleet Flexible Cancellation, within 30 days of the selected pick-up date, the total reservation value must be paid upon reservation. For reservations made with partial payment, the completion of the second payment is essential to ensure the reservation's validity. Failure to fulfil the second payment will result in automatic cancellation of the reservation, without any entitlement to a refund In the event that additional services are added to the reservation or modifications are made that increase the booking value, the corresponding additional payment must be made immediately upon request. This ensures the effective inclusion of the requested services within the scope of the reservation. Conversely, if additional services are added or modifications are made resulting in a decreased booking value, the refundable amount in the case of cancellation within 30 days and 1 day before the pick-up date will be proportionately adjusted. Whenever the entitled is entitled to a refund, Indie Campers shall process a transfer of the amounts to the travellers account within 5-10 business days.
15.5 Refund Calculation Steps Explained.
As part of our commitment to providing a seamless and flexible experience for our valued travellers, we have established a refund calculation policy that applies to reservation changes and cancellations.
15.5.1 Increased Booking Value:
If additional services or days are added to your booking, resulting in an increased booking value, travellers are required to make full payment for the additional cost immediately when contacting our Customer Experience team. This step ensures the validity of the reservation.
15.5.2 Cancellation Before 30 Days:
Should a traveller decide to cancel their reservation before the 30-day mark, they will be entitled to a refund of the amount paid so far, excluding any process handling fees.
15.5.3 Failure to Complete Second Payment:
In the event that the second payment is not made after all attempts, the amount paid upfront shall be forfeited, and no refund will be issued. Consequently, the booking will be cancelled.
15.5.4 Cancellation After Second Payment:
If a traveller has made the second payment and subsequently decides to cancel the reservation, the refund amount will be determined based on the terms and conditions of the cancellation policy.
15.5.5 Decreased Booking Value:
Should any extras or days be decreased from the booking, resulting in a decreased booking value, the Company will not issue a refund for these changes.
II- Partially Refundable
15.6 Partially Refundable Cancellation Policy
Customers are entitled to a 5% refund of the booking amount if the cancellation is made more than one day prior to the scheduled pick-up date. No refunds will be issued for cancellations made on the same day as the pick-up date.
15.6.1First Stage: Cancellation more than 30 days to the scheduled pick-up date: