Terms and Conditions of ECT’s Group Transport Service

WHO CAN USE GROUP TRANSPORT? The service is only available to community and statutory groups who are registered, fully paid members with ECT. Community groups are defined as voluntarily set up organisations working within the community (e.g. clubs, associations, charities). Statutory groups are publicly funded bodies (e.g. schools, day centres, local council departments, health authorities). Membership is renewable annually.

WHO CAN MAKE A BOOKING? Bookings will only be accepted from authorised persons registered with ECT. The Main Contact or Treasurer of the Group must notify ECT of any changes to their authorised persons in writing, preferably by email. It is the Group’s responsibility to ensure Group and driver information is up-to-date.

WHEN AND WHERE CAN I DRIVE? Minibuses are available 24 hours a day, 7 days a week, and can be driven anywhere in the UK.

WHO CAN DRIVE? The minibus can only be driven by a person who has received full training from ECT and is in possession of a valid ECT photocard ID and MiDAS certificate. The Group must notify ECT of their nominated driver at least 24 hours in advance of minibus collection. Nominated drivers from a Group are deemed to be acting in a voluntary capacity and must perform this in accordance with ECT’s Role Description: Group Transport Volunteer Driver.

WHAT IF WE CAN’T PROVIDE OUR OWN DRIVER? ECT can provide fully trained, DBS checked drivers to drive for group transport bookings. If notified at the time of booking, ECT drivers are available to assist passengers in their transport requirements throughout the day (e.g. pushing wheelchairs), excluding legally required breaks. Please note, they are not trained as carers and will not be able to assist with e.g. toilet breaks.

INCIDENTS, ACCIDENTS & BREAKDOWN If the Group has an accident, incident or breakdown Monday to Friday, 9.00am to 5.30pm, ECT should be contacted on 020 8813 3210. At any other time please call the Emergency Breakdown line on 0751 55 5050. All accidents or incidents must be notified to ECT at the time they occur.

COLLECTION AND RETURN

• The minibus must be collected and returned by the date and time specified on the Group Transport Booking Form. The Group will be liable for charges for late returns..
• If available, minibuses can be booked from the evening before (from 17.30) without incurring an extra charge.
• A driver must present a valid ECT photocard ID when collecting the minibus.
• If ECT is providing a driver, the driver and mileage charge will be calculated from the time the driver leaves the Greenford Depot to pick up the Group, to the time the driver returns to the Greenford Depot. If the driver is picking up and dropping off at a point for collection at a later time, the Group will be charged for the driver’s positioning journey back to and from the Greenford Depot.
• It is the responsibility of the Group to inspect the minibus for cleanliness and report any issues to ECT prior to leaving Greenford Depot/commencing the booking.
• In accordance with MiDAS training, the driver must undertake a full vehicle check and complete and sign the Group Transport Logsheet prior to the minibus being driven. Any defects must be reported to ECT and approval given for the journey to continue, prior to departure.
• Subject to any fair wear and tear, the minibus, its keys and any equipment contained within it (e.g. wheelchair restraints) must be returned to the Greenford Depot in the same condition it was in at the time of collection. If a minibus is not returned in an appropriate state of cleanliness, the Group will be responsible for cleaning charges as outlined in ECT’s Group Transport Summary of Charges.
• When returning the minibus during office hours, return the keys and paperwork, including the fully completed and signed Group Transport Logsheet to the office. If out of hours, return keys and paperwork, including the fully completed and signed Group Transport Logsheet, to the Greenford Depot Security Hut.
• The minibus must only be parked in the parking spaces allocated to ECT in the Greenford Depot carpark. A sitemap is available in minibus collection paperwork.

FUEL & REFUELLING ECT meets the costs of all fuelling. Minibuses are provided with an Allstar fuel card to cover the cost of refuelling. ECT will not reimburse cash payments. Drivers must ensure that the garage accepts Allstar fuel cards prior to filling up. All ECT minibuses are DIESEL and minibuses must be returned with at least half a tank of fuel.

USE OF A MINIBUS ECT minibuses must be driven in accordance with all applicable road traffic laws and regulations. The Group will be liable for any Penalty Charge Notices or other charges which arise as a result of a failure to do so. This includes any penalties for driving a non-compliant minibus in the Ultra-Low Emission Zone (ULEZ) if ECT is not advised at the time of booking that the booking would involve entering the ULEZ. The Group must also:

• Ensure that any luggage or goods transported in the minibus are secured to the extent they will not cause damage to the minibus or cause risk to any passengers or to any third party or to any third party property.
• Treat the minibus with due care and respect and make sure that it is always locked when it is parked or left unattended.
• Never drive the minibus whilst under the influence of alcohol, hallucinatory drugs, narcotics, barbiturates, other illegal drugs or any other substance (whether legal or illegal) that is liable to impair driving ability.
• Not smoke in the minibus nor allow anybody else to do so. This includes the use of e-cigarettes. If we reasonably believe that smoking has happened in the minibus, ECT may charge the Group cleaning fees, as described in ECT's Group Transport Summary of Charges.
• Do not use the minibus nor allow the minibus to be used:

• If damage will occur to any part of the minibus or any of its accessories;
• To carry passengers for hire or reward, or for commercial purposes;
• To carry more passengers than is recommended by the minibus’s manufacturer and seating capacity, or exceed the number of wheelchair spaces provided;
• To carry flammable liquids, gases or dangerous items; toxic, harmful and/or radioactive products or those that infringe laws and regulations, or to transport passengers and goods with a weight, quantity and/or volume that exceeds the minibus weight capacity;
• Drive on roads that are unfit for a minibus or where the surface or condition may risk damaging the minibus body, tyres, or the underside of the minibus, such as beaches, forest paths, mountains, etc.;
• To intentionally commit an offence.

CANCELLATIONS You may cancel up to 48 hours before the minibus collection time without incurring a fee. Fees for late cancellations or no-shows are outlined in ECT’s Group Transport Summary of Charges.

FEES AND CHARGES These are outlined in ECT’s Group Transport Summary of Charges. Invoices are sent at the end of each month and payment is due within 30 days.

MINIBUS DAMAGE COST RECOVERY POLICY Up to £350 excess is payable by the Group if a driver provided by the Group is responsible for at fault accidents/incidents. This includes incorrect fuelling, interior/exterior damage and flat batteries (as a result of not switching off the radio/lights).

LIABILITY ECT is not liable for any consequential loss, financial or otherwise, incurred by the Group, its drivers or passengers following the non-availability, failure to provide, theft, breakdown or loss, of a minibus.