Last updated: April 4, 2025
1. Company Information
1.1 About Us
Barons Transport is the trading name of Barons Transport Limited, a professional chauffeur and private hire operator licensed and regulated by Transport for London (TfL).
- TfL Private Hire Operator Licence: 0105800101
- Registered Office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
- Email: info@baronstransport.com
- Telephone: +44 020 8997 7103
- WhatsApp Business: +44 7447 891101
- Website: www.baronstransport.com
1.2 Acceptance of Terms
By making a booking with us, whether directly, via our website, telephone, email, or any third-party platform, the client confirms that they have read, understood, and agree to be bound by these Terms and Conditions in their entirety. We reserve the right to update or revise these terms at any time for legal, regulatory, or operational reasons. Any amendments will be published on our official website with a minimum of fourteen (14) days' prior notice. Continued use of our services following such notification shall be deemed full acceptance of the revised terms.
1.3 Conduct Within the Vehicle
To maintain the premium standards our clients expect, the following conduct policy applies to all passengers throughout the duration of their journey:
- The playing of loud or disruptive music within the vehicle is not permitted.
- Consumption of alcohol is prohibited unless prior written authorisation has been obtained.
- The use, possession, or supply of illegal substances is strictly forbidden. Any breach shall entitle the chauffeur to terminate the journey immediately without refund.
- A vehicle valeting and deep cleaning charge of between £75.00 and £150.00 will be applied in the event of soiling caused by vomiting, pet fouling, food spillage, or similar incidents.
- Any damage caused to the interior or exterior of the vehicle by the client will result in full liability for the cost of repair or replacement.
2. Booking Terms
2.1 Advance Booking Requirement
All journeys must be reserved in advance through one of our authorised booking channels. We are unable to guarantee availability for on-demand or same-day requests, although we will endeavour to accommodate such requests wherever possible.
2.2 How to Book
Bookings may be made via any of the following authorised methods:
- Our official website at www.baronstransport.com
- Email: info@baronstransport.com
- Telephone: +44 020 8997 7103
- WhatsApp Business: +44 020 8997 7103
2.3 Fleet & Vehicle Classes
Clients may select from our available vehicle classes at the time of booking, which include Business Class, Executive Class, Luxury Class, and Premium SUV/MPV. All vehicle images provided on our website and marketing materials are representative only and do not guarantee the provision of a specific make or model.
2.4 Vehicle Upgrades
We reserve the right, at our sole discretion, to provide a complimentary upgrade to a higher vehicle class where the originally booked vehicle is unavailable. In such cases, the client will only be charged the rate applicable to their originally booked class.
2.5 Minimum Booking Notice
The following minimum notice periods apply:
- Standard vehicles (Business, Executive): minimum sixty (60) minutes' notice.
- Luxury and Elite Class vehicles: minimum twenty-four (24) hours' notice.
- International and cross-border bookings: minimum forty-eight (48) hours' notice.
2.6 Service Coverage
We operate across London and the surrounding areas, with international and long-distance services available upon request. Clients must provide full pick-up and drop-off addresses including postal codes to ensure accurate journey quotations.
2.7 International & Cross-Border Journeys
For journeys involving international travel, including via the Eurotunnel or ferry crossings, all applicable crossing fees, tolls, and associated charges shall be borne entirely by the client. These charges are separate from and in addition to the quoted transfer fare.
3. Service Policies
3.1 Additional Charges
The quoted fare covers the agreed route and duration only. Additional charges may be applied for the following:
- Extended journey duration or additional mileage beyond the agreed itinerary.
- Additional stops not included in the original booking.
- Waiting time beyond the complimentary grace period.
- Parking fees incurred during the journey.
- Any deviation from the original itinerary at the client's request.
3.2 Hourly Hire Bookings
Hourly hire bookings must commence and conclude within the same city or region unless otherwise agreed in writing at the time of booking. Airport parking charges are not included within hourly hire rates. Any extensions to hourly bookings are subject to chauffeur availability and cannot be guaranteed.
3.3 Child Safety Policy
The safety of our younger passengers is of the utmost importance. The following terms apply to all journeys involving children:
- Child seats are available upon advance request and may attract an additional charge.
- In accordance with current UK legislation, private hire vehicles are exempt from mandatory child seat requirements; however, we strongly recommend their use for the safety of all children.
- A parent or legal guardian must accompany all passengers under the age of sixteen (16).
- Passengers under the age of eighteen (18) travelling alone require prior written consent from a parent or guardian.
- The minimum age for unaccompanied travel is twelve (12) years.
- Any disruptive behaviour by a minor may result in the immediate termination of the service.
3.4 Pet Policy
Clients wishing to travel with pets must request prior approval at the time of booking. Only certified assistance animals are permitted without advance notice. Any cleaning or repair costs arising from pet carriage shall be charged to the client. We reserve the right to decline carriage of animals that may pose a risk to the vehicle or chauffeur.
3.5 Luggage Policy
Luggage must be within the limits specified at the time of booking. The following terms apply:
- Only cabin-sized items may be placed within the passenger compartment.
- Rear windows and sightlines must remain clear and unobstructed at all times.
- Oversized, excessive, or undeclared luggage may be refused by the chauffeur.
- Clients with large or unusual luggage requirements (sports equipment, musical instruments, etc.) must declare these at the time of booking.
3.6 Luggage Assistance
Our chauffeurs are pleased to assist with the loading and unloading of luggage as standard. Where porter assistance is required for stairs, multi-floor buildings, or specialist handling, this must be requested in advance and may incur an additional charge.
3.7 Luggage-Only Transport
Our luggage vans are provided solely for the movement of luggage and goods. These vehicles are not licensed for passenger transport. Any individual accompanying a luggage van does so strictly as a loading/unloading assistant and not as a passenger. All applicable charges relate exclusively to luggage transportation. By proceeding with a luggage-only booking, the client confirms acceptance of this arrangement.
3.8 Delays & Force Majeure
Whilst we take every reasonable measure to ensure punctual service, we cannot be held liable for delays caused by factors beyond our reasonable control, including but not limited to heavy traffic, road closures, adverse weather conditions, accidents, public demonstrations, or acts of God. No refunds or compensation shall be provided for missed flights, rail connections, or other time-sensitive appointments resulting from such circumstances.
3.9 Client-Directed Penalties
Any fines, penalties, or charges incurred as a direct result of client instructions — including unauthorised stops, route deviations, or the absence of required permits — shall be the sole responsibility of the client.
3.10 Dashcam & Vehicle Recording
Certain vehicles within our fleet are fitted with forward-facing dashcams for the purpose of security and incident recording. Audio recording is not carried out. Clients who have objections to video recording must notify us in writing prior to the commencement of their journey so that an alternative vehicle may be arranged where possible.
3.11 GPS & Vehicle Tracking
All vehicles are fitted with GPS tracking technology for operational oversight and client safety. Location data is stored securely in compliance with our Data Protection Policy and applicable UK GDPR requirements. Data is accessed solely for service monitoring, safety purposes, and the investigation of complaints or disputes. Clients may request access to their journey records within thirty (30) days of the date of travel.
3.12 Vehicle Substitution
In the unlikely event of a vehicle breakdown, mechanical failure, or operational unavailability, we will provide a comparable or superior replacement vehicle at no additional cost. We will notify the client as promptly as possible should such a substitution be required.
4. Cancellation & No-Show Policy
4.1 Definition of a No-Show
A booking shall be classified as a no-show under the following circumstances:
- Airport collections: where the client has not presented themselves within ninety (90) minutes of the confirmed actual flight landing time.
- All other collections: where the client has not made contact or been located within thirty (30) minutes of the agreed pick-up time.
In the event of a no-show, the full booking fee will be charged and no refund shall be issued.
4.2 Client Cancellations
The following cancellation terms apply:
- Standard transfers: cancellations made more than one (1) hour prior to the scheduled pick-up time will incur no charge.
- Hourly bookings: no charge applies where cancellation is made more than one (1) hour before pick-up, or before the chauffeur has been marked as 'En Route'.
- Luxury and Elite Class vehicles: a minimum of forty-eight (48) hours' notice is required for cancellations. Late cancellations will be charged in full.
- International and European journeys: cancellations must be received at least seven (7) days in advance. Eurotunnel, ferry, and pre-paid crossing charges are non-refundable under any circumstances.
4.3 Flight Cancellations
Where a client's flight is cancelled and they need to amend or cancel their transfer booking, we ask that we are notified as soon as possible and no later than four (4) hours before the scheduled pick-up time to avoid cancellation charges being applied.
4.4 Airport Flight Monitoring & Adjusted Pick-Up Times
We monitor all incoming flights in real time. Pick-up times will be automatically adjusted in accordance with the following principles:
- The adjusted pick-up time is calculated by reference to the original scheduled landing time, the client's requested pick-up time, and the actual landing time.
- Where a flight lands later than scheduled, the pick-up time will be extended by the corresponding delay.
- Where a flight lands earlier than scheduled, the pick-up time will be brought forward accordingly.
Example: If a flight is scheduled to land at 09:00 and the client requests a 09:30 pick-up, but the flight lands at 09:45, the new pick-up time becomes 10:15.
5. Conduct & Responsibilities
5.1 Passenger Behaviour
The following behaviour is strictly prohibited throughout the duration of any journey:
- Smoking or the use of e-cigarettes inside the vehicle.
- Verbal abuse, threatening language, or aggressive conduct directed at the chauffeur or any other person.
- Opening vehicle doors or windows in an unsafe or reckless manner.
- Any conduct that distracts or endangers the chauffeur whilst driving.
Our chauffeurs reserve the right to refuse carriage to, or terminate the journey of, any passenger who is visibly intoxicated, behaving in a disruptive manner, or in breach of any of the above. No refund will be issued in such circumstances.
5.2 Lost Property
Any items left in our vehicles will be retained at our registered office for a period of thirty (30) days. It is the client's responsibility to arrange collection or return delivery. Return postage or courier costs are chargeable to the client. We accept no liability for lost, damaged, or stolen items unless a direct failure of duty on the part of our staff can be clearly demonstrated.
5.3 Damage & Cleaning Charges
Clients shall be held fully liable for any damage caused to the vehicle's interior or exterior during their journey. A cleaning surcharge of between £75.00 and £150.00 will be applied for soiling incidents including vomiting, pet fouling, or food and liquid spillage. All damage and cleaning charges will be applied to the original payment method used for the booking. Disputed charges may be escalated through our formal complaints procedure, and persistent non-payment may result in legal action.
5.4 Passenger Injuries
We shall not accept liability for any injury, loss, or harm suffered by a passenger as a result of their own negligent or reckless behaviour during a journey.
5.5 Wedding & Special Event Bookings
Decorative vehicle ribbons or dressings for weddings and events may be applied to the vehicle for photographic and ceremonial purposes. All decorations must be removed in full prior to the vehicle departing. Any damage to the vehicle caused by decorations or adhesives will be charged to the client.
6. Payment & Charges
6.1 Waiting Time & Grace Periods
The following complimentary waiting periods apply:
- Airport collections: sixty (60) minutes from actual flight landing, at no charge.
- All other pick-up locations: fifteen (15) minutes from the agreed pick-up time, at no charge.
Waiting time beyond the applicable grace period will be charged at a per-minute rate as published on our rate card, inclusive of any parking fees incurred.
6.2 Additional Mileage
Any mileage exceeding the pre-agreed journey distance will be invoiced at the applicable per-mile rate as outlined in our current rate schedule.
6.3 Payment Terms
Full payment is required at the time of booking confirmation unless a corporate account has been established. Post-journey charges (including waiting time, parking, and additional mileage) will be billed within twenty-four (24) to forty-eight (48) hours of journey completion and applied to the original payment method on file.
6.4 Invoicing
Invoices for all completed journeys will be issued within forty-eight (48) hours of service completion. Corporate account holders may be subject to agreed billing cycles as outlined in their account agreement.
6.5 Refund Policy
Refunds will be processed in accordance with the cancellation terms set out in Section 4. The following conditions apply:
- Refunds in excess of £250.00 are subject to a processing fee of 2%, or the applicable card transaction charge, whichever is the greater.
- No refunds will be issued in cases of late cancellation, no-shows, missed flights or trains, or where the client has failed to communicate within the required time frames.
- Service complaints must be submitted within fourteen (14) days of journey completion. Unverified or unsubstantiated claims will not result in a refund.
6.6 VAT
Barons Transport operates under both principal and agent VAT accounting models depending on the nature of the booking. The applicable model will be clearly noted on your invoice. We recommend seeking independent tax advice if you intend to reclaim VAT on chauffeur services.
6.7 Chargebacks
Where a client initiates a chargeback with their card provider and our finance team is required to submit supporting documentation, an administrative fee of £150.00 will be applied to the client's account. This fee is non-refundable regardless of the outcome of the chargeback investigation.
6.8 Peak & Event Surcharges
Dynamic pricing adjustments may apply during periods of high demand, major public events, public holidays, and adverse weather conditions. Any surcharges applicable at the time of booking will be clearly communicated and confirmed before payment is taken.
6.9 Insurance
All vehicles operated by Barons Transport are covered by comprehensive commercial vehicle insurance, public liability insurance, and employer's liability insurance as required by law. Copies of relevant insurance certificates are available upon request.
7. Promotions & Vouchers
Promotional vouchers and discount codes are subject to the following conditions:
- Only one promotional code or voucher may be applied per booking.
- Promotional offers cannot be combined with any other discount, offer, or special rate.
- Welcome or first-booking discounts are valid for new clients only and are subject to a stated maximum discount value.
- We reserve the right to withdraw or amend any promotional offer at any time without prior notice.
- Vouchers have no cash value and are non-transferable.
8. Legal Terms
8.1 Operator Responsibility
Barons Transport operates in full compliance with the Private Hire Vehicles (London) (Operators' Licences) Regulations 2000. We accept responsibility for the conduct and professionalism of our chauffeurs, the roadworthiness and condition of all vehicles, and the safe and lawful execution of every journey.
8.2 Force Majeure
We shall not be held liable for any failure to perform, or delay in the performance of, our obligations where such failure or delay arises from circumstances beyond our reasonable control. This includes but is not limited to acts of God, extreme weather, pandemic or epidemic, acts of terrorism, civil unrest, government restrictions, strikes, or infrastructure failure.
8.3 Third-Party Platforms
Where bookings are made through third-party websites or aggregator platforms, we accept no liability for errors, pricing discrepancies, service interruptions, or data inaccuracies arising from those platforms. The client's contract remains with Barons Transport and these Terms and Conditions shall apply in full.
8.4 Governing Law & Jurisdiction
These Terms and Conditions are governed by and shall be construed in accordance with the laws of England and Wales. Any dispute arising in connection with these terms or our services shall be subject to the exclusive jurisdiction of the courts of England and Wales.
8.5 Severability
If any provision of these Terms and Conditions is found to be unlawful, invalid, or otherwise unenforceable, that provision shall be severed from the remainder of the document, which shall continue in full force and effect.
9. Privacy & Data Protection
9.1 GDPR & UK Data Protection Compliance
Barons Transport is committed to protecting the privacy and personal data of all clients. We collect and process personal data solely for the purposes of booking administration, journey management, billing, and customer service. Our data handling practices are conducted in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Clients have the right to:
- Request access to any personal data we hold about them.
- Request correction of any inaccurate or incomplete data.
- Request deletion of their personal data, subject to any legal retention obligations.
- Withdraw consent to data processing at any time.
We do not sell, rent, or share personal data with third parties for marketing purposes. Data may be shared with third parties solely where required by law or necessary for the fulfilment of the booked service (e.g., subcontracted drivers or payment processors). All data is stored securely on UK-based or compliant servers. For more details, see our Privacy Policy.
10. Complaints & Feedback
We take all client feedback seriously and are committed to resolving any concerns promptly and professionally. If you are dissatisfied with any aspect of our service, please contact us using the details below:
- Email: info@baronstransport.com
- Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
- Phone: +44 020 8997 7103
All complaints must be submitted within fourteen (14) days of the date of service. We will acknowledge your complaint within five (5) working days and aim to provide a full written resolution within twenty-eight (28) days. Where a complaint requires further investigation, we will keep you informed of progress throughout.