BUFFALO PLANT HIRE LTD – Terms & Conditions of Hire

Version: 1 • Effective Date: 5th December 2025

These Terms & Conditions apply to all hiring of plant, machinery, tools, and equipment supplied by Buffalo Plant Hire Ltd (the "Owner") to the Customer (the "Hirer"). By accepting delivery, paying a deposit, signing the hire agreement, or collecting any equipment, the Hirer assumes full responsibility for the machines and tools and agrees to these terms.

1. Definitions

• Owner / Company – Buffalo Plant Hire Ltd.
• Hirer – The individual or business hiring machinery or tools.
• Equipment – Any plant, machinery, tools, attachments, or related items supplied.
• Hire Period – From delivery/collection until equipment is returned and inspected.

2. Hire Charges, Discounts & Payment Terms

2.1 Hire Charges

All hire rates (daily or weekly) are provided at the time of booking and must be paid in full before delivery or collection.

2.2 Deposits

• A security deposit is required for all hires and must be paid before equipment is released.
• Deposits cover damage, fuel, cleaning, misuse, loss, wrong fuel, accessories, and late return fees.
• Deposits are refundable only after inspection, except for the delivery/call-out charge.

2.3 Additional Hire Days

• If the hire period is extended, the additional days must be paid within 5 business days of the extension.
• The deposit cannot be used to cover additional hire days.

2.4 Discounted Rates

• Discounted rates may be offered on selected equipment or during promotional periods.
• All discounts are at the Owner’s discretion and do not reduce any responsibility or liability of the hirer.
• Discounts do not apply to deposits, fuel, cleaning, damage, or additional charges.

2.5 Cancellation

• If the hire is cancelled before delivery, the deposit will be refunded in full.
• If delivery has already been dispatched, the delivery/call-out charge still applies.
• If delivery is refused due to lack of ID, payment, or access, the delivery charge still applies.

3. Identification & Proof of Address

3.1 Required Documentation

1. Valid photo ID (driving licence or passport)
2. Proof of address dated within the last 3 months (utility bill, council tax, bank statement, etc.)

3.2 Failure to Provide ID

• Hire will not proceed if acceptable ID/proof of address is not provided.
• Equipment will not be released until documentation is received.
• If delivery is already dispatched, the delivery charge will still apply.

3.3 Fraud Prevention

• Providing false or invalid ID may result in immediate hire cancellation, loss of deposit, police involvement, and civil recovery of losses or damages.

4. Hirer Responsibility & Risk

• Equipment becomes the responsibility of the hirer once they accept delivery, collect from our yard, or pay deposit & sign hire agreement.
• The hirer is fully responsible for safe operation, security, damage, misuse or loss, misfueling, theft, and breakdown caused by misuse.

4.3 Risk Assessments

• It is the hirer’s responsibility to carry out a risk assessment, ensure safe working conditions, operate machinery only in safe, legal environments, and follow all safety and operational guidelines.

Buffalo Plant Hire Ltd does not provide an operator.

5. Delivery, Access & Right of Access

• The hirer must provide clear and safe access for delivery and collection.
• Buffalo Plant Hire Ltd reserves the right to access equipment at all times for inspection, recovery, maintenance, safety concerns, non-payment or breach of terms.
• Hirers must not obstruct access. Additional charges may apply if access is restricted.

6. Breakdowns, Repairs & Recovery

• Equipment breakdowns due to mechanical faults will be supported 8:00 AM – 5:00 PM.
• The Company is not responsible for damage caused by breakdown, delays, or loss caused by breakdown.
• If breakdown is caused by misuse, overloading, incorrect fuel, or neglect, the hirer is fully liable for all costs.
• If equipment cannot be repaired or moved on-site, the hirer cannot force immediate removal or repair. Recovery will occur when safe and possible.

7. Loss, Theft & Damage

• The hirer is fully responsible for all damage, theft, loss, or vandalism from delivery until return.
• All replacement costs, repairs, recovery, and associated fees are chargeable.
• Equipment must be stored securely and safely.

8. Fuel

• Equipment must be returned with the same fuel level as supplied.
• Incorrect fuel is fully chargeable as damage.
• Refuelling charges: £3 per litre if returned empty.

9. Liability & Indemnity

• Buffalo Plant Hire Ltd is not liable for operational damage, site conditions, injuries or accidents, loss of earnings, environmental or third-party claims.
• The hirer agrees to indemnify and hold harmless Buffalo Plant Hire Ltd against any claims, losses, costs, or damages.

10. Termination of Hire

The Owner may terminate hire and recover equipment immediately if payment is overdue, equipment is misused, there is a safety risk, ID is fraudulent, access is refused, or terms are breached.

11. End of Hire / Off‑Hire Conditions

• Equipment must be clean and reasonably free from mud.
• Refuelled (refuelling charges apply if empty).
• Accessible for collection.

Hire continues until equipment is physically collected.

12. Additional Charges

• Minimum hire: 1 full day.
• Ground conditions: Hirer ensures safe, suitable access; owner accepts no liability for soft ground, hazards, slopes.
• Cleaning charges: Excessive mud, cement, clay, or contamination will incur charges.
• Failed delivery/collection: £40 call-out fee.
• Attachments & tools: Lost or damaged attachments/tools charged at replacement value.
• Tracks/tyres: All damage fully chargeable.

13. Full Liability Disclaimer & Indemnity

• Owner accepts no liability for any damage, loss, theft, accident, injury, delay, or cost from delivery or use.
• Hirer assumes all risk from delivery/collection, signing agreement, or paying deposit.
• Hirer indemnifies Owner against all claims arising from hire or equipment use.

14. Force Majeure

Owner not liable for failure or delay caused by events beyond control, including floods, storms, fire, strikes, transport disruption, or other events.

15. Equipment Inspection & Hirer Acknowledgment

• Hirer must inspect equipment on delivery/collection and report pre-existing damage.
• By accepting, paying, signing, or collecting, hirer confirms inspection and accepts full responsibility.

16. Governing Law

UK law applies to all hires and agreements.

17. GPS / Tracking Notice

• Some equipment may have GPS, telematics, immobilisers, or monitoring devices.
• Hirers consent to the use of GPS/telemetry for locating lost/stolen equipment, recovery if hire terms are breached, monitoring hours for servicing, and detecting misuse or unsafe operation.
• Tracking data is only used for hire-related purposes and not personal profiling.