Rental terms

1. The agreement

This agreement is between Traversent Car Rentals & Tours Ltd ("Traversent", "we", "us") and the renter named on page 1 ("you"). It is made up of page 1 (reservation, vehicle, renter, charges and condition report), these terms, and any document we give you at handover, such as a cross-border authority. By signing, you confirm that the details you gave us are true and complete. If any part of this agreement is found unenforceable, the rest still applies.

2. Who may drive

Only the renter and the additional drivers named on this agreement may drive the vehicle. Every driver must be at least 23 years old, hold a full driving licence valid in Zambia for at least 2 years, and show it with an NRC or passport at handover. A foreign licence not written in English must be accompanied by an International Driving Permit. You are responsible for the acts of every person you allow in or near the vehicle. If an unnamed driver uses the vehicle, all damage cover is void.

3. Chauffeur-driven rentals

When the rental includes a Traversent driver, only our driver may drive. The daily rate covers up to 10 driving hours per day; extra time is charged at ZMW 150 per hour. For trips outside Lusaka you provide the driver's accommodation and meals, or pay a ZMW 500 allowance per night. Our driver may refuse any instruction that breaks the law, is unsafe, or exceeds the agreed route or hours, and may stop to rest when tired. Clauses on who may drive, fuel and damage caused by the renter still apply.

4. Payment and security deposit

Prices are in Zambian Kwacha. A booking is confirmed once the reservation payment is received, and the full rental must be paid before the keys are handed over unless your company has approved account terms. For self-drive rentals we hold the security deposit shown on page 1 by card, mobile money, cash or bank transfer. We may use the deposit for any amount you owe under this agreement. We release the balance within 7 working days of return once the vehicle has been inspected and any fines or tolls have been checked. Card and mobile money refunds also depend on your provider's processing time.

5. Changes, cancellation and no-shows

Cancel at least 48 hours before pick-up for a full refund of what you have paid. If you cancel later, we charge 1 day(s) of rental and refund the rest. If you do not collect the vehicle within 2 hours of the pick-up time without telling us (a no-show), the reservation payment is not refunded. Changes to dates or vehicle depend on availability and may change the price. Returning early does not entitle you to a refund for unused days unless we agree in writing.

6. Handover and condition

We hand over the vehicle clean, roadworthy, licensed and insured, with a spare wheel, jack, wheel spanner, warning triangles, fire extinguisher and reflective jacket. Together we record the odometer, fuel level and any existing damage on page 1, with photos. Check the record before you sign: damage not recorded at handover is treated as having happened during your rental. You must return the vehicle with all its keys, documents and equipment.

7. Looking after the vehicle

Drive carefully, keep within the posted speed limits, and never above 120 km/h, and obey the Road Traffic Act and all traffic laws. Lock the vehicle and keep the keys with you at all times, and park in a secure place at night. Check oil, water and tyre pressures on long trips. Stop and call us if a warning light comes on. Repairs, servicing or parts need our approval first; we refund approved costs against receipts. The vehicle may be fitted with a tracking device.

8. Prohibited use

You may not use the vehicle: (a) while any driver is under the influence of alcohol or drugs; (b) for any illegal purpose; (c) to carry passengers or goods for hire, or to teach anyone to drive; (d) to tow, push or carry loads beyond the manufacturer's limits or on the roof without our approval; (e) in races, rallies, speed tests or reckless driving; (f) off-road, or on unpaved roads in a vehicle that is not a 4x4 (4x4 vehicles may use gravel roads and national park roads, but not riverbeds, sand dunes or flooded roads); (g) outside Zambia without written cross-border authority; (h) to carry more people than there are seat belts, or children without suitable child seats; (i) to carry dangerous, flammable or illegal goods, or animals other than service animals; (j) while using a hand-held phone. Smoking and vaping in the vehicle are not allowed. Prohibited use ends the rental at once, cancels all damage cover, and makes you fully responsible for every loss.

9. Fuel

The vehicle is handed over with the fuel level shown on page 1 and must be returned with the same level. If it comes back with less, we charge the fuel needed at the current pump price plus a ZMW 250 refuelling fee. We do not refund extra fuel. Use the correct fuel type: misfuelling damage is not covered.

10. Mileage

Unless page 1 shows unlimited mileage, the rental includes 125 km per day over the whole rental. Extra kilometres are charged at the per-kilometre rate on our price list, based on the odometer readings on page 1. If the odometer stops working or has been tampered with, we charge based on the distance of your trip, at a minimum of 500 km per day.

11. Return and late return

Return the vehicle to the agreed place at the date and time on page 1. To extend, contact us before the return time; extensions depend on availability and are charged at the daily rate. We allow 59 minutes' grace. After that, each late hour is charged at 25% of the daily rate, and after 3 hours a full extra day is charged for each day or part day. If the vehicle is not returned within 24 hours of the return time and we cannot reach you, we may report it as stolen and recover it at your cost. If you return the vehicle outside office hours, you remain responsible for it until we inspect it.

12. Cleaning, keys and documents

Normal dust is fine. If the vehicle needs more than a standard wash because of mud, stains, sand, rubbish or spills, we charge a ZMW 500 cleaning fee. Evidence of smoking costs ZMW 2,000. Lost or damaged keys, remotes, documents or equipment are charged at replacement cost, plus loss of use while they are replaced.

13. Damage, theft and your excess

The vehicle is comprehensively insured. If it is damaged during your rental, whatever the cause, you pay up to the excess of ZMW 15,000 for each incident. If it is stolen or written off, you pay 10% of its market value. You pay the full cost of the damage, loss of use at the daily rate while the vehicle is off the road, and towing and recovery costs, with no excess limit, if: the damage was caused by prohibited use, an unnamed driver, alcohol or drugs, negligence (such as leaving the keys in the vehicle or driving through flood water), or misfuelling; the damage is to tyres, wheels, windscreen, underbody or interior; or the incident was not reported to us and to the police as clause 14 requires. We decide the cost from an approved panel beater's quote or invoice and will share it with you.

14. Accidents, breakdowns and theft

In an accident: stop, make the scene safe, get help for anyone injured, and call us on +260 770 700 411 straight away. Report the accident to the nearest police station within 24 hours and give us the police report number. Take photos, and record the other driver's name, licence, phone number, vehicle registration and insurer. Do not admit liability or agree to any payment. Report theft to the police and to us at once and hand us the keys. If the vehicle breaks down through no fault of yours, call us: we arrange repair or a replacement vehicle as soon as we reasonably can, and we do not charge for the time you lose. Our responsibility is limited to that, and does not cover hotel, travel or other indirect costs.

15. Traffic fines and tolls

You are responsible for all traffic fines, speed-camera fines, parking charges, toll fees and impound costs during the rental, including those received after you return the vehicle. If an authority contacts us about one, we will pay it or give them your details, and charge you the amount plus a ZMW 250 administration fee.

16. Travel outside Zambia

The vehicle may leave Zambia only with our written cross-border authority, requested at least 3 working days in advance. The authority costs ZMW 1,500; you also pay border fees, road permits, carbon tax, and COMESA Yellow Card or other foreign insurance. Taking the vehicle across a border without authority cancels all damage cover, and the vehicle may be impounded at your cost.

17. Your belongings and our liability

We are not responsible for loss of or damage to belongings left in the vehicle, or for losses caused by delays, breakdowns or accidents beyond our control, except where the law does not allow us to exclude it. You agree to compensate us for claims, costs and fines we incur because of your use of the vehicle or a breach of this agreement.

18. Ending the rental early

We may end this agreement and take back the vehicle at any time, without a refund for unused days, if you break any of these terms, if the vehicle is used unlawfully or recklessly, or if the information you gave us turns out to be false. You pay our reasonable recovery costs.

19. Your information

We use your personal information to manage this rental, verify your identity and licence, collect what is owed, and meet our legal duties under the Data Protection Act, 2021. We share it only with insurers, the police, the Road Transport and Safety Agency, courts, collection agents or other authorities when needed for this rental, or when the law requires it. We may contact you by phone, SMS, WhatsApp or email about the rental. You may ask to see or correct your information by contacting reservations@traversents.com.

20. Law and disputes

This agreement is governed by the laws of the Republic of Zambia. We will try to settle any disagreement with you directly first; contact reservations@traversents.com or +260 770 700 411. If we cannot agree, the courts of Zambia sitting in Lusaka will decide. Any change to this agreement must be in writing and approved by Traversent. All charges are subject to a final check after the rental, and we will correct any error in your favour or ours, with an explanation.