Booking Terms and Conditions (Authentic Self-Drive Car Hire)
Last updated: [23rd September 2026]
These Terms and Conditions (“Terms”) govern every vehicle rental booking made with Authentic Self Drive (“we,” “us,” “our,” “the Company”). By submitting a booking, paying a deposit, or taking delivery of a vehicle, the person named on the booking (“the Renter,” “you”) agrees to be bound by these Terms in full. Please read them before booking.
1. Definitions
- Vehicle means the 4×4 or other vehicle hired under this agreement, together with any fitted equipment (rooftop tent, camping gear, fridge/cool box, navigation device, etc.) included in the booking.
- Rental Period means the dates and times specified on the booking confirmation, from handover to return.
- Renter means the individual who signs the rental agreement and is responsible for the Vehicle during the Rental Period.
- Additional Driver means any person other than the Renter authorized in writing to drive the Vehicle.
- Excess means the maximum amount the renter is liable for in the event of damage, loss, or theft, as stated in the booking confirmation.
2. Eligibility to Rent
2.1 The Renter and any Additional Driver must:
- Be at least 18 years old, and no older than 95 at the time of rental.
- Hold a valid driver’s license from their country of residence, held for a minimum of 2 years.
- Hold a valid International Driving Permit (IDP), where the renter’s home license is not issued in English.
- Present a valid passport for identification purposes.
2.2 Renters under any stated minimum age threshold may be accepted subject to an underage surcharge, at the Company’s discretion.
2.3 The Company reserves the right to refuse a booking, or refuse to hand over a Vehicle, where these eligibility requirements are not met or where supporting documents cannot be verified.
3. Booking and Payment
3.1 A booking is only confirmed once the company has received the required deposit and issued written confirmation.
3.2 Rental rates are quoted per the vehicle category, rental duration, and any add-ons (rooftop tent and camping kit, GPS/navigation device, satellite phone, child seat, additional driver, driver-guide add-on, etc.) selected at the time of booking.
3.3 A security deposit of [insert amount/structure] is payable before vehicle handover, refundable after return subject to the vehicle being returned in the condition it was issued, with a full tank (or as per the agreed fuel policy) and without unresolved fines, tolls, or damage.
3.4 Long-term rentals (typically 28 days / one month or more) may qualify for discounted rates. Exact long-term pricing, payment schedule (e.g. monthly installments), and minimum notice for early termination will be confirmed in writing for each long-term contract and form part of that Renter’s specific agreement alongside these Terms.
3.5 Prices, deposits, and fees stated on the website or in a quote are estimates until confirmed in a written booking confirmation for the Renter’s specific dates and vehicle. Rates may vary with season, fuel prices, and vehicle availability.
4. Cancellations and Amendments
4.1 Cancellation terms and any applicable cancellation fees will be set out in the booking confirmation and vary with how far in advance a booking is cancelled relative to the start of the rental period.
4.2 Amendments to a confirmed booking (dates, vehicle category, add-ons) are subject to availability and may affect the quoted rate.
4.3 The Company reserves the right to substitute a comparable vehicle where the originally booked vehicle is unavailable due to mechanical issues, prior damage, or circumstances beyond the Company’s control, and will notify the Renter as early as possible.
5. Documents Required at Handover
Before the vehicle is released, the renter must present:
- A valid driver’s license (original, not a copy)
- A valid International Driving Permit, where applicable
- A valid passport
- Proof of the payment/deposit specified in the booking confirmation
Failure to produce any required document at handover may result in the booking being treated as a no-show, subject to the Company’s cancellation terms.
6. Use of the Vehicle
6.1 The Vehicle may only be driven by the Renter and any Additional Driver named and authorized in writing on the rental agreement.
6.2 The Vehicle must be driven in accordance with the traffic laws of the country in which it is being used, including speed limits, seatbelt use, and prohibitions on driving under the influence of alcohol or drugs.
6.3 The Renter agrees not to:
- Use the Vehicle to carry passengers or goods for hire or reward.
- Use the Vehicle for any illegal purpose, or to tow another vehicle unless expressly agreed in writing.
- Drive off designated roads or tracks in national parks or conservation areas, except where marked or expressly permitted.
- Exceed the passenger or load capacity of the Vehicle.
- Sub-let, sub-hire, or transfer the rental agreement to a third party.
6.4 Night driving on rural roads is strongly discouraged for safety reasons and, where relevant to a specific route or vehicle policy, may affect insurance cover or breakdown response times — the Renter should confirm this with the Company before planning night travel.
6.5 The Renter is responsible for carrying sufficient fuel, water, and basic supplies on routes to and between national parks, where fuel stations are limited.
7. Mileage
7.1 The mileage terms for the booking (unlimited mileage, or a mileage allowance with a per-kilometer charge for excess distance) will be stated in the booking confirmation. Long-term rentals may be subject to a monthly mileage cap rather than an unlimited allowance — this will be confirmed at the time of booking.
8. Insurance and Liability
8.1 The Vehicle is provided with the insurance cover specified in the booking confirmation, which will typically include third-party cover as a minimum, with comprehensive cover offered on most rentals.
8.2 The Renter is liable, up to the stated Excess, for any loss or damage to the Vehicle arising during the Rental Period, except where such loss or damage is proven to result solely from a manufacturing or mechanical defect not caused or contributed to by the Renter.
8.3 Standard insurance cover typically excludes, unless otherwise stated: damage to tires and windscreens, damage from driving on unauthorized routes or off-road outside permitted areas, damage caused while under the influence of alcohol or drugs, and damage resulting from a breach of these Terms. The Renter should confirm exactly what is and is not covered before departure.
8.4 Insurance cover is valid within the country of rental. Cover for cross-border travel (see Section 9) must be arranged separately and confirmed in writing before the Renter crosses any international border.
8.5 The Company’s total liability to the Renter, however arising, is limited to the value of the rental agreement, except where liability cannot be excluded or limited by law.
9. Cross-Border Travel
9.1 Cross-border travel is only permitted where agreed with the Company in writing in advance of the Rental Period. Undisclosed cross-border travel is a breach of these Terms and may void insurance cover.
9.2 Where cross-border travel is agreed, the Renter is responsible for ensuring they hold or obtain, in good time:
- Any required Temporary Vehicle Import Permit (TVIP) for the destination country.
- Cross-border motor insurance (such as a COMESA Yellow Card or equivalent), where required.
- Any visa, entry permit, or other immigration document required for the destination country.
9.3 The Company will advise on the general documentation typically required for a given border crossing, but the Renter remains responsible for confirming current requirements with the relevant immigration and customs authorities before travel, as these requirements change.
9.4 Additional fees apply for cross-border rentals, as stated in the booking confirmation for that specific route.
10. Breakdown and Roadside Support
10.1 In the event of a breakdown, mechanical fault, or accident, the Renter must contact the Company immediately using the emergency contact details provided at handover.
10.2 The Company will arrange repair, recovery, or a replacement vehicle as appropriate, in line with the support terms stated in the booking confirmation. [Insert specifics: response times, coverage area, after-hours support, any costs the Renter bears such as recovery outside a defined service area.]
10.3 The Renter must not authorize repairs to the Vehicle without the Company’s prior approval, except where necessary for immediate safety.
11. Traffic Fines, Tolls, and Penalties
11.1 The Renter is responsible for all traffic fines, toll charges, impoundment fees, and any other penalties incurred during the Rental Period, whether notified during the rental or after the Vehicle has been returned.
11.2 The Company may charge any such fines or penalties, plus a reasonable administration fee, to the Renter’s deposit or payment method if not settled directly by the Renter.
12. Rooftop Tent and Camping Equipment
12.1 Where a rental includes a rooftop tent and/or camping equipment, the Renter is responsible for its condition and for returning all items provided, in normal working condition, at the end of the Rental Period.
12.2 The Company will brief the Renter on correct use and setup of the rooftop tent and any camping equipment at handover. Damage arising from incorrect use, after this briefing, may be charged to the Renter.
12.3 Camping should only take place at designated, permitted sites, including within national parks where camping fees and regulations apply separately from this rental agreement.
13. Vehicle Return
13.1 The Vehicle must be returned to the agreed location, on the agreed date and time, in the condition it was issued (fair wear and tear excepted), with the fuel level agreed at handover.
13.2 Late returns not agreed in advance may incur additional daily charges at the applicable rate.
13.3 The Company will inspect the Vehicle at return in the Renter’s presence where possible, and any damage, missing items, or fuel shortfall will be noted and charged in accordance with Sections 8 and 12.
14. Additional Drivers and Driver-Guide Option
14.1 Additional Drivers must be declared and approved before the start of the Rental Period and meet the same eligibility requirements as the primary Renter (Section 2). An additional driver fee may apply.
14.2 Renters who prefer not to self-drive the entire route may request a driver-guide as a hybrid option, subject to availability and additional cost. Where a driver-guide is provided for all or part of the rental period, responsibility for the Vehicle during those driven segments shifts to the driver-guide, as set out in the specific booking confirmation.
15. Force Majeure
The Company is not liable for delay, failure to perform, or any loss arising from circumstances beyond its reasonable control, including but not limited to civil unrest, border closures, extreme weather, road closures, or government restrictions. Where such circumstances affect a booking, the Company will work with the Renter in good faith on rescheduling, substitution, or partial refund as appropriate to the circumstances.
16. Complaints
Any complaint regarding the vehicle, service, or these terms should be raised with the Company as soon as possible, ideally during the rental period, so it can be addressed promptly. Email: Authentic Self-Drive
17. Governing Law
The laws of Uganda, Kenya, Tanzania, Rwanda, Burundi, and Congo govern these terms
18. Changes to These Terms
The Company may update these Terms from time to time. The version in force when a booking is confirmed applies to that booking.
Acknowledgement
By confirming a booking, making payment, or taking delivery of the Vehicle, the Renter confirms they have read, understood, and agree to these Terms and Conditions in full.