Terms & Conditions

Vehicle Rental

Terms & Conditions

These Terms and Conditions and the signed Rental Document constitute the Rental Agreement between Pacific North Westy, LLC (dba PacWesty), the “Company” and you the “Renter” for the vehicle Rental described in the executed Rental Document.

general requirements

Renter Eligibility

  • Renter must be 25 years of age with a valid driver’s license to rent and drive a Company vehicle.
  • Renter is required to pass a DMV verification within 72 hours of reserving a Company vehicle.
  • DUI’s or excessive moving violations may disqualify a person from renting and/or driving Company vehicles.
  • Renter’s deposit will be fully refunded if Renter fails the DMV verification.

Additional Driver(s)

  • All drivers must be identified before commencement of Rental.
  • Additional drivers must pass a DMV verification and meet the renter eligibility requirements.
  • Undisclosed, unverified persons are not allowed to drive Company vehicles.

vehicle use

No Off-road Use

  • Company vehicles are intended for paved roads and highways. These vehicles can get stuck on loose gravel, muddy areas, or other unstable terrain.
  • Getting a Company vehicle stuck because of improper road conditions is the financial responsibility of the Renter.
  • Even if road-side assistance is purchased, assistance cannot be guaranteed in off-road conditions/terrain.

Area of Operations

  • Renter must identify their intended destination and itinerary.
  • Company vehicles are best suited for travel in Washington and Oregon. Should Renter wish to travel outside this area, Company approval is required.

Driving and Traffic Laws

  • Renter is responsible for knowing and adhering to all applicable driving and traffic laws.
  • Renter must obey all traffic signs and speed limits.
  • In the event of a fine or penalty for violating parking or traffic laws, the Renter is responsible for the fine or penalty. Renter must pay any fines directly.  If the Company is required to pay an unreported/undisclosed fine, the Renter will be charged that amount, plus an additional 15% fee.

Other Operating Requirements/Restrictions

  • There is absolutely no smoking in Company vehicles. Renter will be charged an additional cleaning fee of $250 (minimum) if there is evidence of smoking in a Company vehicle.
  • There is no standing, sitting, or climbing on top of a Company vehicle.
  • Commercial or business use of a Company vehicle by Renter in not allowed.
  • It is prohibited to use a Company vehicle for towing other vehicles.
  • Towing of a trailer must be approved by the Company in advance of Rental.
  • Pets are prohibited in vehicles unless written approval is granted by the Company. Additional fees apply.

pick-up and drop-off

  • Company vehicle pick-up and drop-off takes place at the Company rental facility on Bainbridge Island, located at 13021 Zanshin Lane NE, Unit C3.
  • Company vehicles are available for pick-up after 12 pm on the day Rental commences. The orientation and check-out process can take approximately 1 hour.
  • Company vehicles are due back by 1 pm on the final day of the Rental. Renters shall be charged a Late Fee if the vehicle is returned late, as follows:
    • For up to 4 hours late, the Late Fee is 25% of the daily rental rate.
    • More than 4 hours late, the Late Fee is 100% of the daily rental rate.
  • At the Company’s discretion, other pick-up and drop-off arrangements may be agreed to. Alternate arrangements should be proposed and agreed to as far in advance as possible.  Additional fees apply.
  • The vehicle will have a full tank of fuel at the time of pick-up and must be returned with a full tank at drop-off. If the vehicle is not returned full of fuel, the Renter will be charged a refueling fee.  This fee is equal to the actual fuel cost, plus 15%.
  • Vehicles must be returned free of damage, with the complete inventory, and with all trash and debris removed. Excessively dirty vans, damaged vans or missing inventory (aside from consumables) will incur additional cleaning, damage or replacement fees.

Deposits, Reservations, and Cancellations

Booking Deposit

  • A Booking Deposit is required for a reservation to be confirmed. The Booking Deposit is $300.

Full Payment

  • Full payment for the Rental is due 30 days prior to the departure date. It will be charged automatically to the Renters credit card.

Security Deposit

  • A Security Deposit of $1,000 is collected on the day of rental departure. The Security Deposit covers damage or additional fees which occur during the Rental period.  At the Company’s discretion, the Security Deposit may be applied toward the insurance deductible if there is a damage claim.

Cancellations Prior to Departure

  • If Renter cancels 60 days or more before Rental departure, one-half (50%) of the Booking Deposit will be refunded to the Renter.
  • If Renter cancels within 60 days of Rental departure none of the Booking Deposit will be refunded.
  • If the Renter cancels within 30 days of Rental departure, none of the payments made to the Company will be refunded.
  • If Renter forfeits fees due to a cancellation by the Renter, Renter shall have 12 months to reserve and commence an alternate Rental. In such case 80% of all forfeit (non-refunded) fees shall be credited to the alternate Rental.  Such alternate Rental is subject to vehicle availability.
  • Renter may not cancel and there are no refunds for a Rental that has commenced.
  • The Company reserves the right to cancel a reservation at any time prior to and through the last day of a Rental. Reasons for cancellations include, but are not limited to natural disasters, unsafe weather conditions and/or road conditions, as well as vehicle mechanical issues.  If the Company cancels a Rental it will refund the Rental the unused portion of the Rental period, unless the cancellation was a result of Renter negligence, violation of any of these Terms and Conditions, or being deemed unfit to operate the vehicle.
  • The Company may cancel or terminate a reservation at any time prior to and through the last day of Rental if the Renter violates any of these Terms and Conditions, is negligent, or is deemed unfit to operate the vehicle.

Vehicle Substitutions

  • The Company may substitute a vehicle other than the one originally reserved by Renter at any time.

Required Insurance

  • Insurance on all rentals is required and must be obtained through the Company’s travel partner Wheelbase, Inc.
  • All drivers must be at least 25 years of age to be covered by the insurance.
  • There is a $1,000 deductible on the insurance policy. The deductible is the responsibility of the Renter.
  • The insurance package provides $200,000 collision and comprehensive coverage, as well as $1,000,000 3rd party liability.
  • If an incident occurs, the Renter shall contact both Wheelbase, Inc. and the Company as soon as it is safe to do so.
  • The Company is not responsible for any delays or cost related to incidents.
  • There is no refund for unused portions of a Rental should an incident occur – regardless of fault.

Roadside Assistance

  • If Renter gets a Company vehicle stuck, they are financially responsible for any associated towing, repair or cleaning charges.
  • The Renter may purchase 24-hour road-side assistance through the Company’s relationship with Wheelbase, Inc. This is highly recommended.
  • Roadside assistance is limited to accessible roads and area. If Renter chooses to travel into inaccessible or remote areas, they do so at their own financial risk.

Breakdowns and Delays

  • If a mechanical breakdown occurs the Company will endeavor to carry out corrective repairs in an expeditious manner – provided this occurs on approved roads in accessible areas.
  • If repairs cannot be completed expeditiously, the Company will attempt to provide a back-up vehicle.
  • If a back-up vehicle is not available or a vehicle exchange is not practical (as determined by the Company), the Company will refund the remaining days rental fees.
  • The Company is not responsible for additional costs associated with the Renter adjusting their travel plans should that become necessary.
  • If a vehicle breaks down in an unimproved, remote, or inaccessible area all related costs of towing and repairs are the responsibility of the Renter.
  • If a mechanical breakdown is a result of the Renter’s negligence (such as running a vehicle without water or oil, driving in off-road terrain, driving in a hazardous or illegal manner) the Renter will be financially responsible for any towing and repairs. The Company alone determines negligence.

Injury, Damage, and Loss

  • The Company is not responsible for any damages, inconveniences, injury, or loss to a person or property from any vehicle or related equipment rented to the Renter by the Company.
  • The Company’s liability is limited to refund of Rental days not used that are a result of a mechanical breakdown in approved areas – not caused by the actions of the Renter.