Terms & Conditions

1. Introduction and Acceptance

1.1 These Terms and Conditions ("Terms") govern the hire of vehicles and the provision of chauffeur-driven executive mobility services by BSA Mobility, a trading division of Blackwood Strategic Advisory (Private) Limited ("the Company", "BSA Mobility", "we", "us", "our"), a company incorporated in Zimbabwe, to any individual, corporate entity, or agent booking services on their behalf ("the Client", "you", "your").

1.2 By making a booking, signing a rental agreement, or using any vehicle or service provided by the Company, the Client accepts and agrees to be bound by these Terms in full.

1.3 Where a Client books on behalf of a third party (for example, a principal, employee, or guest), the Client warrants that they have authority to bind that third party and remains jointly and severally liable for compliance with these Terms.

1.4 These Terms apply to both (a) Chauffeur-Driven Services, in which a Company-provided chauffeur operates the vehicle at all times, and (b) Self-Drive Hire, in which the vehicle is hired without a chauffeur and driven by the Client or an Authorised Driver. Clauses that apply to only one service type are marked accordingly.

2. Definitions

• "Authorised Driver" — a person nominated by the Client and approved in writing by the Company to drive a Self-Drive vehicle.

• "Booking Confirmation" — written confirmation issued by the Company confirming the vehicle, chauffeur (if applicable), dates, rate, and any special terms of a specific hire.

• "Chauffeur" — a Company employee or contracted driver assigned to operate a vehicle on a Chauffeur-Driven booking.

• "Hire Period" — the period from the agreed collection/commencement time to the agreed return/completion time recorded on the Booking Confirmation.

• "Premium Fleet" — the Company's executive-grade vehicles.

• "Auxiliary Fleet" — the Company's standard-grade support vehicles.

• "Vehicle" — any motor vehicle made available by the Company under these Terms, together with its keys, documents, accessories and equipment.

• "Principal" — the ultimate passenger(s) for whom mobility services are arranged, where different from the Client who made the booking.

3. Services Offered

3.1 Chauffeur-Driven Executive Mobility — including airport transfers, point-to-point transport, event and roadshow transport, full/half-day executive hire, and multi-day itineraries, using vehicles from the Premium Fleet or Auxiliary Fleet as booked.

3.2 Self-Drive Hire — vehicles made available to the Client or an Authorised Driver without a Company chauffeur, subject to the eligibility requirements in Clause 4.

3.3 The specific vehicle make and model provided is subject to availability. Where the Company substitutes a vehicle of equal or higher category at no additional cost, this does not constitute a breach of these Terms. Any downgrade will be communicated in advance with a corresponding rate adjustment.

3.4 Services are provided principally within Harare and Zimbabwe. Travel outside a [XX km] radius of Harare, or outside Zimbabwe, requires prior written approval and may attract additional charges — see Clause 11.

4. Eligibility Requirements (Self-Drive Hire)

4.1 To hire a vehicle on a Self-Drive basis, the Client or Authorised Driver must:   (a) be at least [25] years of age;   (b) hold a valid driver's licence held for a minimum of [3] consecutive years;   (c) where the licence was not issued in Zimbabwe, hold a valid International Driving Permit or a licence otherwise recognised under Zimbabwean road traffic law, together with the original foreign licence;   (d) present a valid passport or national identification document and proof of residential address;   (e) provide a valid credit or debit card in their own name for the security deposit under Clause 7.

4.2 The Company may, at its sole discretion, decline a Self-Drive booking or require a Chauffeur-Driven booking instead, including on the basis of driving history, apparent intoxication, or any other reasonable safety concern.

4.3 Only the Client and any Authorised Driver named on the Booking Confirmation may drive the Vehicle. Driving by any unauthorised person immediately voids insurance cover under Clause 15 and is a material breach of these Terms.

4.4 This Clause 4 does not apply to Chauffeur-Driven Services, where the Vehicle is at all times operated by the Company's Chauffeur.

5. Bookings, Quotations and Confirmation

5.1 Bookings may be made via [telephone / WhatsApp / email / the Company website] and are subject to vehicle and chauffeur availability.

5.2 Quotations are valid for [7] days from issue unless stated otherwise, and do not themselves constitute a confirmed booking.

5.3 A booking is confirmed only once the Company has issued a Booking Confirmation and, where required, received the applicable deposit under Clause 6.

5.4 The Client is responsible for providing accurate flight numbers, pick-up addresses, contact numbers and any special requirements at the time of booking. The Company is not liable for service failures caused by inaccurate information supplied by the Client.

5.5 For airport transfers, the Company monitors flight arrival times where a valid flight number has been provided, and will adjust the Chauffeur's arrival accordingly at no extra charge, subject to Clause 9 (waiting time).

6. Rates, Fees and Payment Terms

6.1 All rates are quoted and payable in United States Dollars (USD) unless otherwise agreed in writing. The Company may, at its discretion, accept payment in Zimbabwe Gold (ZiG) or another approved currency, converted at the ruling Reserve Bank of Zimbabwe interbank rate on the date of payment.

6.2 Unless stated as VAT-inclusive, all rates are exclusive of Value Added Tax, levied at the prevailing statutory rate (15.5% as at the date of this document) under the Value Added Tax Act [Chapter 23:12], and will be added to the Client's invoice.

6.3 Accepted payment methods include [bank transfer / EcoCash / major credit and debit cards / cash]. Corporate accounts with approved credit terms may be invoiced in arrears in accordance with their individually agreed terms.

6.4 Rates cover the Vehicle, Chauffeur (where applicable) and a standard fuel allowance for the itinerary confirmed at booking. Additional charges may apply for: waiting time beyond [30] minutes at USD [X] per hour or part thereof; additional stops or detours outside the original itinerary; after-hours or public holiday surcharges; and out-of-town or cross-border travel per Clause 11.

6.5 Full payment (or an agreed deposit, with the balance due before or at commencement of the Hire Period) is required to confirm a booking, unless the Client holds an approved corporate account.

6.6 The Company may review and adjust its rates from time to time; the rate applicable to a confirmed booking is the rate stated on the Booking Confirmation and will not change once confirmed, save for additional charges properly incurred under Clause 6.4.

7. Security Deposit

7.1 For Self-Drive Hire, the Client must provide a refundable security deposit of USD [X] (or the amount specified for the vehicle category booked), held as a pre-authorisation or hold on a credit card, or a cash/bank deposit where a card is unavailable.

7.2 The deposit is released or refunded within [X] business days of the Vehicle's return, provided it is returned on time, undamaged, clean, and with the agreed fuel level, and subject to no outstanding fines, tolls or charges.

7.3 The Company may deduct from the deposit any amount reasonably due under these Terms, including the insurance excess under Clause 15, before releasing the balance.

7.4 No security deposit is required for Chauffeur-Driven Services, as the Vehicle remains under the Company's Chauffeur's control at all times.

8. Cancellations, Amendments and No-Shows

8.1 Cancellations must be made in writing (email or WhatsApp to the booking contact) and take effect from the time received.

8.2 Unless a different policy is agreed in writing for a specific Client or event:   (a) cancellations more than 48 hours before the scheduled start of the Hire Period: full refund of any deposit paid;   (b) cancellations between 24 and 48 hours before the start: 50% of the total booking value is retained;   (c) cancellations less than 24 hours before the start, or a no-show: 100% of the total booking value is retained.

8.3 Amendments to dates, times or itinerary are subject to availability and may be treated as a cancellation and rebooking if requested with less than [X] hours' notice.

8.4 The Company will use reasonable efforts to accommodate last-minute changes but cannot guarantee vehicle or chauffeur availability outside the confirmed booking.

8.5 The Company may cancel or suspend a booking, with a full refund of amounts paid for services not rendered, in the event of Force Majeure (Clause 21), a safety concern, or non-payment.

9. Duration of Hire, Extensions and Late Return

9.1 The Hire Period is as stated on the Booking Confirmation. A grace period of [15–30] minutes applies before late charges accrue.

9.2 Extensions must be requested and approved in advance where possible; unapproved extensions are charged at the applicable hourly or daily rate, calculated pro-rata, plus any applicable surcharge.

9.3 For Chauffeur-Driven Services, if the Client's activity overruns the confirmed period, the Chauffeur remains on standby at the applicable waiting-time rate under Clause 6.4, subject to the Chauffeur's statutory rest requirements.

9.4 For Self-Drive Hire, failure to return the Vehicle within the grace period without prior agreement may be treated by the Company as unauthorised use of the Vehicle.

10. Fuel Policy

10.1 Self-Drive Hire is provided on a full-to-full basis: the Vehicle is issued with a full tank and must be returned with a full tank. Vehicles returned with less fuel will be refuelled by the Company, with the cost plus a reasonable service fee deducted from the security deposit.

10.2 For Chauffeur-Driven Services, fuel for the confirmed itinerary is included in the quoted rate. Materially extended routes, additional stops, or out-of-town travel outside the original itinerary may incur additional fuel charges as agreed in advance.

11. Mileage, Geographic Limits and Cross-Border Travel

11.1 [Standard bookings include up to X km per day, with additional distance charged at USD X per km / Bookings within Harare are unlimited-mileage; out-of-town bookings are charged per km beyond the Harare metropolitan area] — Company to confirm applicable policy.

11.2 Travel outside Zimbabwe (including to Mozambique, Zambia, or South Africa) requires the Company's prior written consent and at least [X] days' notice, and may require additional insurance, cross-border permits, and a higher security deposit. Unauthorised cross-border travel is a material breach of these Terms and voids insurance cover.

11.3 The Company may restrict use of certain Vehicles to specified regions or road types (for example, tarred roads only), having regard to the vehicle's specification and insurance terms.

12. Chauffeur Conduct and Service Standards (Chauffeur-Driven Services)

12.1 Chauffeurs are trained, presented in Company attire, and briefed on the confirmed itinerary in advance. The Company targets punctual arrival at the agreed pick-up time and communicates promptly with the Client in the event of any unavoidable delay.

12.2 Chauffeurs follow the Client's reasonable instructions as to route and stops, save where doing so would be unsafe, unlawful, or would require exceeding the Vehicle's rated passenger or luggage capacity.

12.3 Company Chauffeurs may not consume alcohol or prohibited substances at any time while on duty, smoke inside the Vehicle, or carry passengers or items not authorised by the Client or the Company.

12.4 A Chauffeur may decline to continue a journey, or request that a passenger disembark, where continuing would endanger the safety of any person or the Vehicle — for example, in cases of intoxication resulting in dangerous behaviour, violence, or a direct instruction to break the law. No refund is due for services not rendered in such circumstances.

12.5 Any complaint regarding Chauffeur conduct should be directed to the Company through the channels in Clause 26 as soon as reasonably possible.

13. Client Responsibilities and Prohibited Use

13.1 The Client (and, in Self-Drive Hire, any Authorised Driver) shall:   (a) treat the Vehicle and any Chauffeur with respect and in accordance with the law;   (b) not smoke inside any Vehicle;   (c) not transport animals without the Company's prior written consent;   (d) not permit the Vehicle to carry more passengers or luggage than its rated capacity;   (e) promptly notify the Company of any mechanical issue, warning light, or damage arising during the Hire Period.

13.2 The Vehicle must not, under any circumstances, be used:   (a) for any unlawful purpose;   (b) to carry passengers for hire or reward other than as contracted with the Company;   (c) to tow another vehicle or trailer, unless expressly agreed;   (d) off-road or on unpaved or unmaintained roads not suited to the vehicle, save where the vehicle is expressly hired for that purpose;   (e) in any race, rally, speed test, or for driving instruction;   (f) while the driver is under the influence of alcohol, drugs, or any impairing substance;   (g) by any person other than the Client, an Authorised Driver, or the Company's Chauffeur.

13.3 Breach of Clause 13.2 is a material breach entitling the Company to immediately repossess the Vehicle and terminate the hire without refund, and voids insurance cover under Clause 15, without prejudice to the Company's right to recover any resulting loss from the Client.

14. Vehicle Inspection and Condition

14.1 For Self-Drive Hire, the Vehicle's condition (including any existing damage, fuel level, and mileage) is recorded jointly by the Company and the Client before handover and again on return. The Client should raise any discrepancy at the time of inspection.

14.2 The Client accepts the Vehicle in the condition recorded at handover and is responsible for any new damage identified on return that was not noted at handover, subject to Clause 15.

14.3 For Chauffeur-Driven Services, the Vehicle is maintained and inspected by the Company; the Client is not required to conduct a handover inspection.

15. Insurance, Damage, Loss and Theft

15.1 All Vehicles are covered by the Company's motor insurance policy while used in accordance with these Terms and within Zimbabwe (or an approved cross-border area under Clause 11.2).

15.2 For Self-Drive Hire, the Client is liable for an excess of up to USD [X] per incident for accidental damage, loss, or theft, regardless of fault, except where a Collision Damage Waiver or similar cover has been separately purchased and confirmed in writing.

15.3 Insurance cover is void, and the Client is fully liable for all resulting loss and damage without limitation, where the loss or damage arises from: a breach of Clause 13.2; driving by an unauthorised person; driving under the influence of alcohol or drugs; gross negligence or reckless conduct; or unauthorised cross-border travel.

15.4 The Company is not liable for the loss of, or damage to, personal belongings left in or transported in any Vehicle, whether during a Chauffeur-Driven or Self-Drive hire, except where caused by the Company's negligence.

15.5 Any accident, however minor, must be reported to the Company immediately and, where required by law or involving injury, third-party property damage, or a value above [threshold], to the Zimbabwe Republic Police, with a police report obtained.

16. Accidents and Breakdown

16.1 In the event of a breakdown or mechanical failure not caused by the Client's misuse, the Company will arrange a replacement vehicle or roadside assistance as soon as reasonably practicable at no cost to the Client.

16.2 In the event of an accident, the Client/Authorised Driver or Chauffeur must: ensure the safety of all persons; not admit fault or liability to any third party; obtain the other party's details and, where possible, photographs of the scene; and contact the Company and, where required, the police, without delay.

16.3 Failure to follow the procedure in Clause 16.2 may prejudice the Company's insurance claim, and to the extent it does so, the resulting shortfall may be recovered from the Client.

17. Traffic Offences, Fines, Tolls and Levies

17.1 For Self-Drive Hire, the Client is responsible for all traffic fines, parking fines, toll fees (including ZINARA tollgate fees), and any other levies incurred during the Hire Period, together with any administration fee charged by the Company for processing such fines.

17.2 For Chauffeur-Driven Services, the Company is responsible for tolls and levies incurred in the ordinary course of the confirmed itinerary as part of the quoted rate, save for fines arising from the Client's specific instruction that causes a contravention (for example, insisting on an unlawful route or parking location).

18. Confidentiality and Discretion

18.1 The Company recognises that many Clients and Principals require absolute discretion regarding their identity, itinerary, travel patterns, and business or personal affairs. All Company personnel, including Chauffeurs, dispatch and management staff, are bound by confidentiality obligations and shall not disclose, discuss, or publicise any information relating to a Client's or Principal's bookings, movements, conversations overheard in the course of service, or personal affairs, to any third party, without the Client's prior written consent — except where disclosure is required by law or by a competent court, regulator, or law enforcement authority.

18.2 Company personnel shall not photograph, record, or post on any social or public platform any content involving a Client, Principal, their guests, vehicle registration details, or itinerary, without prior written consent.

18.3 This obligation survives the completion, expiry, or termination of the engagement.

19. Data Protection and Privacy

19.1 The Company collects and processes personal information (including identification documents, contact details, driver's licence information, and payment details) solely to provide, invoice, and improve its services, and to comply with legal and safety obligations.

19.2 Personal information is processed in accordance with the Cyber and Data Protection Act [Chapter 12:07], and is not shared with third parties except: Company personnel who require it to deliver the service; insurers, financiers, or regulators as required; or as otherwise required by law.

19.3 The Client may request access to, or correction of, their personal information held by the Company by contacting the Company through the channels in Clause 26.

20. Limitation of Liability

20.1 Nothing in these Terms limits or excludes the Company's liability for death or personal injury caused by its negligence, for fraud, or for any liability that cannot lawfully be excluded or limited under the laws of Zimbabwe, including the Consumer Protection Act [Chapter 14:44].

20.2 Subject to Clause 20.1, the Company's aggregate liability to the Client arising out of or in connection with a booking is limited to the total amount paid by the Client for that specific booking.

20.3 Subject to Clause 20.1, the Company is not liable for any indirect, consequential, or special loss, including loss of business, loss of profit, or missed connections, meetings, or events, arising from delay, breakdown, or any other cause beyond the Company's reasonable control.

21. Force Majeure

21.1 The Company is not liable for any failure or delay in performing its obligations caused by circumstances beyond its reasonable control, including but not limited to civil unrest, government action, fuel shortages, extreme weather, road closures, strikes, power or network outages, pandemic-related restrictions, or acts of God.

21.2 Where a Force Majeure event prevents a confirmed booking from proceeding, the Company will notify the Client as soon as reasonably possible and refund amounts paid for services not rendered, unless an alternative is agreed.

22. Complaints and Dispute Resolution

22.1 Complaints should be raised with the Company as soon as possible, and in any event within [7] days of the service in question, through the channels in Clause 26.

22.2 The Company will acknowledge complaints within [2] business days and aim to resolve them within [14] days.

22.3 If a dispute cannot be resolved directly, either party may refer it to mediation or, failing that, to arbitration in Harare under the Arbitration Act [Chapter 7:15], before resorting to litigation. This does not affect a Client's right to approach the Consumer Protection Commission under the Consumer Protection Act [Chapter 14:44].

23. Suspension and Termination

23.1 The Company may suspend or terminate a booking or an ongoing Client relationship, with immediate effect and without liability, in the event of a material breach of these Terms by the Client, non-payment, or conduct that threatens the safety of Company personnel, the Vehicle, or third parties.

23.2 Termination of a specific booking under this Clause does not entitle the Client to a refund of amounts already earned by the Company for services rendered up to the point of termination.

24. Governing Law and Jurisdiction

24.1 These Terms are governed by the laws of the Republic of Zimbabwe.

24.2 Subject to Clause 22.3, the courts of Zimbabwe, sitting in Harare, have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

25. General Provisions

25.1 Entire Agreement — These Terms, together with the applicable Booking Confirmation, constitute the entire agreement between the parties and supersede all prior discussions, save for any Company-approved corporate service agreement, which takes precedence to the extent of any conflict.

25.2 Variation — The Company may update these Terms from time to time; the version in force at the time of a booking (as published on the Company's website or provided on request) applies to that booking.

25.3 Severability — If any provision of these Terms is found unenforceable, the remaining provisions continue in full force.

25.4 No Waiver — A failure by the Company to enforce any provision does not constitute a waiver of that provision.

25.5 Assignment — The Client may not assign or transfer its rights or obligations under these Terms without the Company's prior written consent. The Company may subcontract elements of the service (for example, a specific vehicle or driver) while remaining responsible to the Client for performance.

25.6 Notices — Notices under these Terms may be given by email or WhatsApp to the contact details provided at booking, and are deemed received when sent, absent evidence to the contrary.

26. Contact Information

BSA Mobility — a division of Blackwood Strategic Advisory (Private) Limited Address: [Insert registered/operating address, Harare, Zimbabwe] Phone / WhatsApp: [Insert number] Email: [Insert email] Website: [Insert website] Company Registration Number: [Insert number]