Polaris Coach Hire

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POLARIS COACH HIRE — MASTER TERMS & AGREEMENT PACK
Version 3.0 — Updated Operator Commission Model

1. INTRODUCTION & DEFINITIONS
1.1 About Polaris
Polaris Coach Hire (“Polaris”) operates solely as a booking, introduction, and administration service.
Polaris is not a transport operator, does not own vehicles, does not employ drivers, and does not deliver passenger transport services.

1.2 What Polaris Is NOT Responsible For
Polaris does not:
• Operate vehicles.
• Provide or supervise drivers.
• Maintain, insure, or licence vehicles.
• Accept operational, safety, punctuality, or service delivery responsibility.
• Hold any Operator’s Licence under transport legislation.
All operational responsibility lies with the Operator supplying the vehicle and service.

1.3 Definitions
• “Client” – the individual or organisation requesting a quote or booking.
• “Operator” – the licensed transport provider supplying vehicles and drivers.
• “Polaris” – Polaris Coach Hire acting as booking agent.
• “Booking” – an agreement between Client and Operator, introduced by Polaris.
• “Service” – the transport service delivered by the Operator.
• “Commission” – the fee paid by the Operator to Polaris for each accepted booking.
• “Journey” – the agreed transport itinerary.

1.4 Acceptance of Agreement
By confirming a booking:
• Clients accept these terms.
• Operators accepting jobs via Polaris accept these terms.
• Polaris confirms its role as a non-operational booking agent.

2. SCOPE OF POLARIS SERVICES
2.1 Booking Agent Role
Polaris acts only as an introducer by:
• Receiving Client enquiries.
• Obtaining quotes from Operators.
• Presenting operator options to Clients.
• Facilitating confirmation and documentation.

2.2 No Transport Operation
Polaris does not:
• Control drivers, routes, or service.
• Own or operate vehicles.
• Provide insurance or compliance oversight.
The Operator is solely responsible for full legal and operational compliance.

2.3 Contract Structure
• The Client’s contract for transport is directly with the Operator.
• Polaris’ contract with the Client covers only administration.
• Polaris’ contract with Operators covers introductions and commissions.

2.4 No Partnership or Joint Venture
This Agreement does not create:
• A partnership,
• A joint venture,
• Or an employment relationship.

3. CLIENT TERMS & RESPONSIBILITIES
3.1 Booking & Confirmation
A booking is confirmed when:
• The Client accepts an Operator quote.
• The Operator accepts the booking.
• Polaris issues confirmation.

3.2 Payment Structure (Revised)
• Polaris does not charge Clients any fees whatsoever.
• All payments for transport are made directly to the Operator.
• Polaris does not collect, hold, or transfer Client funds.

3.3 Client Responsibilities
Clients are responsible for:
• Passenger conduct.
• Damage or excessive cleaning fees.
• Additional charges for changes, delays, or waiting time.

3.4 Vehicle Substitution
Operators may substitute vehicles or drivers as required. This is not grounds for complaint to Polaris.

3.5 Delays & Operational Issues
Polaris is not liable for:
• Traffic delays,
• Weather,
• Breakdowns,
• Missed events or connections.
Any operational dispute must be addressed directly with the Operator.

3.6 Complaints
• Service-related complaints → Operator.
• Admin/document issues → Polaris.

4. OPERATOR TERMS & RESPONSIBILITIES
4.1 Licensing & Compliance
Operators warrant they:
• Hold a valid transport Operator’s Licence.
• Maintain fully insured, roadworthy vehicles.
• Employ competent, licensed drivers.

4.2 Insurance
Operators are solely responsible for:
• Motor insurance,
• Passenger liability insurance,
• Driver compliance.

4.3 Service Delivery
Operators agree to:
• Provide the agreed vehicle or suitable substitute.
• Adhere to reasonable timings and itinerary.
• Communicate delays or issues promptly.

4.4 Subcontracting
Subcontracted vehicles are permitted but:
• Must meet all regulations,
• Operator retains full liability.

4.5 Indemnity to Polaris
Operator indemnifies Polaris against:
• Accidents or injuries,
• Vehicle failures,
• Licensing or insurance failures,
• Driver misconduct.

4.6 Operator No-Show or Withdrawal
If Operator fails to perform:
• All disputes and refunds are between Client and Operator.
• Polaris retains its position as introducer and is not liable.

5. FEES & COMMISSION TERMS (REVISED MODEL)
5.1 Commission Structure
• Polaris receives commission from the Operator for introduced bookings.
• Commission becomes due once the Operator accepts the booking and the Client confirms the hire.
• Client does not pay any commission or fees to Polaris.

5.2 Operator Responsibility for Commission
By accepting a booking:
• The Operator agrees to pay Polaris the pre-agreed commission.
• Commission is factored into the Operator’s pricing to the Client.
• Operator owes the commission regardless of its internal billing schedule with the Client.

5.3 Payment Cycle
• Commission is payable on the Operator’s next scheduled payment cycle
  (weekly, fortnightly, or monthly based on Operator policy).
• Polaris invoices the Operator directly.

5.4 Late Payment
Where unpaid after normal payment cycle:
• A reasonable administrative fee of £15 per week may be charged.
• This fee covers repeated contact and invoice handling.
• This is not interest or a penalty, but an admin cost for overdue B2B invoices.

5.5 Client Not Involved in Fees
• Client pricing is unaffected by Polaris.
• Client pays only the Operator.
• Polaris’ compensation is strictly between Polaris and Operator.

6. LIMITATIONS OF LIABILITY
6.1 Zero Operational Liability
Polaris is not liable for:
• Delays,
• Vehicle failures,
• Accidents,
• Missed flights/events,
• Driver behaviour,
• Subcontractor issues.

6.2 No Consequential Loss
Polaris is not liable for:
• Lost income,
• Missed opportunities,
• Replacement travel,
• Accommodation costs.

6.3 Force Majeure
Polaris is not responsible for disruption caused by:
• Weather,
• Road closures,
• Accidents,
• Strikes,
• Emergencies.

7. COMMUNICATION & DATA
7.1 Communication Methods
Polaris may communicate via:
• Email,
• SMS,
• WhatsApp,
• Telephone.

7.2 Data Handling
• Polaris shares Client details with Operators only for booking purposes.
• Polaris shares Operator details with Clients only as required.

8. COMPLAINTS & DISPUTES
8.1 Client Complaints About Service
All operational complaints must go to the Operator.

8.2 Complaints About Polaris Administration
Polaris will review admin issues in good faith.

8.3 Disputes Between Client and Operator
Polaris is not mediator or arbitrator and cannot be compelled to intervene.

9. ACCEPTANCE OF TERMS
9.1 Client Acceptance
By confirming a booking, the Client acknowledges:
• Polaris is a booking agent only.
• The Operator is fully responsible for the journey.
• All payments go directly to the Operator.

9.2 Operator Acceptance
By accepting a booking, the Operator acknowledges:
• Full responsibility for service delivery.
• Full indemnity to Polaris.
• Obligation to pay Polaris commission on the next payment cycle.

9.3 Polaris Acknowledgement
Polaris acknowledges:
• Its role is limited to administration and introductions.
• It does not operate vehicles or control journeys.

END OF DOCUMENT