Terms & Conditions.

01. Standard Rental Rates Include

• ›Unlimited kilometres
• ›Standard insurance cover
• ›Full gas bottles where applicable
• ›Roadside assistance
• ›Airport transfers before and after the rental
• ›Travel pack including maps, books and relevant information
• ›All applicable taxes
• ›Introduction to the vehicle and equipment
• ›Complete self-contained camper where the “camp” option is selected

02. Optional Additional Services

• ›Shopping service prior to arrival
• ›Route planning and booking assistance
• ›Additional insurance options (see the Insurance section or rate chart)

03. What the Hirer Requires to Rent the Vehicle

Bookings must be made in advance and are subject to availability. A booking is only secured once the deposit is received and the booking form completed. We reserve the right to decline a booking where excessive kilometres or risk may be placed on the vehicle.

The hirer is required to have a valid passport or identification, a valid driver’s licence and a credit card (in the same name), which should be provided for the insurance excess or deposit.

As legally required, the minimum driver age is 25 to 75 years, on an unendorsed driver’s licence held for a minimum of 3 years. A valid driver’s licence from the country of residence and an International Driving Permit are required. Copies of these documents must be provided if collecting in remote locations or areas outside our standard locations.

The full rental is due on the day of collection (start of the rental). Should rental payment not be made, or proof of payment not be available, we reserve the right to delay the rental until payment is made in full.

The hirer should disclose the general route or inform us of any special areas or borders that may need to be crossed, as this can influence vehicle preparation.

You must have a valid credit card in your name, which is used for the deposit. The insurance excess is debited as the deposit when collecting the vehicle, and is refunded less any damages or loss within 10 days of your return.

04. Checking the Vehicle on Arrival

On arrival, the vehicle will have been checked by SIR Legacy and an inventory and various check sheets completed. It remains advisable, and to a point the responsibility of the hirer, to check through the vehicle and ensure they are comfortable with its operation and that all necessary equipment is provided. The handover is only complete when you are comfortable with the vehicle and the use of the equipment, and understand everything necessary for your trip. Tyre conditions, wheel-changing tools, high-lift jack operation, dual-battery system, four-wheel-drive system, camp equipment and general maintenance guidelines must be checked for every rental.

Please check all damage on the vehicle and ensure it is captured correctly on the diagrams with the SIR Legacy representative when collecting and dropping off the vehicle. You will be required to sign these documents, acknowledging their accuracy in determining existing or new damage.

05. Minimum Rental Duration & Costings

• ›Minimum rental period is 5 days in Namibia, and 5 days for cross-border travel from Namibia. We reserve the right to change minimum rental periods for high-kilometre rentals, confirmed prior to booking.
• ›Each day is a 24-hour period.
• ›Where camp equipment is included, the days of pick-up and drop-off are counted as full days irrespective of the time collected or returned.
• ›No refunds are applicable for early returns unless arranged in advance and agreed in writing by SIR Legacy.

06. Booking Deposits & Payment Terms

A 25% booking deposit is required to confirm a rental. The balance of the full rental is payable prior to, or at, vehicle collection / handover.

07. Office Hours

08:00 to 17:00 Monday to Friday; Saturday from 08:30 to 13:00.

Deliveries and collections are included Monday to Saturday during normal office hours. After hours, on Sundays or public holidays, a delivery fee of N$400.00 per vehicle / airport transfer applies. Mobile contact numbers are available 24 hours, 7 days a week — please send a text message or WhatsApp if you cannot get through.

08. Official Depot & Recommended Collection Points

Hosea Kutako Airport or your accommodation, for convenience.

Office No 6, Maerua Mall 6566, Centaurus Road, Windhoek.

09. One-Way Drop-Off & Delivery Fees

Vehicles can be collected and dropped off in most areas in Namibia for an additional charge. It is recommended to use the official depot.

Risk of remote handovers: clients should be aware that there are very limited facilities in most smaller towns in Namibia and no option to replace or repair specialised equipment. This can affect our service delivery and, while we will avoid it in most cases, it is a risk that can at times be unavoidable.

10. Usage

The hirer acknowledges that they are aware of the purpose for which the vehicle was designed, as well as all safety and maintenance procedures. The hirer is responsible to look after and maintain the vehicle during use and to return it in good order, fair wear and tear accepted.

In the event of the vehicle or any of its belongings being lost or damaged during the rental period, the hirer shall be liable to cover the cost of replacement or repair and to make good any shortages or damage. Insurance covers loss or damage due to theft and collision, but not lost items or damage due to gross carelessness or negligence.

Cross-border travel requires written authorisation for any travel outside Namibia.

On signing the contract, the hirer signs acceptance of the vehicle and equipment. The hirer is in control of the vehicle and is responsible to report any problems or avoid any obstacles they are not comfortable to cross or which may put the vehicle at risk. Additional care should be taken in remote areas, where recovery and repair are more difficult and which carry higher risk — the hirer assumes this risk when entering these areas, and should be pro-active in checking the vehicle for any new noises, rattles or fluid leaks beforehand.

11. Repairs & Mechanical Failures

Any mechanical repair or replacement related to fair wear and tear is covered by SIR Legacy. Repairs of up to N$2,000.00 can be effected without prior authorisation but should be communicated to SIR Legacy at the earliest convenience. Higher amounts require prior authorisation. Due to the vastness of the area, the hirer is responsible to get the vehicle to the nearest workshop, or to have it towed where not mobile, for diagnosis.

Wherever possible, please contact the SIR Legacy office if you pick up a technical issue — we must be aware of a problem in order to help resolve it, though you may take the vehicle to any workshop and the costs will be refunded. For more serious technical issues, it is imperative to contact SIR Legacy before continuing.

In most cases vehicles are still covered under the manufacturer’s warranty and those conditions will apply where mechanical failures occur. SIR Legacy is not the manufacturer of the vehicle or equipment but will do its utmost to select and offer the best recommended vehicles and equipment, and to ensure vehicles are fully maintained and checked prior to departure.

Where serious mechanical failures occur due to standard wear and tear and cannot be repaired timeously, a replacement vehicle will be supplied within 24 hours of diagnosis. Inconvenience and time loss are not covered for mechanical failures that could not be anticipated and were not apparent at the start of the rental.

Roadside assistance: SIR Legacy provides contact numbers available at most times to assist telephonically. Due to the vastness of the Southern African region, we cannot provide immediate recoveries or technicians to all areas, but will rely on local resources and do our best to ensure speedy repair or recovery.

12. Vehicle Maintenance Requirements

The vehicles are all fully serviced and maintained as per the manufacturer’s requirements, and SIR Legacy has introduced additional maintenance completed on the vehicles.

The hirer is responsible to maintain the vehicle during the rental period. This includes standard checks of tyre pressures, wheel alignment (if necessary), oil and coolant levels, and being aware of any symptoms that may arise. Should the vehicle reach 10,000 kilometres during the rental period, the hirer is required to service the vehicle at their expense at a suitable workshop (preferably associated with the vehicle manufacturer), communicated to SIR Legacy beforehand. The 10,000 km service charges are for the hirer’s account; other repairs related to standard wear and tear are covered by SIR Legacy where it is established that no negligence was involved.

Should the hirer become aware of a potential problem with the vehicle, it is their responsibility to contact SIR Legacy and/or have it checked at the nearest workshop before proceeding further or into remote areas.

13. Equipment & Accessories

SIR Legacy does not manufacture the equipment and accessories but makes every effort to ensure those provided are of good quality. We cannot warrant or guarantee their performance or reliability.

In the case of equipment issues or failures, the hirer may repair or replace equipment at the cost of SIR Legacy; where the amount exceeds N$2,000.00, prior authorisation should be obtained. For larger, specialised items such as fridges and roof tents that are unusable and cannot be replaced, the relevant item will be refunded from when it is reported faulty — provided this is due to fair wear and tear and not usage- or impact-related. The rental rate for fridges and roof tents is N$100.00 per day.

No tent is completely mosquito-proof, so other precautions should be taken in malaria areas. Zips that fail during the rental will not deem a tent unusable or warrant a swap-out unless otherwise agreed by SIR Legacy.

Specialised equipment and requests outside our standard vehicle configurations cannot be guaranteed outside Windhoek. Where we cannot provide certain equipment, this is not deemed a breach of contract, and the specific item we are unable to supply will be refunded.

14. Collision Damage & Accidents

• ›All accidents must be reported to the local police within 24 hours.
• ›Where collision damage renders a vehicle unusable, a replacement vehicle can be supplied if available, but all costs are for the expense of the hirer.
• ›The hirer is responsible for the return of the damaged vehicle to the depot.
• ›No refund will be given for lost days due to collision damage, limited to a maximum of 21 days from the date of the incident.
• ›Should the hirer continue with a replacement vehicle, a new rental contract and insurance conditions will apply.
• ›An administration fee of N$350.00 is levied for the processing of any accident claim.
• ›The exact insurance conditions and area of liability depend on the level of insurance selected.

15. Insurance

Standard insurance cover (CRIB – Bronze), which is comprehensive insurance, is included on all vehicles and in all rates quoted. This is not full insurance cover and an excess is applicable, the value of which depends on the vehicle category (most commonly N$20,000.00). The excess is payable for any damage irrespective of the cause.

Insurance cover is valid in the following countries: Namibia, South Africa, Botswana, Zimbabwe, Eswatini (Swaziland) and Lesotho. Special permission is required for any other country in Sub-Saharan Africa.

Third-party cover: the standard cover includes third-party cover for Namibia, RSA and Botswana only. The standard excess also applies to damage to a third-party vehicle or property. Third-party cover for any other country must be purchased at the port of entry.

Additional insurance cover is available at extra cost, offering reduced excess for both collision and theft damage. The cost of the collision damage waiver varies depending on the vehicle category and time period.

CRIB (Bronze) — does NOT include

• ›Towing costs outside of Namibia
• ›Tyre and windscreen damage
• ›Undercarriage damage
• ›The theft loss waiver
• ›The minimum insurance excess is payable for any damage or loss to the vehicle
• ›Water damage from submerging the vehicle by exceeding the wading depth (70 cm) is not covered
• ›A double insurance excess, minimum N$20,000.00, applies for single-vehicle rollover and single-vehicle accidents with animals at night

CRIS (Silver) — reduced excess

• ›A reduced excess applies (50% reduction in collision-damage excess); an N$10,000 excess pre-authorisation is paid on collection
• ›Tyre and windscreen damage included (1 tyre, 1 windscreen)
• ›Towing outside Namibia is not covered
• ›Undercarriage damage is not included
• ›Water damage from submerging the vehicle is not covered (70 cm)
• ›A double insurance excess, minimum N$20,000.00, applies for single-vehicle rollover and single-vehicle accidents with animals at night
• ›The deposit will be lost where no case number is received, or where there is no third party involved and damages exceed the value of the CRIS premium

CRIG (Gold) — zero excess

• ›A zero excess applies for all minor accidents and damage. A small deposit (N$5,000.00) is required on handover in case of traffic fines or other losses that may not be covered
• ›2 tyres and windscreen damage included
• ›Towing outside Namibia is not covered
• ›Undercarriage damage is not covered
• ›Water damage from submerging the vehicle is not covered (70 cm)
• ›An insurance excess, minimum N$20,000.00, applies for single-vehicle rollover and single-vehicle accidents with animals at night
• ›The deposit will be lost where no case number is received, or where there is no third party involved and damages exceed the value of the CRIG premium

General insurance notes

• ›Should the vehicle be damaged beyond use or stolen, a replacement vehicle is not included in any insurance cover option. A replacement may be supplied subject to availability, but a new contract applies and all costs are for the hirer’s account.
• ›Water damage due to exceeding the vehicle’s wading depth is not covered by any insurance cover.
• ›Damage due to gross negligence or equipment losses is not covered by insurance.
• ›A case number or police report is required by insurance for any incident related to collision, theft, loss or damage.
• ›Insurance covers the equal replacement of a tyre or windscreen, but no delivery costs, loss of time or other consequential expenses.
• ›Any claim exceeding N$2,000.00 must be authorised by SIR Legacy.

16. Road Restrictions

The SIR Legacy 4WD vehicles are allowed on all bitumen / tar and gravel roads, as well as all recognised public 4×4 tracks in Namibia, South Africa, Botswana, Lesotho, Zimbabwe and Eswatini. Special permission is required for any other country in Sub-Saharan Africa.

The hirer assumes all risk when travelling on very bad roads or in extremely remote areas. This may cause delays in recovering the vehicle or offering a replacement. Roads like Van Zyl’s Pass in Namibia should be avoided; if we are not able to recover the vehicle due to its position, the hirer will be responsible for the delays. Cautious driving is essential on any poor road or remote area.

If we do not have access to an area — for instance on the desert tours in Namibia — the hirer is responsible for salvaging the vehicle to an area where we have access.

17. Cross-Border Surcharges

A once-off cross-border surcharge is applicable when leaving Namibian borders. This is a once-off charge irrespective of how many borders are crossed. An N$800.00 fee applies for the countries of South Africa, Botswana, Zimbabwe and Zambia.

If the vehicle is collected in Namibia and no borders are crossed, the cross-border fee does not apply — only the delivery surcharges listed previously. The cross-border surcharge does NOT include any customs charges, which are paid directly to customs at the relevant border or port of entry.

18. Equipment Extras

Additional equipment is available through SIR Legacy as non-standard vehicle equipment, in addition to the vehicle rental — including electronic equipment such as GPS units and satellite phones. SIR Legacy may use outside suppliers for this equipment and cannot warrant its accuracy or reliability. This equipment should be checked by the hirer on handover to ensure it is functional; should it fail during the hire period it should be reported immediately. We cannot guarantee replacement or repair, and this will not constitute a breach of contract or affect the vehicle rental agreement. SIR Legacy will endeavour to refund the rental of such equipment from the date reported, or authorise replacement at the nearest town centre where feasible. Equipment will be tested by the supplier or manufacturer to establish the reason for failure and grounds for refund.

19. Trailer Rentals

The terms and conditions for trailer rentals are the same as the vehicle terms and conditions, with the following exceptions:

• ›Trailers require ongoing maintenance during use. Wheel bearings and play on the trailer wheels should be monitored by the hirer. We recommend servicing the trailer wheel bearings every 5,000 kilometres (these are serviced prior to each rental). The trailer hitch bolts, jockey wheel and general suspension should also be monitored.
• ›Trailer replacements are not available in the case of mechanical problems.
• ›We recommend avoiding trailers where heavy 4×4 tracks are anticipated on your route.
• ›We only have a few trailers and cannot guarantee a trailer exchange in the case of breakdown. Days will be refunded on the trailer where time lost exceeds 24 hours.

20. Change of Vehicle

If, for reasons beyond our control, the reserved vehicle is not available, SIR Legacy reserves the right to substitute the vehicle with another in the same category or a higher category. This shall not constitute a breach of contract or entitle the hirer to a refund.

21. Cancellation Policy

A 25% deposit is required to secure a vehicle rental. In the event of a rental having to be cancelled, the following refund rates / cancellation fees apply:

• ›60 days or more notice: deposit refunded, less a 20% handling fee.
• ›30–60 days: the booking deposit is not refundable. If the total rental has been paid, the balance less the deposit will be refunded.
• ›Less than 30 days’ notice: full rental due — 100% cancellation fee.
• ›On rentals involving 5 or more vehicles, a different deposit structure may be requested.
• ›Rentals cancelled within 48 hours of booking will not be subject to cancellation fees.

22. General — Hirer Responsibility

The hirer is fully responsible for any damage or related costs to the SIR Legacy vehicle or to a third party if:

• ›The terms of the rental contract are breached.
• ›Damage to the vehicle or equipment is caused by gross negligence or reckless driving.
• ›Driving under the influence of drugs or alcohol, or in any way that contravenes the prevailing law.
• ›Water submersion or salt-water damage occurs.
• ›The vehicle is abandoned and no contact is made by the hirer to SIR Legacy.
• ›Driving on restricted or closed roads.
• ›Driving on dunes or off-road where no track is obvious.

23. Please Note

Rates and conditions may be subject to change without notice. All information may be subject to change, and all measurements and volumes shown are approximate.