Legal Information

This page provides a plain-language summary of our rental and tour service terms and privacy practices. It is intended for transparency and customer clarity, and applies to all vehicle rentals and private tour services arranged with RIDE X HUB ("we", "us").

1. Eligibility & Responsible Use

By renting a vehicle from RIDE X HUB, you confirm that you are at least 18 years old, have the legal capacity to enter into an agreement, and will use the vehicle responsibly and in compliance with Sri Lankan road rules and applicable laws.

The vehicle remains the property of RIDE X HUB at all times. You may not sub-rent, pledge, sell, or hand over the vehicle to any unauthorized person.

2. Required Documents (Verification)

For security, legal compliance, and insurance purposes, we require identity and driving eligibility verification before handing over the vehicle. You agree to provide, at minimum, the following documents (as applicable):

• Passport / NIC: passport (foreign nationals) or National Identity Card (Sri Lankan citizens/residents).
• Visa evidence for foreign nationals: Sri Lanka visa confirmation (including electronic visa QR / ETA details where applicable).
• Driving license: a valid Sri Lankan driving license or a valid license from your home country together with an International Driving Permit (IDP) where required/recommended.
• Contact details: working phone/WhatsApp number and an accommodation address (hotel / host / address in Sri Lanka) when requested.

We may take a copy (photo/scan) of the above documents for our records and contractual documentation. Original passports and original licenses are not retained by us.

Note: If a document is invalid, expired, inconsistent, or cannot be verified, we may decline the rental or require a suitable alternative.

3. Vehicle Handover, Condition & Accessories

At pickup, we record key details such as time/date, fuel level (if applicable), odometer reading, visible damages, and accessories provided (e.g., helmets, phone holder, keys). You should inspect the vehicle and confirm the recorded condition at pickup.

Helmets provided (if any) are for your use; wearing a helmet and obeying road safety rules is the rider’s responsibility.

4. Liability, Loss & Damage

Renter responsibility: You are responsible for the vehicle and accessories during the rental period, including for damage, theft, loss, misuse, water damage, and negligent operation.

Repairs and charges: If damage occurs, repair/replacement costs may be charged based on parts pricing (including official dealer prices where relevant) plus labor and recovery/transport costs (if required).

5. Insurance (Summary)

Third-Party Insurance: Vehicles typically carry mandatory third-party coverage as required by Sri Lankan law, which generally relates to third-party injury/property claims.

What insurance does not mean: Third-party coverage does not automatically remove your responsibility for loss/damage to the rented vehicle, negligence, policy exclusions, or costs not covered by insurers.

Insurance support may require timely reporting, cooperation, and (where required) a police report and claim documentation.

6. Accidents, Breakdowns & Reporting

In the event of an accident, suspected theft, or major mechanical issue, you must notify us as soon as possible and follow reasonable instructions to protect the vehicle and documents needed for assistance/insurance.

• Seek medical assistance where necessary and contact local emergency services if required.
• Do not admit liability or negotiate settlements on behalf of RIDE X HUB.
• Where required for claims or legal compliance, you must obtain a police report and share supporting details/photos.

7. Prohibited Use

The vehicle must not be used for illegal activity, racing, stunt riding, towing, beach driving, off-road driving (unless explicitly agreed), or riding/operating under the influence of alcohol or drugs. Use outside Sri Lanka is not permitted.

8. Security Deposit

A refundable security deposit (amount varies by vehicle model and rental conditions) may be required upon pickup. Subject to inspection on return, the deposit will be refunded, minus any verified deductions (e.g., missing fuel, damages, lost keys, lost helmets, unpaid fines/charges attributable to the rental period, or cleaning for unreasonable condition).

9. Traffic Violations & Fines

The renter is solely responsible for all traffic fines, parking tickets, tolls, and legal violations incurred during the rental period. Where notices are received after the rental ends, we may contact you and request reimbursement and supporting details.

10. Booking, Cancellation & No-Show Policy

Bookings canceled 48 hours prior to pickup are eligible for a 50% refund. Cancellations made within 48 hours of pickup are non-refundable. Early returns are not eligible for refunds for unused days. A “no-show” (failure to appear at the agreed pickup time without confirmation) may be treated as a late cancellation.

11. Disputes & Governing Law

These terms are governed by the laws of Sri Lanka. If a dispute arises, we encourage you to contact us first so we can try to resolve it promptly and fairly. Where a formal process is required, disputes may be handled through the competent courts/authorities in Sri Lanka, subject to applicable law.

The following terms apply specifically to private chauffeur-driven tour services ("Private Tours"). These supplement the general terms above.

1. Service Description & Driver Responsibility

What's included: Private Tours include a professionally licensed driver, a clean and well-maintained vehicle (SUV, sedan, or minivan as agreed), fuel for the agreed itinerary, driver accommodation where multi-day tours require overnight stays, and basic travel coordination.

Driver standards: Our drivers are experienced, professionally licensed, English-speaking, and knowledgeable about Sri Lankan destinations, culture, and road safety. They are responsible for safe vehicle operation, route navigation, and assisting with reasonable travel logistics.

What's NOT included: Unless explicitly stated in your quote, the tour price does not include your accommodation, meals, entrance fees to attractions, parking fees, optional activities (e.g., safari bookings, boat rides, train tickets), gratuities, or personal expenses.

2. Mandatory Pre-Tour Information

To provide safe and suitable tour services, we require the following information before confirmation:

• Number of passengers: accurate headcount including children/infants.
• Accommodation details: pickup location (hotel name/address) and contact number.
• Itinerary preferences: destinations you wish to visit, duration (number of days), and any special requirements (mobility assistance, child seats, dietary restrictions for driver planning).
• Passenger passports/identification: names and passport numbers for all travelers (required for certain attractions and accommodations).
• Emergency contact: a local or international contact number in case of urgent communication needs.
• Health/medical considerations: any relevant medical conditions or accessibility needs that may affect the tour (e.g., mobility limitations, allergies, pregnancy).

Failure to provide accurate information may result in service delays, additional costs, or inability to access certain locations.

3. Booking, Payment & Confirmation

Quote validity: Tour quotes are valid for 7 days from issuance and are subject to availability. Prices may vary based on season, fuel costs, accommodation changes, or itinerary modifications.

Deposit requirement: A non-refundable booking deposit (typically 30% of total tour cost) is required to secure your reservation. The remaining balance must be paid before or on the first day of the tour, as agreed.

Payment methods: We accept cash (USD or LKR), bank transfer, and major credit/debit cards. Cryptocurrency payments may be arranged in advance.

Confirmation: Your tour is confirmed only upon receipt of the deposit and completion of mandatory information requirements. A written confirmation (email/WhatsApp) will be provided with driver details, vehicle information, and pickup arrangements.

4. Itinerary Flexibility & Changes

Customization: Private Tours are flexible and can be adjusted during the tour to accommodate reasonable requests (e.g., adding a stop, changing lunch locations). However, significant route changes that increase driving distance, add overnight stays, or require additional days may incur extra charges.

Weather & road conditions: Itineraries may be modified for safety reasons due to weather, road closures, political unrest, natural disasters, or other unforeseen circumstances. We will work with you to find suitable alternatives where possible.

Attraction closures: If a planned attraction is unexpectedly closed or inaccessible, we will suggest alternatives but cannot be held liable for third-party closures or entry restrictions.

5. Cancellation & Refund Policy (Private Tours)

Customer cancellations:

• Cancellations made 14+ days before tour start: Full refund minus booking deposit (30%).
• Cancellations made 7-13 days before tour start: 50% refund of total tour cost.
• Cancellations made less than 7 days before tour start: No refund.
• No-show: Full payment is forfeited.

Company cancellations: If we must cancel due to driver unavailability, vehicle issues, or force majeure, you will receive a full refund or the option to reschedule without penalty.

Early tour termination: If you choose to end the tour early, no refund will be provided for unused days. If the tour is terminated due to customer misconduct, unsafe behavior, or violation of these terms, no refund will be issued.

6. Passenger Conduct & Safety

Passengers must:

• Treat the driver and vehicle with respect and courtesy.
• Follow reasonable instructions from the driver regarding safety, vehicle capacity, and local customs.
• Not request illegal activities, dangerous driving, or visits to prohibited/unsafe areas.
• Not consume alcohol or drugs in the vehicle or engage in behavior that compromises safety.
• Comply with all Sri Lankan laws, including customs regulations and prohibited item restrictions.

We reserve the right to terminate the tour immediately without refund if passengers engage in illegal, dangerous, or abusive behavior.

7. Liability & Insurance (Private Tours)

Vehicle insurance: All tour vehicles carry mandatory third-party insurance and passenger liability coverage as required by Sri Lankan law.

What's covered: Insurance provides basic coverage for passenger injury claims arising from accidents during the tour (subject to policy terms and exclusions).

What's NOT covered: Insurance does not cover personal belongings, lost luggage, trip cancellations, medical expenses beyond emergency treatment, or claims arising from passenger negligence, pre-existing conditions, or activities outside the tour scope.

Passenger responsibility: Passengers are responsible for their own travel insurance, health insurance, trip cancellation insurance, and coverage for personal belongings. We strongly recommend comprehensive travel insurance for international visitors.

Limitation of liability: RIDE X HUB is not liable for indirect losses, consequential damages, or claims arising from third-party service failures (hotels, attractions, restaurants, transport operators), natural disasters, political events, or circumstances beyond our reasonable control.

8. Personal Belongings & Valuables

Passengers are responsible for their own belongings at all times. While drivers will assist with reasonable security precautions, we are not liable for lost, stolen, or damaged personal items, luggage, electronics, or valuables. Do not leave valuables unattended in the vehicle.

9. Health, Medical & Accessibility Requirements

Passengers with medical conditions, disabilities, or special accessibility needs must inform us at booking. We will make reasonable efforts to accommodate your needs, but some destinations may have limited accessibility (e.g., steep climbs, uneven terrain, remote locations).

Medical emergencies: In case of medical emergency, the driver will assist in contacting local medical services and transporting you to the nearest hospital. Medical expenses are the passenger's responsibility.

Pregnancy: Pregnant passengers should consult their doctor before booking long-distance tours. Please inform us of pregnancy at booking to ensure appropriate vehicle comfort and itinerary adjustments.

Children: Child seats/booster seats are available upon request (must be specified at booking). Parents/guardians are responsible for child safety and behavior during the tour.

10. Force Majeure & Unforeseen Circumstances

Neither party shall be liable for failure to perform obligations due to circumstances beyond reasonable control, including but not limited to: natural disasters (floods, landslides, cyclones), pandemics, government-imposed travel restrictions, civil unrest, strikes, wars, terrorism, or road closures.

In such cases, we will work with you to reschedule, modify the itinerary, or issue a partial refund based on services not rendered, minus non-recoverable costs already incurred.

11. Complaints & Dispute Resolution

If you experience any issues during your tour, please notify the driver or contact our support team immediately so we can address the matter in real-time. Post-tour complaints should be submitted in writing within 7 days of tour completion with supporting details (photos, dates, descriptions).

We are committed to resolving disputes fairly and promptly. Where resolution cannot be reached, disputes are subject to the laws of Sri Lanka and the jurisdiction of competent Sri Lankan courts.

12. Photography, Filming & Social Media

Passengers may take photos and videos during the tour for personal use. If you plan to use images for commercial purposes, publication, or social media promotion involving our brand, drivers, or vehicles, please request permission in advance.

We may request permission to use tour photos (with passengers) for our marketing materials. Your consent is optional and can be declined without affecting your tour service.