terms and conditions

Rental Terms and Conditions for VanLife MTL and JeepLife MTL

Valid from January 1, 2022 to December 31, 2022

COVID-19: CLEANING AND DISINFECTION PROTOCOL

Thorough cleaning of our vehicles has always been part of our basic practices. It is important for VanLife MTL to ensure that our vans and equipment are clean at all times.

Although these practices are already well established, we are aware that more than ever we must pay special attention to the cleanliness and sanitation of our rental spaces and products.

Thus, we have put in place additional measures to clean and disinfect everything in accordance with the directives of the health authorities. These measures include cleaning the interiors and exteriors of our vans with a multi-surface disinfectant. We are also focusing even more specifically on all areas that are frequently touched by travelers, including the driving section. Bedding and dishes are also washed in hot water.

We hope that these measures will reassure you and allow you to have a pleasant stay in one of our vans.

CANCELLATION POLICY RELATED TO COVID-19

In the event of a second quarantine, the following flexible booking modification policies will be temporarily reinstated:

CANCELLATION/REFUND/POSTPONEMENT:

  • Cancellations made within 30 days or more before departure: for all cancellations of reservations valued at 2500$ or less, a fee of 175$ +txs will be withheld from your refund. For all cancellations of reservations valued at 2501$ or more, a fee of 7% of the total value of the reservation (+ txs) will be withheld from your refund.
  • Cancellations made between 8 and 30 days prior to departure date:
    • 2.1. A credit value matching 100% of the reservation amount will be granted to postpone the equivalent reservation placed within the next 18 months.
      OR
    • 2.2. If you wish to proceed to a complete cancellation without postponement, 50% of the total amount of the reservation will be refunded.
  • Cancellations made 6 to 7 days before the departure date:
    • 3.1. A credit value matching 100% of the reservation amount will be granted to postpone the equivalent reservation placed within the next 18 months.
      OR
    • 3.2. If you wish to proceed with a complete cancellation without it being postponed no refund will be applicable.
  • Cancellations made 5 days before your departure: No refund or postponement of your reservation.

*Please note that this policy is subject to change according to the evolution of the situation. Thank you for your understanding.

Any request for cancellation or rental modification must be made in writing to info@vanlifemtl.com or by phone at 514-903-1995.

SECURITY DEPOSIT

  • security deposit of $2,500will be retained upon signature of the contract (day of departure) and refunded to your card 24 to 48 working day hours after the return of the vehicle in good condition.
  • We do not accept debit or pre-paid credit cards.
  • The security deposit is necessary to cover the deductible in the event of an incident, negligence from the driver(s), and / or potential additional costs such as significant deterioration of equipment and vehicle condition, additional mileage not included, fines, breakage or loss of accessories as well as any other damage caused to the vehicle.
  • The security deposit for all clients involved in an accident will be retained (according to the maximum amounts shown attached) for a minimum of 90 days or until the claim is settled.
  • A minimum security deposit of $5,000 will be retained for all corporate or event rentals, and for LOKI Basecamp. Please contact a member of the VanLife MTL team for more information on this subject.

DRIVER

  • All drivers must be aged 25 and over at the time of rental of one of our vehicles.
  • Your rental covers insurance for only a single driver. If you wish to add one or more drivers, a charge of $50 (file opening) will be charged for each additional driver for the total duration of the rental. Note, however, that it is possible to combine: additional drivers and additional mileage, thanks to our insurance options.
  • The driver must hold a valid driver’s license for the total duration of the rental.
  • The license(s) must be presented to the VanLife MTL employee on the day of departure before taking possession of the vehicle.
  • For international clients, we recommend obtaining an international driver’s license.
  • Only clients registered on the contract and covered by insurance will be permitted to drive the rented vehicle.

PAYMENT

  • Full payment by credit card is required upon initial reservation.
  • All payments are in Canadian dollars.

CURRENCY AND EXCHANGE RATE

  • All stated prices are in Canadian dollars.
  • Due to exchange rate fluctuations, slight changes can be observed between the amounts initially invoiced and the amount refunded. VanLife MTL can not be held responsible for exchange rate fluctuations.
  • Refunds by credit card can take up to 15 working days, depending on your financial institution. If you are involved in an accident, refunds can take up to 90 working days.

TAKING POSSESSION OF THE VEHICLE

  • VanLife MTL reserves the right to change your time of departure if necessary. In such a case, we will contact the affected customers by phone or email a few days before the departure date to notify them of the newly assigned time.
  • Ensure that you comply with the selected departure time when making your reservation or the departure time assigned by our team.
  • If you must change your departure time, you must contact and advise VanLife MTL no later than 24 hours before departure.
  • There may be a waiting period upon your departure. The VanLife MTL team will try to respect the established schedule as rigorously as possible, however, in the event of a delay caused by situations beyond our control (e.g., a client who does not show up at the scheduled time), the team will operate on a first-come, first-serve basis. Note: NO departures before 9 AM for logistics reasons.
  • Please note that the time required to sign the documents and provide all rental instructions during a class=”green-link” departure will take approximately 30 minutes. Ensure that you have viewed our explanatory video before arriving at VanLife MTL to simplify and accelerate the process.

PRE-AUTHORIZATION

  • For individuals, except LOKI Basecamp rentals: Upon departure, a pre-authorization of $ 2,500 on a credit card is required.*
  • For businesses and for LOKI Basecamp rentals: Upon departure, a pre-authorization of $ 5,000 on a credit card is required.*

*For a reservation of more than 30 days, the pre-authorization will be renewed on the 30th day of rental, as well as for any subsequent 30-day period. Also, a photocopy of your credit card will be made when you take possession of the vehicle in order to proceed with the renewal and will be destroyed 48 working hours after the return.

RENTAL PERIOD

  • The minimum rental period is four days. (The Ski In Ski Out package, offered in winter, is the only exception to this rule)
  • There is no maximum rental period. However, you must contact us for any reservation of more than 120 days.

VEHICLE RETURN

  • To ensure that all rentals run smoothly, returns must occur at the scheduled time: between 9 am and 3 pm.
  • Plan your schedule to take into account traffic, bad weather, stops, etc. A $75/hour penalty will be charged to all late returns.
  • For returns after 5:00 p.m., a fee equivalent to one day’s rental will be charged to customers.
  • Early returns will not be issued a refund.
  • Your last day of rental is charged at full price regardless of the time you return the van. This rule enables us to cover your cleaning costs, among other things.
  • Lost Objects: : VanLife MTL is not responsible for items forgotten in rental vans. However, we will do our utmost to return these items to their owner! We will keep the items found in the vans for one month. The client will be responsible for picking up the items at our office.

WINTER

  • Our vans are equipped for winter: winter tires, snow brushes, scraper, shovel, steel traction and tow cable.
  • However, although our fleet is equipped with winter tires, we ask that you use your judgment before venturing into parks, smaller roads and other high-risk areas.
  • To avoid damage to the van and its equipment in winter, we ask that you keep the heating on at all times at a minimum temperature of 15°C.
    * Clients who do not respect this instruction could seriously damage the campervan and be charged for repairs.
  • The heater exhaust duct is located near the rear tire (driver’s side). It is important to ensure that it is kept clear of snow at all times to prevent gasoline emissions into the van. Please note: our vans are all equipped with carbon monoxide detectors.
  • We recommend that you clear the snow from the solar panel frequently so that it continues to recharge the batteries.

UPGRADE

  • We reserve the right to upgrade or assign a similar or higher category of vehicle to your reservation. We will not issue a refund if we assign you a similar vehicle.

INSURANCE

  • We offer three insurance packages to suit your needs.  Click here to choose the ideal plan for your reservation.
  • A basic insurance is included with your reservation. We do not credit the basic insurance even if you have external insurance.

DAMAGE OR LOSS NOT COVERED BY INSURANCE

  • All rental property (bike rack, BBQ, etc.), the rear passenger compartment (roof fan, fridge, cabinet door, etc.) and exterior accessories (tires*, windshields*, solar panel, rear-view mirror, engine, etc.) are not covered by the insurance. If these are broken or missing upon your return, you will be required to cover all costs at the list price associated with such breakage or loss. Please be careful!
    * Tire and windshield insurance can be added with our upgraded or optimized insurance, available as an extra.
  • To consult the price list in case of breakage: click here.
  • Our team may discover breakages on a rented vehicle or the accessories even after the inspection following your return. We strongly recommend that you take a video of the van (interior and exterior) before your departure and upon your return.

CANCELLATIONS

  • Cancellations made within 30 days or more before departure: for all cancellations of reservations valued at 2500$ or less, a fee of 175$ +txs will be withheld from your refund. For all cancellations of reservations valued at 2501$ or more, a fee of 7% of the total value of the reservation (+ txs) will be withheld from your refund.
  • A fee of 50% of the total reservation amount: for cancellations made 30 days or less before the departure date.
  • No refund: for cancellations made seven days or less before the departure date.
  • All requests for cancellations or changes to rentals must be made in writing to info@vanlifemtl.com

DATE CHANGES

  • The client will be charged a fee of 15% of the total reservation amount for any date changes made 30 days or less before the departure date.
    *Last minute reservation changes or postponements often result in the van not being used for several days (i.e. the length of the original reservation), which penalizes other clients who could have booked the van if the dates had been available earlier. We, therefore, try to minimize this type of change.
  • No date changes are possible seven days or less before the departure date.
  • No refund: Cancellations made 7 days or less before the departure date.
  • All requests for cancellations or changes to rentals must be made in writing to info@vanlifemtl.com
  • CONTEST WINNERS: Contest winners will not be able to change their reservations once they have selected travel dates. Take the time to choose your dates carefully! For all cancellations, please inform us at least seven days before your scheduled departure.

ANIMALS

  • Dogs are welcome!
  • However, an additional charge of $150 will be invoiced for the duration of the rental for cleaning and the covers provided (dogs leave their mark!).
  • We will deduct the repair cost from the security deposit for any damages (chewed-up bench, scratched furniture or flooring, etc.).
  • Maximum of two dogs per vehicle.
  • Never leave your pet unattended in the vehicle with the windows closed.

SUPPLIED ACCESSORIES

  • The rental includes the necessary equipment for preparing and cooking meals.
  • All accessories lost or broken during your rental will be charged at the full list price. 
  • Bike racks (available as extras) will be installed by our team before your departure.
  • The handling and installation of your personal equipment is your responsibility for the duration of your stay.
  • Please be careful not to confuse VanLife MTL items with your items when you empty the van on your return. Some customers may leave with VanLife MTL equipment by mistake. If this occurs, you will be invoiced for the equipment at the list price.
  • For a complete list of accessories included in your rental, cliquez ici.
  • For the complete list of extra leisure and comfort accessories available on demand: click here.

SMOKERS

  • Smoking is strictly prohibited in the vehicle.
  • An amount of $250 will be charged for cleaning the vehicle if we consider that you have not respected this instruction.

BEFORE DEPARTURE

  • Each vehicle will be inspected by the customer and a VanLife MTL employee.

MAINTENANCE AND RESPONSIBILITY

  • Cleaning – We expect customers to return the vehicles in a similar condition as provided upon departure, i.e. a clean and tidy van, which includes cleaning all accessories used, including the toilet. Failure to do so will result in additional cleaning charges.
  • Tire damage – VanLife MTL replaces and changes its van tires regularly. Any new damage observed to the tires/wheels will be the customer’s responsibility unless you have taken the enhanced or optimized insurance contract.
  • Windshield damage – any new damage observed to the windshield is the customer’s responsibility unless you have taken the optimized insurance contract.
  • Accident and/or major breakage on a VanLife MTL vehicle caused by the customer’s negligence (designated driver) – Any accident or major breakage, noticed by VanLife MTL team or declared by the customer before or when the vehicle’s return, are the responsibility of the client (customer). The costs of repair will be communicated and charged to the customer once the inspection report is issued.
  • Trips over 5000 km. – Our vehicles are rented in perfect working order and are inspected regularly to ensure their mechanical integrity and respect for maintenance intervals.
    During a long-term rental, given that the vehicle is away from our premises for a long period of time, it is your responsibility to ensure that maintenance is carried out on time. An employee of VanLife MTL will tell you when you leave at what mileage it should be achieved.
    These services take place every 10,000km and consist of an engine oil change and a change of filters at an authorized garage.
    We ask you to keep the invoice so that we can reimburse these costs when returning the vehicle.

MILEAGE

  • Your reservation includes 200 km per rental day (Example: a 4-day reservation = 800 km distributed over the duration of your rental).  Click here for additional information on our mileage packages.
  • Excess mileage will be invoiced at a rate of $0.30 per kilometre.
  • Mileage packages are not refundable at the time of return if they have not been used during your trip.

PASSENGERS

  • When the vehicle is running, the number of passengers may not exceed the number of approved seatbelts in the van.
  • Passengers seatbelts must be fastened at all times when the vehicle is in running.

KEYS

  • In the event of a lost key, a charge of $450 will be deducted from your deposit.

ROAD-SAFETY CODE

  • All drivers must respect the road-safety code.
  • The customer is responsible for paying all fines received during the rental period.
  • For any unpaid fines issued during the customer’s rental period, we will invoice the customer for the fees charged, in addition to a $25 administrative fee.
  • In the event of an accident, whether at-fault or not, the customer must contact and inform us as soon as possible. For a not-at-fault accident (0%), you will be entitled to a replacement vehicle (car or minivan) provided by our insurance within 24 hours of the incident. In all situations, you will have to pay for the rental of the replacement vehicle and wait for the insurer’s report before being compensated.
  • If the vehicle is out of order or in a state of total loss, we will do our best to help you continue your trip or return home. We will not issue refunds for lost rental days.

SPEEDING (PHOTO RADAR)

  • You must respect the speed limit at all times.
  • Any unpaid speeding tickets issued during your rental period will be charged to your credit card. We will charge an additional $25 administrative fee.

TOLLBOOTHS

  • You must pay the fee at each tollbooth. If this is not done, we will charge the amounts to your credit card in addition to a $25 administrative fee.

TOWING

  • All towing is at the customer’s expense. You are required to respect the road-safety code at all times.

FUEL

  • For most rentals, the fuel tank will be full on departure and must be returned to the VanLife MTL office with the same amount of fuel at the end of the trip. If the tank is not full upon departure, the customer must return the vehicle with the same amount of fuel as provided before departing on the trip. If this condition is not met, we will charge a $50 penalty in addition to the total amount of a full tank of fuel to your credit card.
  • In case you forget, a gas station is located near our offices.

TERRITORY

  • Canada/USA border – If your rental period exceeds 21 days in the USA, we ask you when you leave to report it to a member of our team in order to adapt our insurance to your stay. If you do not declare this information before your departure you may not be covered during your trip, it is therefore essential to provide us with this information, no additional cost will be applied to your reservation.
  • Travel on public roads is permitted in Canada and the United States.
  • No Off-Roading is permitted. If an accident should occur in a location that does not comply with this rule, insurance will not cover the damage and you will be required to pay the full cost of repairs.
  • It is strictly forbidden to :
    • Cross the border into Mexico (under no circumstances).
    • Drive on gravel roads/paths.
    • OFF-LIMIT ROADS (roads that are prohibited to use):
      • Denali Highway in Alaska
      • McCarthy Road, between Chitina and McCarthy, Alaska
      • North Canol Highway in the Yukon
      • Dalton Highway (north of Livingood)
      • Taylor Highway (Hwy#5) north of Eagle, from the Top of the World Highway (Hwy#9) junction, Tractor Trail and Taylor Highway (Hwy#5) west of Chicken
      • *Taylor Highway can be taken toward Chicken, Alaska.

ACCIDENTS

  • In the event of an accident, we ask you to think about your safety first.
  • In the event of a serious accident, call 911 for immediate assistance.
  • If you need immediate roadside assistance, please call 1-800-363-4869.
  • A Joint Report of Automobile Accident is available in your glove compartment if needed.
  • Once the emergency has been dealt with (regardless of the type of accident), contact us immediately at 514-903-1995 to inform us of the situation. We will assist you to the best of our ability for the remainder of the process.

VANLIFE NORDIC PACKAGES

  • The VanLife Nordic packages involve several partners, which is why the cancellation clauses are different from the regular VanLife MTL rentals:
    • A fee of 10% of the total reservation amount: for cancellations made 30 days or more before the departure date. For air flights, a 100% charge on the flight costs will be retained.
    • A fee of 50% of the total reservation amount: for cancellations made 30 days or less before the departure date.
    • No refund: for cancellations made seven days or less before the departure date. All requests for cancellations or changes to rentals must be made in writing to info@vanlifemtl.com
  • The packages are offered in partnership with Voyages Eeyou Istchee Baie-James, the official regional travel agency for the Eeyou Istchee James Bay Territory, licensed in Quebec. The funds from VanLife Nordic are deposited in a Voyages Eeyou Istchee Baie-James Inc. trust account.
  • Due to gravel roads (rocks), we recommend taking the optional optimized insurance package to have windshield and tire protection. Click here to see our insurance packages.
  • An activity cancelled due to the weather is considered a case of force majeure. Contact Voyages Eeyou Istchee Baie-James to see what solutions are available to you! 1-855-745-3888
  • You are responsible for keeping to the schedule of your itinerary, we will not refund you for activities in which you did not participate.

Rental rates, rules and conditions are subject to change without notice.

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CONDITIONS

GIFT CERTIFICATES - VANLIFE MTL CAMPERVAN RENTAL

SHIPPING:

The gift certificate will be emailed to you with your receipt following your purchase.

  • This gift certificate is valid on the VanLife MTL camper van rental service, packages and extras.
  • This gift certificate is also transferable for the VanLife MTL online store. However, it is not possible to make this transfer directly online. We therefore ask you to contact a member of the VanLife MTL team at info@vanlifemtl.com or by phone at 514-903-1995, if you wish to use your gift certificate on the online store.
    Include the following information:

    • Your gift certificate number and the amount
    • Your full name and contact details
  • By using this gift certificate, the holder confirms his acceptance of the terms set out on the VanLife MTL website, related to the products or services purchased with this gift certificate, which may be changed at any time.
  • All sales of gift certificates are final. No refund or exchange possible.
  • The value of the amounts is in Canadian dollars.
  • The customer must keep the invoice for the gift card as proof of purchase.
  • VanLife MTL cannot be held responsible for replacing a lost or stolen gift certificate.

CONDITIONS

GIFT CERTIFICATES - ONLINE STORE

SHIPPING:

The gift certificate will be emailed to you with your receipt following your purchase.

  • This gift certificate is valid for all purchases on the VanLife MTL Online store.
  • This gift certificate is also transferable for the VanLife MTL campervan rental service. However, it is not possible to make this transfer directly online. We therefore ask you to contact a member of the VanLife MTL team at info@vanlifemtl.com or by phone at 514-903-1995, if you wish to use your gift certificate for the VanLife MTL campervan rental service.
    Include the following information:

    • Your gift certificate number and the amount
    • Your full name and contact details
  • By using this gift certificate, the holder confirms his acceptance of the terms set out on the VanLife MTL website, related to the products or services purchased with this gift certificate, which may be changed at any time.
  • All sales of gift certificates are final. No refund or exchange possible.
  • The value of the amounts is in Canadian dollars.
  • The customer must keep the invoice for the gift card as proof of purchase.
  • VanLife MTL cannot be held responsible for replacing a lost or stolen gift certificate.

POLICY ON CLOTHING AND ACCESSORIES

DELIVERY – RETURNS – PRODUCTS DESCRIPTIONS

DELIVERY

Orders are processed within 1 to 5 working days. The delivery time depends on Canada Post.

ORDER TRACKING

Once you place your order, you will receive a confirmation email indicating that your order is being processed.

  • If you have chosen in-shop pick-up, you will receive an email when your order is ready for pick-up (in-shop) during our business hours. Business hours are between 9:00 am and 4:00 pm, Monday to Friday.
  • If you have chosen to have your order sent by mail, you will receive an email when your order is shipped. A Canada Post tracking number will then also be sent to you by email. The tracking number will allow you to track your package until it has been delivered.

To add an item to your order, contact customer service at : info@vanlifemtl.com

RETURNS

We do not issue refunds on clothing.

However, we will gladly exchange your item within 30 days of the date of purchase if the item does not suit you.

For an exchange to be possible and authorized, the returned item must never have been worn, washed or damaged in any way.

To return an item you must contact us by email at info@vanlifemtl.com and include the following information:

  • Your order number
  • Your full name
  • The item you would like to return and the reason for the return.

The only exceptions for a refund to be authorized are:

  • If your item is out of stock when we process your order.
  • If your item has a manufacturing defect (you will need to send us a picture before returning the item).

The customer is responsible for the shipping costs related to the return of the item. VanLife MTL will pay the shipping costs in cases of manufacturing defects validated by sending a photo.

Items on sale are considered final and therefore not exchangeable.

Furthermore, during sales and promotions, we do not offer price adjustments on items purchased before the sale is in effect.

Promotions may not be combined with any other offer (discount, promotion, sale).

PRODUCT DESCRIPTIONS

Please note that the product colours you see on our website may vary slightly depending on the resolution and brightness of your computer screen.

All sizes are approximate, but we try to provide you with the most accurate measurements possible.

VanLife MTL is not responsible for publication and web posting errors associated with products sold on the online shop (price, promotion, discounts, quantities available, etc.) Customers cannot use such arguments to claim rebates or discounts on their purchases.

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