Terms and Conditions

Wheels4Nurses Car Rental Terms and Conditions - updated 11/05/2024

The following terms and conditions (“Rental Terms”) govern all reservations and rentals of vehicles through Wheels4Nurses. By reserving a rental vehicle with Wheels4Nurses, you agree to these terms. A copy of these terms will be emailed to you upon completion of your reservation.

1. Electronic Consent

By proceeding with your reservation, you agree to both the Rental Terms and electronic contracting. By signing the rental agreement via DocuSign, you consent to receive all documents and communications electronically.

2. Arbitration Agreement

ALL DISPUTES MUST BE RESOLVED THROUGH ARBITRATION OR SMALL CLAIMS COURT ON AN INDIVIDUAL BASIS. BY AGREEING TO THESE TERMS, YOU WAIVE THE RIGHT TO PARTICIPATE IN A CLASS ACTION. Arbitration will take place in the county of your billing address unless agreed otherwise. You may opt out of this provision by notifying Wheels4Nurses within 30 days of your reservation by emailing service@wheels4nurses.com.

3. Reservations and Availability

Your reservation secures a vehicle class, not a specific vehicle. Wheels4Nurses will make every effort to provide a vehicle in the reserved class. However, availability may vary due to unforeseen events. If your reserved class is unavailable, we will attempt to provide a similar or upgraded vehicle at no additional cost.

4. Payment Terms

A valid credit or debit card is required at the time of reservation and rental. Authorized holds may be placed on your card to cover estimated rental charges plus a security deposit. Final charges may differ due to additional services, extended rental periods, or other changes to your reservation.

5. Cancellation Policy

• Cancellations Before Pickup: Cancellations made at least 24 hours prior to the scheduled pickup time will receive a full refund. Cancellations made within 24 hours of the pickup time may be subject to a cancellation fee equivalent to one day’s rental charge.
• No-Shows: If you do not arrive to pick up the vehicle at the scheduled time and do not cancel in advance, a no-show fee may apply, and you will not be eligible for a refund for the first rental day.
• Early Returns: If you choose to return the vehicle earlier than the scheduled return date and provide at least 24 hours' notice prior to the early return, Wheels4Nurses will refund the unused rental days. Early returns without prior notice of at least 24 hours will not be eligible for a refund of unused rental days.

6. Rental Charges

Rental charges are calculated based on the daily rate of $25 plus applicable taxes, including maintenance and roadside assistance. Additional charges may apply for optional services, such as insurance or mileage overages.

7. Insurance

Renters must have valid insurance covering rental vehicles. If not, insurance can be obtained through Wheels4Nurses for an additional fee. Loss Damage Waiver (LDW) and other optional insurance coverages may be available at the time of rental.

8. Mileage and Fuel Policy

All rentals include unlimited mileage within Washington state. Vehicles should be returned with the same level of fuel as at pickup to avoid a refueling charge.

9. Return Policy

Vehicles should be returned on the date and time specified in the Rental Agreement. Late returns may incur additional charges.

10. No Smoking Policy

Smoking is strictly prohibited in all Wheels4Nurses rental vehicles. If it is determined that smoking occurred in the vehicle during your rental period, a cleaning fee of $150 will be charged to cover the cost of odor removal and interior cleaning. This fee is non-negotiable.

11. Privacy

Wheels4Nurses values your privacy. By reserving with us, you consent to the collection and use of your personal information as described in our Privacy Policy.

12. Choice of Law

These Rental Terms are governed by the laws of Washington state. Any disputes arising under these terms shall be resolved under Washington jurisdiction.

13. Accepted Forms of Payment

Wheels4Nurses accepts the following forms of payment:

• Credit Cards: Visa, MasterCard, American Express, and Discover. An authorized hold may be placed on your card to cover estimated rental charges plus a security deposit.
• Debit Cards: Debit cards with a Visa or MasterCard logo may be accepted; however, additional identification and a credit check may be required.
• Digital Wallets and Payment Apps: We accept Zelle, Venmo, and PayPal for convenient payment processing. Please ensure your account is verified and matches the name on the driver’s license provided.

Please note that prepaid cards, cash, and checks are not accepted at the time of rental. Debit cards cannot be used to qualify for certain vehicle classes or at all locations.

14. Tolls and Other Fees

Renters are responsible for all tolls incurred during the rental period. Wheels4Nurses offers an automatic toll billing option:

• Automatic Toll Billing: If the rental vehicle is equipped with an electronic toll pass, all tolls will be automatically billed to the rental agreement. These charges will appear on your final invoice and may be added later due to processing times.

Please be aware that failure to pay tolls may result in fines or penalties. Wheels4Nurses is not responsible for any charges due to unpaid tolls, parking violations, or traffic infractions incurred during the rental period.

15. Renter's Responsibility for Vehicle Damage or Loss

As a renter, you are responsible for any damage to or loss of the rental vehicle during the rental period, regardless of fault, unless you have accepted a Loss Damage Waiver (LDW) or similar protection. This includes, but is not limited to:

• Collision Damage: Any damage resulting from a collision, whether with another vehicle, object, or due to rollover.
• Theft or Loss: Loss of the vehicle due to theft or other causes.
• Mechanical Damage: Damage arising from misuse, negligence, or failure to operate the vehicle as intended.

Mechanical Damage Definition

"Mechanical Damage" refers to any damage to the vehicle’s engine, transmission, suspension, braking, or other mechanical systems that result from actions outside normal and intended use. This includes, but is not limited to:

• Improper Use of Transmission: Damage from shifting gears incorrectly, such as forcing the vehicle into gear while moving in the opposite direction (e.g., shifting into reverse while driving forward).
• Overloading: Damage caused by exceeding the vehicle’s maximum load capacity, leading to stress on the suspension, engine, and braking systems.
• Unauthorized Towing or Off-Roading: Using the vehicle to tow other vehicles or equipment, or operating the vehicle off-road in areas not intended for passenger vehicles, resulting in damage to the engine, undercarriage, or tires.
• Neglecting Warning Indicators: Ignoring dashboard warning lights, such as oil, temperature, or check engine lights, which can lead to severe damage to the engine or other components if not promptly addressed.
• Driving with Insufficient Fluids: Failing to maintain necessary fluid levels, including engine oil, coolant, and transmission fluid, which can result in overheating, seizing, or other significant damage.
• Racing or Aggressive Driving: Engaging in excessive acceleration, high-speed driving, or other forms of aggressive driving that place undue stress on the vehicle’s mechanical systems.
• Running the Vehicle with a Flat or Underinflated Tire: Continuing to drive on a damaged or flat tire, which can cause damage to the wheel, suspension, or alignment.

Mechanical damage due to misuse, negligence, or failure to operate the vehicle as intended is the renter’s financial responsibility, even if additional coverage options, such as Loss Damage Waiver (LDW), are in place. This includes the cost of repairs, diminished value, loss of use, and any related administrative fees.

In the event of such damage or loss, you may be liable for:

• Repair Costs: The cost to repair the vehicle to its pre-rental condition.
• Diminished Value: The reduction in the vehicle's market value post-repair.
• Loss of Use: Compensation for the rental company's loss of revenue while the vehicle is being repaired or replaced.
• Administrative Fees: Costs associated with processing the damage or loss claim.

Please note that personal auto insurance policies and credit card benefits may offer coverage for rental vehicle damage. It is your responsibility to understand your coverage and ensure it is adequate. If you decline LDW or similar protection, you accept full financial responsibility for any damage or loss as outlined above.

16. Refund Processing

• Refunds will be processed to the original form of payment within 5-10 business days of the return or cancellation, depending on your financial institution’s processing times.
• Digital Wallets and Payment Apps: If Zelle, Venmo, or PayPal were used, refunds will also be processed through these platforms within the same timeframe.

17. Policy Updates and Modifications

Wheels4Nurses reserves the right to update or modify these Terms and Conditions at any time. If any significant changes are made, we will notify you by email or through a notice on our website. Your continued use of our services following any changes to these Terms and Conditions constitutes your acceptance of those changes.

We recommend reviewing the Terms and Conditions regularly to stay informed about our policies. The date of the latest update will be displayed at the top of this document.