BikeBoxHire.io — Last updated: July 2026
Terms & Conditions
These Terms & Conditions ("Terms") govern every hire booked through BikeBoxHire.io ("we", "us", "our"). By completing a booking, you ("the Hirer", "you") accept these Terms in full.
A binding contract is formed between the Hirer and BikeBoxHire.io at the point a booking is confirmed and payment is taken. These Terms, together with our Privacy Policy set out in Part B, form the entire agreement between the parties in respect of the hire.
The full hire fee (£99.95 for a 7-day hire, or £135 for a 10-day hire) is payable in full at the point of booking. No further sum is payable on collection, save as set out in these Terms in respect of damage, late return, or approved extension.
A damage deposit of £200 will be authorised and held against the Hirer's payment card at the point of booking. This sum is held as a security authorisation only and does not constitute a charge. The deposit will be released automatically within 5–7 business days of the safe return of the hired equipment ("the Box") in satisfactory condition, subject to Clauses 4 and 5.
Where the Box is returned damaged, the following charges apply, deducted from the damage deposit referred to in Clause 3:
| Item | Description | Charge |
|---|---|---|
| Locks or hinges | Broken, bent, or non-functioning | £50 |
| Shell (body) | Cracked or split | £200 (full deposit) |
| Wheels | Missing or broken | £25 |
| Handles | Broken or cracked | £100 |
| Interior foam | Crushed, torn, or heavily dented | £50 |
| GPS tracker | Missing or tampered with | £50 |
| Straps | Torn or snapped | £25 |
Normal wear and tear consistent with ordinary use and travel, including minor surface scuffs and light scratching to the exterior shell, is expected and accepted, and will not be charged under Clause 4.
The Box is hired as an empty item of luggage. We are not responsible for packing, and we accept no liability for loss of, or damage to, any bicycle, component, or other equipment placed inside the Box during the hire period, including damage arising in transit, in the course of travel, or through handling by any third party such as an airline or courier.
It is the Hirer's sole responsibility to: pack the bicycle correctly, using appropriate technique; check that all components are secured and adequately protected before the Box is closed; and ensure sufficient foam padding and protection is in place around the frame, wheels, and other fittings. Where a Hirer removes, repositions, or fails to use the foam protection supplied with the Box, we accept no liability whatsoever for any resulting damage to the bicycle or equipment carried inside it.
The damage deposit referred to in Clause 3 is released in full upon cancellation in every case, irrespective of timing.
Where the Hirer is unable to travel due to illness or injury, we will, upon provision of a medical certificate or doctor's note, offer at the Hirer's election either a full refund of the hire fee or a rebooking with no time limit, notwithstanding the cancellation windows set out in Clause 6.
A Hirer wishing to extend their hire must contact us before the scheduled return date. Approved extensions are charged at £15 per day and are subject to availability. Where the Box is not returned by the agreed date and no extension has been approved in advance, a late return fee of £50 per day applies, and will be charged automatically to the payment card on file. The Hirer will be notified via WhatsApp and email in advance of any such charge.
Where the Box is returned with damage clearly attributable to mishandling by an airline, the Hirer must, before leaving the airport, report the matter to the airline and obtain a Property Irregularity Report ("PIR"). The Hirer must provide the PIR to us within 24 hours of return, to hello@bikeboxhire.io. On receipt of a valid PIR, the damage deposit will be released in full and we will pursue recovery from the airline directly. Hirers are strongly advised to hold travel insurance covering sports equipment.
Each Box is fitted with a GPS tracking device for the purposes of loss prevention and location monitoring during the hire period. Tampering with, removing, or disabling the tracker will result in forfeiture of the full £200 damage deposit.
Collection and return take place on Tuesdays and Thursdays only, from a partner bike shop in Edinburgh or Glasgow, or from a trusted locker location in Edinburgh, as confirmed at the time of booking. The Hirer is responsible for returning the Box to the same location from which it was collected, on or before the agreed return date.
These Terms are governed by, and shall be construed in accordance with, the laws of Scotland, and the Scottish courts shall have exclusive jurisdiction over any dispute arising from them.
At checkout, the Hirer must confirm: "I confirm I have read and agree to the BikeBoxHire.io Terms & Conditions, including the damage deposit terms, cancellation windows, and GPS tracker conditions."
Privacy Policy
This Privacy Policy explains how BikeBoxHire.io collects, uses, and protects personal data in connection with the services described in Part A.
BikeBoxHire.io ("we", "us", "our") is the data controller in respect of the personal data described in this Policy. We can be contacted at hello@bikeboxhire.io.
We do not collect special category data, save where a Hirer voluntarily provides a medical certificate or doctor's note in support of a claim under Clause 7.
| Purpose | Lawful Basis |
|---|---|
| Taking and fulfilling a booking | Performance of a contract |
| Processing payment and the damage deposit | Performance of a contract |
| Sending confirmations, instructions, and GPS tracking links | Performance of a contract |
| Assessing and charging for damage under Clause 4 | Performance of a contract; legitimate interest |
| Processing a medical/injury claim under Clause 7 | Consent (special category data) |
| Fraud prevention and dispute resolution | Legitimate interest |
| Marketing communications | Consent |
| Website analytics and cookies | Consent / legitimate interest |
We share the minimum personal data necessary with: Stripe (payment and deposit processing); Booqable (booking and inventory management); partner bike shops in Edinburgh and Glasgow and our locker partner (name, booking reference, and pickup/return dates, for the purpose of handover); our GPS tracker provider; and WhatsApp/Meta, where a Hirer communicates with us by that channel. We do not sell personal data. Where any provider processes data outside the UK or EEA, we rely on appropriate safeguards, including the UK International Data Transfer Addendum or equivalent standard contractual clauses.
Our website may use cookies to remember preferences and understand visitor usage. Essential cookies are necessary for the site and booking widget to function; non-essential cookies (for example, analytics) are set only with consent, which may be withdrawn at any time through browser settings or any cookie banner presented on the site.
Under UK data protection law, a Hirer has the right to: request access to personal data held about them; request correction of inaccurate or incomplete data; request erasure, where we are not required to retain the data for legal or accounting reasons; request restriction of, or object to, certain processing; request data in a portable format; and withdraw consent at any time where consent is the lawful basis relied upon. Requests should be directed to hello@bikeboxhire.io. We will respond within one month.
Any complaint regarding our handling of personal data should be directed to hello@bikeboxhire.io in the first instance.
We apply industry-standard security measures to protect personal data, including secure payment processing via Stripe, under which we never see or store full card details, and access controls on our booking and communication systems.
We may amend this Policy from time to time to reflect changes to our services or legal obligations. The date at the top of this page indicates the current version. Material changes to how personal data is used will be highlighted before they take effect.
Questions about these Terms or this Policy? Email hello@bikeboxhire.io.