1. Quotations
Quotations are based on the journey information supplied, including dates, times, pickup points, destinations, passenger numbers, luggage and vehicle requirements. Changes may affect the price.
Passenger transport specialists · Local and nationwide · 07736 697320
R Group Travels Ltd
Booking terms
These terms explain how quotations, bookings, payments and journeys are handled. School transport has its own separate conditions below. Your booking confirmation may contain additional journey-specific conditions.
Last updated: 18 September 2026. Please read these terms before confirming a booking.
General booking terms
2. Confirming a booking
A journey is only confirmed when R Group Travels has accepted it in writing and any requested deposit has been received. An enquiry or quotation alone is not a confirmed booking.
3. Payment
The deposit and balance dates will be stated in the booking confirmation. Unless agreed otherwise, the remaining balance must be paid no later than the outward journey. Failure to pay may result in cancellation.
4. Cancellations
Please cancel in writing as soon as possible. Any cancellation charge or deposit retained will reflect the notice given, commitments already made and the reasonable losses arising from the cancellation. Any specific cancellation arrangement in your confirmation takes priority.
5. Waiting time and changes
Extra waiting time, additional stops, route changes or delays caused by passengers may result in an additional charge. We will explain any charge where reasonably possible.
6. Passenger conduct
Passengers must behave safely and follow reasonable instructions from the driver. Smoking, vaping, illegal substances, threatening behaviour and damage to the vehicle are not permitted. The organiser is responsible for avoidable cleaning or repair costs caused by their group.
7. Luggage and personal belongings
Customers must give accurate luggage details so a suitable vehicle can be arranged. Personal belongings remain the passenger’s responsibility. We are not responsible for items left behind unless required by law.
8. Delays and disruption
We plan journeys carefully, but traffic, weather, road closures, breakdowns and other events outside reasonable control may cause delay. We will take reasonable steps to minimise disruption and arrange alternatives where appropriate.
9. Vehicle and operator arrangements
We may provide a suitable alternative vehicle or use an appropriately licensed partner operator where necessary. The vehicle supplied will be suitable for the confirmed passenger and luggage requirements.
10. Safety and capacity
Passenger numbers must not exceed the vehicle’s legal seating capacity. Seat belts must be worn where fitted. Child seats must be agreed in advance and are normally the customer’s responsibility unless confirmed otherwise.
11. Complaints
Please raise concerns promptly so we have an opportunity to help. Formal complaints may be emailed to rgrouptravels@gmail.com with the booking name, journey date and relevant details.
12. Your legal rights
Nothing in these terms limits rights that cannot lawfully be excluded. These terms are governed by the law of England and Wales.
Separate category
School transport terms
These additional conditions apply to regular school transport bookings. If they conflict with the general terms, these school transport terms take priority for that service.
1. School transport places
A school transport place is only confirmed when R Group Travels has accepted the booking in writing and any payment requested at confirmation has been received. Places are allocated to the named child, agreed route and agreed journey pattern and cannot be transferred without approval.
2. Information we need
A parent or guardian must provide accurate pupil, school, pickup, drop-off, emergency contact and relevant medical or additional-needs information. Please tell us promptly if any of these details change. We will consider reasonable adjustments where these can be provided safely.
3. Fees and payment
The price, payment frequency and due dates will be confirmed separately. Unless agreed otherwise, payment is required for the reserved place and agreed journey pattern, including when a pupil is absent, because the seat remains allocated. Persistent late or missed payment may result in the place being suspended or withdrawn after reasonable notice.
4. Collection times and punctuality
Collection times are approximate and may vary because of traffic, weather, roadworks or changes outside our control. Pupils should be ready at the agreed pickup point at least five minutes before the expected time. To avoid delaying other pupils, the driver cannot wait beyond a reasonable time for a late passenger. A missed collection caused by a pupil not being ready is not normally refundable.
5. Absence and changes
Parents or guardians should notify us as early as possible if a pupil will not travel. Permanent changes to days, addresses, schools or journey direction must be agreed in advance and may change the price or availability. A driver cannot accept an unapproved route or stop change during a journey.
6. Routes, term dates and service times
Services operate only on the schools, routes, days and term dates confirmed for the booking. Routes and pickup order may be adjusted to maintain a safe and workable service. We will give reasonable notice of material planned changes where possible.
7. Behaviour and safety
Pupils must remain seated, wear seat belts where fitted, respect the driver and other passengers, and follow reasonable safety instructions. Bullying, fighting, abusive language, deliberate distraction of the driver, smoking, vaping, damage or unsafe behaviour is not permitted. Serious or repeated incidents may lead to suspension or withdrawal of transport after the parent or guardian has been contacted, although immediate action may be taken where safety is at risk.
8. Safeguarding and emergencies
Safety and safeguarding concerns will be handled seriously. Where appropriate, we may contact the parent or guardian, school, relevant authority or emergency services. Parents or guardians must remain contactable using the emergency details supplied while their child is travelling.
9. Drop-off arrangements
Parents or guardians are responsible for ensuring that suitable arrangements are in place for the pupil at the agreed drop-off point. Any request for a child to walk home independently or be released without an adult present must be agreed with us in advance.
10. Medical and additional needs
School transport is not an emergency or specialist medical service unless this has been expressly agreed. Medication, mobility equipment, allergies, behavioural needs or other circumstances that may affect safe travel must be disclosed before the place is confirmed so that suitability can be assessed.
11. Disruption or cancellation by us
If a vehicle is unavailable or a journey cannot operate, we will take reasonable steps to notify families and, where practical, arrange a suitable replacement. Any refund or credit for a journey we cancel will take account of the circumstances and the payment arrangement. We are not responsible for additional losses caused by events outside our reasonable control.
12. Ending a school transport booking
Notice requirements for cancelling a regular place will be stated in the booking confirmation. We may suspend or end a booking for non-payment, persistent unsafe behaviour, inaccurate information or another serious breach of these terms, normally after reasonable notice unless immediate action is needed to protect passengers or the service.
These terms are intended to explain our booking arrangements clearly. If you are unsure how a term applies to your booking, contact us before confirming.