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Hire Agreement Insurance Declaration


You can only complete the following insurance declaration if you are going to be the driver of the hire vehicle. No-one may complete this declaration on your behalf.

We apologise if you have completed this declaration before, but a new insurance proposal must be completed and accepted for every hire.

You will need to have the following documents, or images of them, to hand when completing this declaration:
  • Your Driving Licence.
  • A second form of ID.
    Acceptable documents are a Gas, Electric or Landline Telephone Bill (not Mobile Phone), Bank Statement, Credit Card Statement, or Building Society Statement that shows the driver's name and address and is dated after Tuesday 7th June 2022. Internet printed documents or a screenshot of such a document are acceptable providing they show the full document, name, address, date, and account details.

If you need any help completing this declaration, you can find this in our help faq's.

Booking Information:

 

 

 

 

 

 

 

Please provide your full booking reference.

Please choose your preferred title, from the drop down list.

Please provide your first and any middle names, as they appear on your driving licence.

Please provide your surname, as it appears on your driving licence.

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Hire Information:

Please provide the destinations you will be travelling to.

Please provide the purpose of your hire, such as: Moving house, Going to IKEA, Tip run, Collecting furniture, Kids to University, etc.

If during your hire the vehicle will be used for any business or commercial use ensure you choose Business Use. Otherwise choose personal use.

We need to know the name of the company or business you are hiring for.

Please provide a valid email address for the company or business.

Please provide the address of the business.

Please provide the name or door number of the address of the business.

Please provide the postcode of the address of the business..

We need to know if you will be the only driver of the hire vehicle.

We need to know if you are to be classed as the primary or an additional driver.

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Personal Information:

Please provide your valid personal email address.

Please provide your full mobile telephone number.

Please provide your home telephone number. This is optional if a mobile telephone number has been provided.

 
Please choose your main or primary employment status, from the drop down list.

Please provide your main or primary job title.

Please provide the name of your main or primary employer or company.

 
Please provide the address which you live at today.

Please provide the name or house number of the address which you live at today.

Please provide the postcode of the address which you live at today.

 
Are you, or will you be moving away from this address within the 12 weeks following your hire?

Please provide your new address.

Please provide the name or house number of your new address.

Please provide the postcode of your new address.

 
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  Step 3 of 7 ... In Progress

Driving Licence:

Does your licence address match of the address of where you live today?

Please provide the address that is shown on your driving licence.

Please provide the name or house number of the address that is shown on your driving licence.

Please provide the postcode of the address that is shown on your driving licence.

 
Please select your driving licence type from the drop down list, or select 'Any Other Licence' if your licence type is not listed.

 
As you have a UK Paper Driving Licence, you will need to submit a photograph of an acceptable Photo ID, when you submit your other documents below.

Acceptable documents are: Current signed passport, EEA member state identity card, Photographic registration cards for self-employed individuals in the construction industry, Firearms or shotgun certificate, credit or debit card bearing photograph.
As you have a type of driving licence permitted by our insurers, we need to refer you for insurance clearance after you have completed this declaration.

You should be aware that you will be subject to a higher minimum excess, usually £1500.00, which will need to be held as a deposit against your nominated credit or debit card. This also means the Collision Damage Waiver option will be unavailable to you, if you have purchased this option, it will be refunded back to your payment card.

You will only receive a booking confirmation once we receive the secured deposit and the result of the insurance clearance request from our insurers.
As you have a different type of driving licence, we need to refer you for insurance clearance.

After you have completed this declaration, a member of our team will contact you should we need any further information.

We may need to preauthorise your nominated credit or debit card for your excess amount.

You will only receive a booking confirmation once we receive the result of the insurance clearance request from our insurers.
 
Please provide us with your driving licence number.

Have you changed or updated anything to do with your licence with the DVLA?

Please type your National Insurance Number here. You may provide a licence check code if you prefer.

Please type your licence check code here. It is case sensitive. You will be required to upload an image of your check code later.

Click here for help in getting your DVLA Check Code
 
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  Step 4 of 7 ... In Progress

Upload Your Documents:

Please upload the following documents. Once you have uploaded the required number of documents, the indicator will turn green.
Upload the FRONT of your driving licence  - .jpg .jpeg .png .pdf file types only
We will hold a copy of this on file as it is a requirement of our insurers.

Acceptable file types are: .png, .jpg, and .jpeg image files and .pdf documents.
The maximum file size is 8MB, but we recommend a file size of 2MB is best, because the larger the file, the slower the upload will be.
If your file size is below 0.5MB they may be too small for us to use, and we may request you send them again.
If you are using a mobile device uploading as 'large' or 'actual size' will work best.

If you are taking a photograph of your driving licence, you should ensure you are taking a close up photograph, aligning the driving licence with the edge of the camera frame.
You should be able to see all 4 corners of the driving licence in your photograph.
Take the photograph in a room with good lighting and turn off your flash. We do not want any images with glare or reflection on them.
The image should be in focus and the whole driving licence should be visible.
Make sure that you do not cut off any part of your driving licence.

View example images below.

Driving Licence Front

In Focus, Close Up
Photograph

Green Tick
Driving Licence Front

Whole Document
Visible

Green Tick
Licence with Flash

No Reflection,
Flash, or Glare

Red Cross
Licence Cut Off

Part Documents
Not Acceptable

Red Cross
 
0
 of 
0
  required images uploaded.
0
 
Upload the BACK of your driving licence   - .jpg .jpeg .png .pdf file types only
We will hold a copy of this on file as it is a requirement of our insurers.

Acceptable file types are: .png, .jpg, and .jpeg image files and .pdf documents.
The maximum file size is 8MB, but we recommend a file size of 2MB is best, because the larger the file, the slower the upload will be.
If your file size is below 0.5MB they may be too small for us to use, and we may request you send them again.
If you are using a mobile device uploading as 'large' or 'actual size' will work best.

If you are taking a photograph of your driving licence, you should ensure you are taking a close up photograph, aligning the driving licence with the edge of the camera frame.
You should be able to see all 4 corners of the driving licence in your photograph.
Take the photograph in a room with good lighting and turn off your flash. We do not want any images with glare or reflection on them.
The image should be in focus and the whole driving licence should be visible.
Make sure that you do not cut off any part of your driving licence.

View example images below.

Driving Licence Back

In Focus, Close Up
Photograph

Green Tick
Driving Licence Back

Whole Document
Visible

Green Tick
Licence with Flash

No Reflection,
Flash, or Glare

Red Cross
Licence Cut Off

Part Documents
Not Acceptable

Red Cross
 
0
 of 
0
  required images uploaded.
0
 
Upload your full valid Photo ID   - .jpg .jpeg .png .pdf file types only
Acceptable documents are:
  • Current signed passport
  • EEA member state identity card
  • Photographic registration cards for self-employed individuals in the construction industry
  • Firearms or shotgun certificate
  • Credit or debit card bearing photograph
We will hold a copy of this on file as it is a requirement of our insurers.

Your driving licence is NOT acceptable as a Photo ID

Acceptable file types are: .png, .jpg, and .jpeg image files and .pdf documents.
The maximum file size is 8MB, but we recommend a file size of 2MB is best, because the larger the file, the slower the upload will be.
If your file size is below 0.5MB they may be too small for us to use, and we may request you send them again.
If you are using a mobile device uploading as 'large' or 'actual size' will work best.

If you are taking photographs of your document, you should ensure you are taking a close up photograph, aligning the document with the edge of the camera frame.
You should be able to see all 4 corners of the document in your photograph.
Take the photograph in a room with good lighting and turn off your flash. We do not want any images with glare or reflection on them.
The document should be in focus and the whole page should be visible.
Make sure that you do not cut off any part of your document.

View example images below.

Example Passport

Close Up
Photograph

Green Tick
ID Card

No Reflection
or Glare

Green Tick
Shotgun Licence

Whole Page
Visible

Green Tick
Partial Passport

Part Documents
Not Acceptable

Red Cross
NB: Your Photo ID must be a different document to your driving licence.
 
0
 of 
0
 required images uploaded.
0
 
Upload a Gas, Electric or Landline Telephone Bill or Bank Statement showing your Name & Current Address   - .jpg .jpeg .png .pdf file types only
Another ID showing your Name & Current Address

You need to supply your second form of ID from the lists below that shows the driver's name, and current address.

We require one additional identification document which is dated within the 75 days before your hire commences. Acceptable forms of identification are:
  • Gas, Electric or Landline Telephone Bill - Not Mobile Phone.
  • Bank Statement.
  • Credit Card Statement.
  • Building Society Statement.
Internet printed documents or a screenshot of such a document are acceptable providing they show the full document, name, address, date, and account details.

Only documents listed above will be accepted.

We will hold a copy of this on file as it is a requirement of our insurers.

Acceptable file types are: .png, .jpg, and .jpeg image files and .pdf documents.
The maximum file size is 8MB, but we recommend a file size of 2MB is best, because the larger the file, the slower the upload will be.
If your file size is below 0.5MB they may be too small for us to use, and we may request you send them again.
If you are using a mobile device uploading as 'large' or 'actual size' will work best.

If you are taking photographs of your document, you should ensure you are taking a close up photograph, aligning the document with the edge of the camera frame.
You should be able to see all 4 corners of the document in your photograph.
Take the photograph in a room with good lighting and turn off your flash. We do not want any images with glare or reflection on them.
The document should be in focus and the whole page should be visible.
Make sure that you do not cut off any part of your document.
You may cover or obfuscate transactions or balances from any statements if you wish, but we need to be able to clearly see the account name, your name, your address, and the date.

View example images below.

Barclays Statement

Close Up
Photograph

Green Tick
Gas Bill

No Reflection
or Glare

Green Tick
Full Bank Statement

Whole Page
Visible

Green Tick
Part Bank Statement

Part Documents
Not Acceptable

Red Cross
NB: Any document dated before Tuesday 7th June 2022 will be automatically rejected.
 
0
 of 
0
 required images uploaded.
0
 
Upload your DVLA Check Code   - .jpg .jpeg .png .pdf file types only
You need to follow this procedure to generate a 'Check Code', without it you will be unable to hire a vehicle.
  • Please visit View Driving Licence online and login using the required details.
  • Once logged in, using the top navigation, go to 'Share Your Licence information'.
  • Click 'Get Check Code'.
  • Click 'View, Print or Save your licence information'.
  • You should then save the pdf of this page and upload it.
  • If you are unable to save it, you should copy or screenshot the 'Check Code' and upload this instead. - Be careful, it is case sensitive and can only be used once.
  • If you have any problems in generating a code, you should call the DVLA on 0300 083 0013 (Monday - Friday 9.00am - 5.00pm) for further assistance.
  • This procedure may be required for both photo card driving licences as well as paper driving licences issued before 1998 if we are unable to validate your driving licence.
Watch a video showing you how to generate your check code.

We will hold a copy of this on file as it is a requirement of our insurers.

Acceptable file types are: .png, .jpg, and .jpeg image files and .pdf documents.
The maximum file size is 8MB, but we recommend a file size of 2MB is best, because the larger the file, the slower the upload will be.
If your file size is below 0.5MB they may be too small for us to use, and we may request you send them again.
If you are using a mobile device uploading as 'large' or 'actual size' will work best.

If you are taking photographs of your documents, you should ensure you are taking a close up photograph, aligning the document with the edge of the camera frame.
You should be able to see all 4 corners of the document in your photograph.
Take the photograph in a room with good lighting and turn off your flash. We do not want any images with glare or reflection on them.
The document should be in focus and the whole page should be visible.
Make sure that you do not cut off any part of your document.

View example images below.

Example DVLA Check Code

PDF
Driving Record

Green Tick
DVLA Screenshot

Driving Record
Screenshot

Green Tick
Check Code Screenshot

Check Code
Screenshot

Green Tick
DVLA QR Code

Mobile Driving Record
QR Screenshot

Green Tick
Click here to find out how to get a DVLA Check Code.
 
0
 of 
0
 required images uploaded.
0
 
Upload any other document we have specifically requested.   - .jpg .jpeg .png .pdf file types only
We may hold a copy of any document you submit to us on file as it is a requirement of our insurers.

Acceptable file types are: .png, .jpg, and .jpeg image files and .pdf documents.
The maximum file size is 8MB, but we recommend a file size of 2MB is best, because the larger the file, the slower the upload will be.
If your file size is below 0.5MB they may be too small for us to use, and we may request you send them again.
If you are using a mobile device uploading as 'large' or 'actual size' will work best.

If you are taking photographs of your documents, you should ensure you are taking a close up photograph, aligning the document with the edge of the camera frame.
You should be able to see all 4 corners of the document in your photograph.
Take the photograph in a room with good lighting and turn off your flash. We do not want any images with glare or reflection on them.
The document should be in focus and the whole page should be visible.
Make sure that you do not cut off any part of your document.
You may cover transactions or balances from any statements if you wish, but we need to be able to clearly see the account name, your name, your address, and the date.

View example images below.

Example Passport

Close Up
Photograph

Green Tick
ID Card

No Reflection
or Glare

Green Tick
Full Bank Statement

Whole Page
Visible

Green Tick
Part Bank Statement

Part Documents
Not Acceptable

Red Cross
 
0
 of 
0
 required images uploaded.
0
 
No
All required documents have not yet been uploaded.
 
  Step 5 of 7 ... In Progress

Insurance Questions:

We ask this because driver's aged in this age range fall into our 'Normal Driver' category.

 
Hirers outside of this age bracket are subject to additional insurance excesses.

Hirers aged 21 - 22 years have a standard excess of £1700, and the CDW option is not available.

Hirers aged 23 - 24 years have a standard excess of £1500, or a reduced excess of £700, with the CDW option.

If any other excesses or terms apply to your booking, a member of our team will contact you explain these to you and to confirm that you wish to proceed.

We may need to preauthorise your nominated credit or debit card for your excess amount.

You will only receive a booking confirmation once we receive the result of the insurance clearance request from our insurers.
 
Has at least 24 months passed since you passed your driving test and were issued your licence?

 
Our standard cover is applicable to Hirers who have been driving for more than 2 years, we will request insurance clearance from our insurers and let you know if there are any additional or special conditions imposed.

We cannot hire to anyone who has held their Licence for less than 12 months.
 
You should include all experience of driving a motor vehicle whilst in the UK.

This includes any incidents you were invloved in, irrespective of how minor they may have been, or if they were reported to your insurer.

 
 
Please provide the approximate date if you are unsure.

You should choose yes, even if you had your excess refunded, repaid, or it was claimed back from another insurer or policy.

Choose yes if you were to blame for the accident or if the insurers decided you were at fault. You should also choose yes if the claim progressed on a 'knock for knock' or 50/50 basis.

Choose yes if there were any injuries sustained by you, any of your passengers, any other party involved, or any of their passengers.

Only choose settled if you are 100% sure the insurer has recovered all their losses and closed their file. Choose ongoing if the claim is still ongoing or you are unsure of the status.

You should include the cost of repairs to your vehicle, injury settlement, replacement/hire car costs, and any uninsured losses that were claimed against you.

Please describe the circumstances surrounding the accident, what happened, what speeds were involved, etc. We need this information to ensure you are appropriately covered by the vehicle insurance.

 
This includes any incidents you were invloved in, irrespective of how minor they may have been, or if they were reported to your insurer.

 
 
Please provide the approximate date if you are unsure.

You should choose yes, even if you had your excess refunded, repaid, or it was claimed back from another insurer or policy.

Choose yes if you were to blame for the accident or if the insurers decided you were at fault. You should also choose yes if the claim progressed on a 'knock for knock' or 50/50 basis.

Choose yes if there were any injuries sustained by you, any of your passengers, any other party involved, or any of their passengers.

Only choose settled if you are 100% sure the insurer has recovered all their losses and closed their file. Choose ongoing if the claim is still ongoing or you are unsure of the status.

You should include the cost of repairs to your vehicle, injury settlement, replacement/hire car costs, and any uninsured losses that were claimed against you.

Please describe the circumstances surrounding the accident, what happened, what speeds were involved, etc. We need this information to ensure you are appropriately covered by the vehicle insurance.

 
This includes any incidents you were invloved in, irrespective of how minor they may have been, or if they were reported to your insurer.

 
 
Please provide the approximate date if you are unsure.

You should choose yes, even if you had your excess refunded, repaid, or it was claimed back from another insurer or policy.

Choose yes if you were to blame for the accident or if the insurers decided you were at fault. You should also choose yes if the claim progressed on a 'knock for knock' or 50/50 basis.

Choose yes if there were any injuries sustained by you, any of your passengers, any other party involved, or any of their passengers.

Only choose settled if you are 100% sure the insurer has recovered all their losses and closed their file. Choose ongoing if the claim is still ongoing or you are unsure of the status.

You should include the cost of repairs to your vehicle, injury settlement, replacement/hire car costs, and any uninsured losses that were claimed against you.

Please describe the circumstances surrounding the accident, what happened, what speeds were involved, etc. We need this information to ensure you are appropriately covered by the vehicle insurance.

 
Choose yes if you were to blame for the accident or if the insurers decided you were at fault. You should also choose yes if the claim progressed on a 'knock for knock' or 50/50 basis.

 
You cannot report more than three accidents through this online declaration.

A member of our team will contact you after your submission to obtain further information.
 
Please note that we need all current offences included, even if they show as exipred on your driver record.

Please note that all current and pending offences must be included, even if they show as exipred on your driver record. We need this information to ensure you are appropriately covered by the vehicle insurance.

Please include the date of the offence, the offence code, or details of what happened, the fine you paid, the points you received, and whether it was dealt with by fixed penalty or through the courts.
 
Please note that all current and pending offences must be included irrespective if they were accrued within the UK or any other country. They must be delcared, even if they show as exipred on your driver record.

Please note that all current and pending offences must be included irrespective if they were accrued within the UK or any other country. They must be delcared, even if they show as exipred on your driver record. We need this information to ensure you are appropriately covered by the vehicle insurance.

Please include the country who dealt with the offence, the date of the offence, the offence code, or details of what happened, the fine you paid, the points you received, and whether it was dealt with by fixed penalty or through the courts.
 
Please note that all current and pending offences must be included irrespective if they were accrued within the UK or any other country. They must be delcared, even if they show as exipred on your driver record.

Please note that all current and pending offences must be included irrespective if they were accrued within the UK or any other country. They must be delcared, even if they show as exipred on your driver record. We need this information to ensure you are appropriately covered by the vehicle insurance.

Please include the country who dealt with the offence, the date of the offence, the offence code or details of what happened, the fine you paid, the points you received, and whether it was dealt with by fixed penalty or through the courts.
 
Please note that all current and pending offences must be included irrespective if they were accrued within the UK or any other country. They must be delcared, even if they show as exipred on your driver record. Please include any offence or endorsement you may have received, either within the UK or any other country.

Please note that all current and pending offences must be included irrespective if they were accrued within the UK or any other country. They must be delcared, even if they show as exipred on your driver record. We need this information to ensure you are appropriately covered by the vehicle insurance.

Please include the country who dealt with the offence, the date of the offence, the offence code or details of what happened, the fine you paid, the points you received, and whether it was dealt with by fixed penalty or through the courts.
 
Please include any suspension, ban, or disqualification you may have received, either within the UK or any other country.

Please include any suspension, ban, or disqualification you may have received, either within the UK or any other country. We need this information to ensure you are appropriately covered by the vehicle insurance.

Please include the country who dealt with the offence, the date of the offence, the offence code or details of what happened, the fine you paid, the points you received, and how it was dealt with by the courts.
 
Please include any points, endorsements, convictions, suspensions, bans, or disqualifcations you may have received in the UK while driving with your foreign driving licence.

Please include any points, endorsements, convictions, suspensions, bans, or disqualifcations you may have received in the UK while driving with your foreign driving licence. We need this information to ensure you are appropriately covered by the vehicle insurance.

Please include the date of the offence, the offence code or details of what happened, the fine you paid, the points you received, and whether it was dealt with by fixed penalty or through the courts.
 
This only includes medical conditions that the DVLA must be notified of.

We need this information to ensure you are appropriately covered by the vehicle insurance.

Please include all information surrounding your condition, any medication you may take, and any restrictions that this has on your driving licence.
Has anything changed, progressed, got better or got worse since you last informed the DVLA?

 
We need to know if ANY of these statements have EVER applied to you.

We need to know which of these statements have EVER applied to you, we need this information to ensure you are appropriately covered by the vehicle insurance.

We need to know if ANY of these statements have EVER applied to you. Please include all information surrounding which statement applies, including the date it occurred, what was changed or required by your insurer, and whether these are ongoing.
 
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  Step 6 of 7 ... In Progress

Declarations & Submit Enquiry

 

 

 


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  Step 7 of 7 ... In Progress
Address
Alco Van Hire
Pittvale Service Station
Romsey Road
Pitt
Winchester
HANTS
SO22 5QN
Opening Hours
Monday 09:00 - 17:00
Tuesday 09:00 - 17:00
Wednesday 09:00 - 17:00
Thursday 09:00 - 17:00
Friday 09:00 - 17:00
Saturday 09:00 - 17:00
Sunday 09:00 - 17:00
Contact
phone 01962 67 00 67
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Driving Licence 'Check Code'


A 'Check Code' is required for both photo card driving licences and paper driving licences.
Please follow this video to generate your 'Check Code', without it we cannot validate your driving licence.
Get a Check Code
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