TERMS · BOOKINGS & TRANSPORT
Clear arrangements for bookings, fares, payments, waiting, safe transport and the responsibility for flight or onward connection times.
VAN VAARDE · Version 28 October 2026 · Arenastraat 21, 3078 ZT Rotterdam, The Netherlands · Chamber of Commerce (KVK) 24407593 · VAT NL817456818B01 · info@vanvaarde.nl · +31 6 10 102 102 / +31 85 203 33 50. General Conditions of Carriage and Payment. The contracting carrier is identified in your booking confirmation or invoice.
These conditions apply to bookings and transport services offered under the VAN VAARDE trading name, including private, executive, VIP, airport, maritime and rail crew and contracted transport. The contracting carrier is the business identified in the booking confirmation or invoice. Individually agreed written terms prevail except where mandatory consumer or passenger law provides otherwise.
Submitting a request by website, phone, email or WhatsApp does not itself create a confirmed reservation. A booking exists once VAN VAARDE expressly confirms the date, local pickup time, route, passengers, vehicle category and agreed fare or pricing basis. Special requirements are guaranteed only if confirmed. We may decline an enquiry for lack of availability or where conditions are unsafe or impracticable.
The customer must provide complete pickup/destination addresses, times, reachable mobile number, passenger numbers including children, luggage, flight, rail or vessel details and special requirements. Please check the confirmation and report errors immediately. A change of route, time, vehicle or passenger numbers requires fresh agreement, including approval of any amended fare. Call us for urgent changes.
The expressly confirmed fixed journey price or clear pricing basis governs. Consumer prices include applicable VAT. Tolls, parking, special terminal access, extra stops, waiting and additional services are billed separately only if clearly disclosed and agreed in advance, or later expressly approved. A fixed fare cannot be unilaterally increased solely because of normal traffic congestion or a longer route. If a variable per-kilometre and per-minute tariff was agreed in advance, actual journey duration, including time in traffic, may affect the price subject to applicable law. Statutory maximum tariffs apply to the Dutch street-hail taxi market; pre-booked services follow the previously disclosed and accepted price agreement. Chauffeur hours, waiting and international journeys are invoiced only on the agreed pricing basis. A journey receipt is offered as legally required.
Payment method and timing are agreed before confirmation: prepayment, payment at the end of the journey or invoicing. A clearly disclosed deposit may apply to special or larger assignments. Invoices are due within the agreed period, normally 14 days unless otherwise confirmed. Only statutory interest and legally permitted collection costs may apply to overdue accounts; consumers first receive the mandatory free 14-day payment reminder. A journey receipt or invoice is offered as required by law.
Standard journeys can be cancelled free of charge up to 24 hours before the agreed pickup time unless another fair policy was expressly agreed beforehand. For later cancellation or no-shows, only reasonable, evidenced and unavoidable costs or loss may be claimed, capped at the agreed trip price and subject to consumer protections. Multi-day trips, group bookings, reserved chauffeur hours and recurring services may have specifically agreed cancellation rules. If VAN VAARDE cancels, we discuss a suitable alternative or refund for services not supplied as required by law.
The passenger must be ready at the agreed time and place and remain contactable by phone. Standard pre-booked journeys include the first 15 minutes of waiting after the agreed pickup time, except where a different airport, port, rail or contracted arrangement was confirmed. Paid waiting time must be agreed in advance. If the passenger is absent, we will try to make contact. After a reasonable wait with no response, the driver may depart; reasonable evidenced no-show costs are governed by clause 6.
The customer and passenger are responsible for choosing a pickup time allowing ample margin for foreseeable traffic, unexpected congestion, accidents, closures, airport check-in, baggage drop, security procedures and airline cut-off times. Book transport well in advance. Travel times and estimated arrival times provided by VAN VAARDE are estimates, not guarantees of catching a flight or connection. If a vehicle is not at the confirmed pickup point on time or delay becomes likely, the passenger must CALL VAN VAARDE IMMEDIATELY at +31 85 203 33 50 so that we can respond or discuss an alternative where possible. Email or WhatsApp alone is insufficient for urgent situations. Costs of missed flights, rebookings, hotels or other connections are not automatically payable by VAN VAARDE. To the extent permitted by law, we do not accept liability for such losses caused by road disruption or other external circumstances that could not reasonably have been prevented despite proper planning and professional care. Liability for a proven breach attributable to us or under mandatory law remains unaffected.
For train departures, cruises, port gates, terminals and crew changes, customers must allow sufficient time for access, security, boarding and site procedures. Travellers are responsible for correct terminal/gate details, valid documents and necessary permissions. Call promptly if a time-critical connection is threatened. Port and border inspections may lie outside our control.
Where an accurate flight number is supplied, we may use flight information to coordinate pickup. Monitoring does not guarantee that a delayed, diverted or cancelled flight can be accommodated without changes. Notify us immediately of terminal changes, slow baggage reclaim or difficulties finding the driver. A revised pickup time or additional waiting is agreed under the disclosed terms.
We plan journeys professionally and safely. Quoted routes and travel or arrival times are estimates unless expressly confirmed otherwise. Extra stops, diversions, extended chauffeur hours or changed passenger numbers require discussion and acceptance of any amended price. The vehicle category is confirmed; an exact make or model is promised only when expressly agreed. A suitable equivalent may be offered by agreement where operationally necessary.
Before booking, disclose oversized or special luggage, child seats, wheelchair or mobility needs, assistance requirements and any animals. We confirm the suitability of the vehicle and available assistance. Passenger and luggage counts must be accurate, and the vehicle's lawful seating capacity must not be exceeded. All seat-belt and child-safety rules must be followed; specific taxi exemptions may apply under Dutch law, while other countries can have different requirements. Assistance dogs are accommodated under applicable accessibility and equality legislation and are not refused as ordinary pets. Only concrete safety or service constraints recognised by law may require discussion of an appropriate alternative. Travellers should reasonably supervise valuable or fragile possessions; mandatory rights concerning loss or damage remain unchanged.
Passengers must follow reasonable driver safety instructions and wear legally required seat belts. Smoking and vaping are prohibited in our vehicles. Violence, threats, serious disruption and unsafe behaviour may justify lawful refusal or safe termination of a journey. Reasonable, evidenced cleaning or repair costs for damage attributable to a passenger may be recovered; no arbitrary automatic penalty applies.
Circumstances affecting pickup or arrival times may include sudden or exceptional congestion, accidents caused by third parties, road closures and diversions, breakdowns involving other road users, police or emergency-service operations, unexpected traffic restrictions, severe weather, strikes, demonstrations, emergencies, and restrictions or inspections at ports, airports, terminals and borders. VAN VAARDE cannot guarantee arrival times in these circumstances. Where delay or non-performance is outside our reasonable control and could not reasonably have been avoided or mitigated by a professionally careful carrier, we are not liable for the resulting loss to the extent permitted by law. We take reasonably foreseeable traffic into account when planning, notify customers of material delays as soon as reasonably practical, and seek a suitable solution where feasible. In a genuine force majeure event, a journey may be amended or terminated by agreement with appropriate adjustment for services not delivered. A late departure, poor organisation, a driver's culpable error or a defect in our own vehicle is not automatically force majeure.
VAN VAARDE is not automatically responsible for a missed flight, train, cruise, appointment or event, or for rebooking fees, hotel stays, lost earnings or other delay-related or consequential loss. In particular, when the cause is traffic congestion, third-party accidents, emergencies, diversions or other external conditions beyond our reasonable control that could not reasonably have been prevented or mitigated through professional care, we exclude liability for such losses to the extent permitted by law. Not all traffic counts as force majeure: predictable congestion and reasonable journey planning matter. If VAN VAARDE or an assigned driver commits a proven breach attributable to us, the liability imposed by applicable law remains. An accident involving our own vehicle does not automatically remove liability for personal injury or other legally protected loss; this is assessed separately under Dutch Book 8 Civil Code and other applicable law. Nothing limits liability that cannot legally be excluded or restricted, including statutory protections for intentional or reckless conduct. Customers should reasonably mitigate losses and report any delay or incident promptly.
We may use suitably qualified, legally authorised chauffeurs or transport partners. This does not remove any responsibility that the contracting carrier continues to owe under applicable law. The agreed price or service is not materially reduced or altered without valid agreement.
VAN VAARDE maintains a taxi passenger complaints procedure. Complaints may be made by telephone on +31 85 203 33 50 or in writing at info@vanvaarde.nl. Please include the journey date, pickup and destination details, driver or registration details where known, your contact information and an explanation. If a chauffeur fails to arrive or there is an urgent issue, call immediately. We acknowledge and address complaints carefully and respond within the applicable statutory period of six weeks. If a dispute cannot be resolved directly, the passenger may contact the disputes body with which the contracting Dutch taxi operator is legally required to be registered. Contact VAN VAARDE for the disputes body's details for your carrier and the applicable procedure. Mandatory passenger rights and access to the competent courts remain unaffected.
Hotels, crew services, executive accounts, group trips, multi-day itineraries and recurring transport may be governed by specifically agreed written terms on rates, invoicing, waiting, planning and cancellation. These individually negotiated terms prevail in case of conflict, subject to mandatory law. Corporate customers remain responsible for agreed payments and accurate passenger information.
We process the contact and journey information necessary for transport, including relevant flight, rail or terminal information. See /en-privacy for purposes, retention and personal-data rights. Only supply other travellers' contact details where you can lawfully do so, and inform them when required.
The version made available before or at the time of contracting governs that booking. Later changes do not automatically apply to previously confirmed reservations. If any provision is unenforceable, the rest remains effective as far as legally possible. Dutch law applies subject to mandatory consumer protection and jurisdiction rules. If the English and Dutch versions differ, the Dutch text prevails to the extent permitted by law.
Anyone arranging a journey on behalf of a company, hotel, travel organiser, cruise operator or another person must be authorised to place the booking and must share passenger details lawfully. The contracting customer is responsible for passing the confirmation, pickup point, driver contact details, emergency phone number and relevant travel arrangements to the actual passenger in good time. Where a business or intermediary is the contracting customer, it remains responsible for agreed payment unless expressly agreed otherwise. Mandatory rights of the passenger remain unaffected.
Pickup takes place at the point identified in the confirmation. A reference to an airport, station, cruise terminal, port or hotel without a specified meeting point does not authorise an arbitrary alternative pickup location. Airport arrival halls, terminals, car parks, exits and designated pickup zones may differ. Passengers must follow the confirmed meet-and-greet instructions and call immediately if they cannot find the driver. Traffic rules, access permissions, site security instructions and official directions always take priority. A chauffeur is not required to stop at an illegal or unsafe location.
Passengers should check that all personal belongings and luggage have been collected before leaving the vehicle. Items found in a taxi will, where practicable, be secured and handled in accordance with applicable legal obligations. Report missing property as soon as possible, describing the item and journey details. VAN VAARDE cannot promise unlimited storage or guarantee recovery. Returning, shipping or delivering an item through a separate journey may involve reasonable actual costs, agreed in advance. Statutory rights concerning lost or damaged property remain unchanged.
Unlawful weapons, explosives, flammable, prohibited or otherwise unsafe items must not be carried. The customer must declare the type and quantity of unusual items before booking. Luggage must be properly packaged and capable of safe stowage within the vehicle's permitted capacity; unlawful or unsafe transport may be refused. Special arrangements should be made for fragile objects, expensive equipment, medical aids or other unusual cargo. A contract for passenger transport does not automatically include a separate courier, security or goods-insurance service unless expressly agreed.
Ordinary pets are carried only where animal type, space requirements, safe transport and any reasonable disclosed charges have been agreed in advance. The owner is responsible for appropriate supervision and required documents. Assistance dogs are accommodated under applicable accessibility and equal-treatment rules and must not be rejected merely as ordinary pets. Specific genuine safety or hygiene concerns must be handled in accordance with law, exploring reasonable alternatives where possible. The person legally responsible for an animal may be required to meet properly evidenced damage in accordance with applicable law.
VAN VAARDE provides ordinary passenger transport, not medical treatment, professionally staffed patient transport or ambulance services unless a separately authorised service is expressly agreed. Passengers or customers should notify us in advance of assistance needs materially relevant to safe transport, insofar as reasonable and necessary. Where sudden serious illness, injury or another emergency occurs, the driver will consider stopping safely and contacting 112 or other professional assistance. Mandatory duties of care, safe driving, emergency assistance and non-discrimination continue to apply.
Cross-border bookings require advance agreement on destination, route, price, tolls, waiting, accommodation where applicable and any border-related costs. Passengers are responsible for valid travel, identification and access documents and should anticipate border checks and local rules. VAN VAARDE and any transport partner remain responsible for their own required operator permits, vehicle and driver authorisations and compliance with applicable foreign transport laws. Where essential documents are missing or transport is legally prohibited, a journey may not be possible or may have to end early; financial settlement follows applicable law and the facts of the case.
Hourly or daily chauffeur assignments specify in advance the start time, booked hours, base location, travel and waiting, any permitted extensions, extra distance and applicable pricing. A chauffeur is not indefinitely on standby outside the agreed hours. Additional hours or destinations depend on acceptance, availability and mandatory driving, working and rest-time rules; safety and legal compliance take priority. Meals, hotels, overnight expenses and foreign costs are chargeable only if agreed in advance.
Meet-and-greet, child seats, drinks, umbrellas, phone chargers, luggage assistance and other amenities are guaranteed only where expressly confirmed by VAN VAARDE in the booking. Drinks and equipment are additional conveniences, not medical or technical guarantees. Passengers use their own devices safely; liability for damage demonstrably caused by us remains subject to law. Any specifically paid extras not supplied will be appropriately refunded or adjusted.
Booking details, payment evidence and contact information must be accurate and provided lawfully. Where objective indicators of fraud, misuse, invalid payment authorisation or unsafe circumstances arise, VAN VAARDE may request reasonable verification or an accepted payment method and, where legally permitted, decline or suspend performance. We investigate invoice disputes fairly; disputing an invoice alone does not automatically extinguish lawful payment obligations, but customers retain all statutory rights. Duplicate payments and amounts found to have been paid without legal basis are refunded.
Deliberate or culpably caused damage to the vehicle or interior, excessive soiling or dangerous conduct may give rise to recovery of reasonable actual cleaning or repair costs. Relevant photographs, receipts and journey records may be retained as evidence in accordance with privacy law. Ordinary wear, unproven damage and unsupported flat-rate penalties are not charged. Where responsibility or the amount is disputed, applicable legal standards for proof and liability continue to apply.
VAN VAARDE aims to maintain discretion for executive, VIP and crew travellers and shares journey or passenger information only where necessary for performance, billing, legal duties or legitimate purposes. Absolute confidentiality is guaranteed only where expressly agreed in writing. Taking photographs or recordings of passengers, chauffeurs or others must comply with privacy and image rights and must not compromise safety. Any vehicle cameras or location data require a valid legal basis, transparency and appropriate protection. The privacy policy applies in addition.
A customer organising transport for children, pupils, vulnerable passengers or groups must disclose relevant ages, passenger numbers, agreed handover contacts and necessary supervision in advance, insofar as lawful and appropriate. Whether accompaniment, supervision or handover is included must be expressly confirmed; standard taxi transport is not automatically a childcare or nursing service. VAN VAARDE observes applicable safety, accessibility and duties of care. No journey will be performed where necessary legally required measures are missing and transport would be unlawful or unsafe.
Before final confirmation, the customer is given a reasonable opportunity to read, retain and request a copy of the applicable general terms and privacy policy. The essential journey details, total fare or pricing method, agreed extras, payment terms and cancellation rules are disclosed before the contract is formed or in the offer. Receiving a travel enquiry is not a transport contract; a binding booking is created only as explained in clause 2. The version of the terms applicable when the booking is confirmed remains applicable to that journey. Mandatory rights for bookings arranged remotely remain unaffected.