Cool 2 Freeze — Refrigerated & Freezer Trailer Hire
1. About these terms
1.1 These Terms & Conditions (“Terms”) govern the hire of refrigerated and freezer trailers and related equipment from Cool 2 Freeze.
1.2 In these Terms:
- “the Owner”, “we”, “us” means [FULL LEGAL NAME], trading as Cool 2 Freeze, of [BUSINESS ADDRESS].
- “the Hirer”, “you” means the person or business hiring the Equipment.
- “the Equipment” means the trailer(s) and any accessories supplied for the hire.
- “the Hire Period” means the dates agreed in your booking, from delivery (or collection) until return (or our collection).
- “the Goods” means anything you store in the Equipment.
1.3 By confirming a booking you agree to these Terms. If you are booking on behalf of a business, you confirm you have authority to do so and that business is also bound by these Terms.
2. Bookings and quotes
2.1 Quotes are based on the information you provide (dates, location, trailer type, power availability) and are valid for [14] days unless we tell you otherwise.
2.2 A booking is only confirmed once we have accepted it in writing and you have paid any deposit or sum we ask for in advance. Until then, availability is not guaranteed.
2.3 We reserve the right to decline any booking.
3. Charges and payment
3.1 The hire charge, delivery charge (if any) and security deposit will be set out in your quote and booking confirmation.
3.2 Payment is due [in full before delivery / as set out in your booking]. We accept [bank transfer / card — confirm].
3.3 Delivery and collection are charged based on distance from our base near Wareham and will be shown in your quote.
3.4 If the Hire Period is extended at your request and we agree, additional charges apply at our standard rates.
4. Security deposit
4.1 A refundable security deposit of [£DEPOSIT] is payable before or on delivery of the Equipment.
4.2 The deposit is held against loss of, or damage to, the Equipment, cleaning charges, late-return charges, and any other sums you owe us under these Terms.
4.3 The deposit will be returned within [X DAYS] of the Equipment being returned to us (or collected by us) clean, empty, defrosted and in the same condition as supplied, fair wear and tear excepted.
4.4 If the cost of loss, damage, cleaning or other charges exceeds the deposit, you remain liable for the balance and we will invoice you for it.
5. Delivery, siting and collection
5.1 You are responsible for ensuring there is safe, suitable and legal access to the delivery location for our vehicle and the Equipment, and a firm, reasonably level area on which to site the trailer.
5.2 Someone must be present at the agreed delivery and collection times to confirm the location, condition and power connection. If we cannot deliver or collect because of access problems, no one being present, or no suitable power supply, a further charge may apply for the wasted journey and any re-attempt.
5.3 Once sited and connected, the Equipment must not be moved, towed or relocated by you without our agreement.
6. Power supply
6.1 Refrigerated and freezer trailers require a constant electrical supply to maintain temperature. Unless we agree otherwise in writing, you are responsible for providing a suitable power supply at the site — [POWER SPEC].
6.2 You are responsible for keeping the Equipment connected and powered throughout the Hire Period, and for the cost of the electricity used.
6.3 We are not responsible for any loss of cooling, rise in temperature, or spoilage of Goods caused by a failure, interruption or inadequacy of the power supply you provide (including any generator), a tripped or disconnected supply, or anything else outside our control.
7. Your responsibilities during hire
You agree to:
7.1 Use the Equipment only for its intended purpose and in line with any instructions we give.
7.2 Not overload the Equipment beyond its stated capacity and not block airflow inside it.
7.3 Keep the Equipment secure, clean and protected from misuse, and not alter, modify, repair or tamper with it.
7.4 Comply with all laws relevant to your use of the Equipment, including food hygiene and food safety law where you store food.
7.5 Allow us reasonable access to inspect, service or recover the Equipment if needed.
8. The Goods — food safety and stored contents
8.1 The Goods are stored entirely at your own risk. You are responsible for the Goods, their suitability for storage, their temperature requirements, their loading and rotation, and their condition at all times.
8.2 We are not responsible for, and accept no liability for, any deterioration, spoilage, contamination, loss or damage to the Goods, however caused.
8.3 Where you store food, you are solely responsible for compliance with food safety and hygiene law, including monitoring temperatures and acting on any temperature alarm or fault. The Equipment is provided as cold storage only; it does not relieve you of your food safety obligations.
8.4 We strongly recommend you arrange your own insurance for the Goods, particularly for high-value contents. See section 12.
9. Condition and return
9.1 The Equipment is supplied clean and in good working order. Its condition will be recorded at delivery (and, where relevant, at collection) in the Hire Agreement.
9.2 At the end of the Hire Period the Equipment must be empty, defrosted and cleaned to the condition in which it was supplied. If it is returned dirty or not defrosted, a cleaning charge of [£CLEANING] (or the actual cost if higher) applies and may be deducted from your deposit.
9.3 If the Equipment is not made available for collection, or is not returned, by the end of the agreed Hire Period, a late charge of [£LATE] per day applies until it is recovered, in addition to any continuing hire charge.
10. Damage, loss and theft
10.1 You are responsible for the Equipment from the moment it is delivered to (or collected by) you until it is collected by (or returned to) us.
10.2 You are liable for the cost of repairing any damage to the Equipment beyond fair wear and tear, and for the full replacement cost if the Equipment is lost, stolen or damaged beyond economic repair, while it is in your possession.
10.3 You must report any damage, loss, theft or fault to us as soon as you become aware of it. In the case of theft you must also report it to the police and provide us with the crime reference number.
10.4 Sums due under this section may be applied against your deposit, with any balance invoiced to you.
11. Breakdown and faults
11.1 If the Equipment develops a fault, stops cooling, or shows a temperature alarm, you must contact us immediately on our 24-hour callout line so we can advise or attend.
11.2 We will repair or replace faulty Equipment as quickly as we reasonably can. Our responsibility is limited to doing so — see section 12 for the limits of our liability.
11.3 We are not responsible for faults or loss of cooling caused by your power supply, misuse, overloading, blocked airflow, or anything else outside our control (see sections 6, 7 and 8).
12. Insurance and liability
DECISION NEEDED — insurance. Your deposit will not cover the total loss or theft of a trailer. Before publishing, decide which of these you want, and edit 12.1 to match:
- (a) You carry your own insurance covering the trailers while out on hire (recommended — speak to a broker); or
- (b) You require the Hirer to insure the Equipment for its full replacement value for the Hire Period and provide proof; or
- (c) You rely on the deposit plus the Hirer’s liability under section 10 (cheapest, but leaves a real gap on total loss/theft).
Separately, you should carry public liability insurance for your business regardless of which option you choose. This is an operational matter, not a contract clause — but get it sorted before you take a first booking.
12.1 [Insurance of the Equipment — complete based on the decision above. Example for option (b): “You must insure the Equipment for its full replacement value against loss and damage for the duration of the Hire Period, and provide evidence on request.”]
12.2 The Goods and any other property you bring to or store in the Equipment are not insured by us and are at your own risk (section 8).
12.3 We are not liable for any indirect or consequential loss, including loss of profit, loss of business, spoilage of stock, costs of replacement storage, or wasted costs, arising from the hire, late or non-delivery, breakdown, or loss of cooling.
12.4 Our total liability to you arising out of or in connection with the hire is limited to the total hire charge you have paid for the booking.
12.5 Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be excluded.
13. Cancellation
Complete
[CANCELLATION TERMS]. A common, fair structure for a small hire business: full refund of the hire charge (deposit always refunded) if cancelled more than [14] days before the start date; [50%] of the hire charge retained if cancelled [3–14] days before; [100%] of the hire charge retained if cancelled within [48 hours] of the start date. Adjust to your tolerance.
13.1 If you cancel a confirmed booking, the following applies: [CANCELLATION TERMS].
13.2 We may cancel a booking if circumstances beyond our control prevent us from fulfilling it (see section 14), or if you breach these Terms. If we cancel for reasons that are not your fault, we will refund any sums you have paid for that booking and will have no further liability to you.
14. Events beyond our control (force majeure)
14.1 We are not liable for any failure or delay in performing our obligations caused by events beyond our reasonable control, including severe weather, accident, breakdown of vehicles, supplier or equipment failure, fire, flood, or government restrictions.
15. Data protection
15.1 We process your personal data in line with our Privacy Policy, available at [cool2freeze.co.uk/privacy].
16. General
16.1 These Terms are the entire agreement between us regarding the hire and replace any earlier discussions, except as recorded in your booking confirmation and Hire Agreement.
16.2 If any part of these Terms is found to be unenforceable, the rest remains in force.
16.3 These Terms are governed by the law of England and Wales, and any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.
17. Contact
Cool 2 Freeze [FULL LEGAL NAME] [BUSINESS ADDRESS] Phone / WhatsApp: [PHONE] Email: [EMAIL]
Last updated: 23rd July 2026