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Terms and Conditions

It is vital to be fully aware of the contents of these Terms and Conditions, which in tandem with the terms set out in the Hire Agreement constitute the Terms and Conditions of hire. These terms are also referred to as the "reservation policy" by our booking engine. Breach of any of these terms, depending on the nature of the breach, may give rise to: the loss of your security deposit; a breach in the terms of the vehicle's insurance leading to a lack of cover for an individual or occurrence; a criminal offence being committed.

 

DEFINITIONS:

“You/Your”
Refers to the hirer of the vehicle as recorded on this agreement, and any additional drivers also recorded on this agreement.

 

“We/Our/Us”
Refers to Chiltern Campers Limited and its employees and agents.

 

“Hire Agreement”
Refers to a separate document to be signed and returned to us before hire commences. These Terms and Conditions combined with the Hire Agreement constitute the Terms and Conditions of Hire.

 

“Hire”
Refers to the provision to you of the vehicle by us in accordance with the terms of this agreement.

 

“Vehicle/Camper”
Refers to the vehicle provided to you by us in accordance with the terms of this agreement.

 

“Charge(s)/Fee(s)”
Refers to any and all charges levied at you by us in respect of the hire of the vehicle in accordance with the terms of this agreement: mandatory, elective and/or refundable; to include deposits, daily rates, additional extras and penalty charges.

 

“Extra(s)”
Refers to any supplemental and/or additional item provided by us to you as part of the hire of the vehicle according to the terms of this agreement, that nonetheless does not form part of the vehicle itself.

 

“Damage”
Refers to any loss or defect that arises while the vehicle is in your care, whether cosmetic, electrical or mechanical, that causes the vehicle to no longer be in the same condition as it was when we provided it to you.

 

“Camper Operating Information”

A separate document provided to the hirer, for the hirer to read and understand. The document provides relevant and practical information for the safe operation of the camper and must be followed in conjunction with the Terms and Conditions of Hire.

 

“Reservation policy”

The nomenclature used by our booking engine to describe the Terms and Conditions laid out in this document. Acceptance of the Reservation Policy is an acceptance of the Terms and Conditions.

 

1. CONDITIONS OF HIRE 

These Terms and Conditions and the Hire Agreement constitute the contract for hiring the vehicle between Chiltern Campers Limited and the hirer(s), driver(s) and/or passenger(s). 

  • Prices and conditions quoted on our website and documentation are subject to change without notice. 

  • Chiltern Campers Limited takes no responsibility for any delay, loss, damage or injury that a hirer might experience no matter how it is caused or by whom. 

  • No refunds are payable on accommodation or other arrangements by Chiltern Campers Limited where a hirer or passenger changes, cancels or seeks to vary this agreement. 

  • These conditions cannot be varied or altered or waived unless it is confirmed in writing by Chiltern Campers Limited.

  • All prices are in £ (GBP). Payment is accepted via the Chiltern Campers website or via bank transfer.

  • Your agreement with Chiltern Campers Limited starts when we have received the booking deposit.

  • If you commit any breach of this agreement, we are within our rights to terminate the contract. In this situation we will not be liable for any refunds, compensation or other losses or expenses. 

  • We reserve the right at our discretion to restrict hire in certain locations, at certain times or in certain circumstances due to adverse or unsafe road or weather conditions. 

  • The vehicle will not be released unless the terms of booking have been met in full and we have sent confirmation that you have satisfied all the requirements of the Terms and Conditions set out here and in the Hire Agreement.

 

 

2. BOOKING

  • Booking our van(s) for hire can be done via the Chiltern Campers website or via email.

  • To secure dates you will be required to pay a non-refundable deposit of 25% of the booking price. This can be taken via the Chiltern Campers website or via bank transfer.

  • Once we receive your booking deposit, we will secure your dates and send confirmation.

 

 

3. COMPLETING YOUR BOOKING

  • You will need to send us driver(s) details and proof of address outlined in section 4. 

  • We will send you an electronic version of our Hire Agreement and Camper Operating Information for you to print and sign and bring with you when collecting the vehicle. 

  • You must pay any balance of payment due for the full hire as outlined in section 5.

  • You must pay the security deposit as outlined in section 6.

  • The booking is fully completed when we send you confirmation that we have received driver(s) details and payment for full hire including any additional extras.

 

 

4. DOCUMENTS REQUIRED FOR INSURANCE PURPOSES 

We require the following documents prior to departure. It is your responsibility to ensure these documents are available, if you are unable to provide these documents you will not be covered by our insurance and your booking may be delayed or cancelled with loss of deposit. 

 

We will typically ask for these documents 28 days before departure to allow ample time to resolve any discrepancies. 

  • Driver(s) must provide a scanned copy of both sides of their driving licence 

  • Driver(s) must provide a driving licence summery from the DVLA website - Licence summary obtainable from https://www.gov.uk/view-driving-licence 

  • Driver(s) must provide two forms of identification which must include a utility bill and one of the following: another utility bill, bank statement, credit card statement, mortgage statement or council tax bill that matches the driving license address and is dated within the three months of the hire commencement. 

  • Driver(s) must confirm their profession as some are excluded by our insurer.

 

For non-UK (EU) licence holders all the above conditions must be met plus an additional form of photo ID is required (such as Passport).

 

 

5. PAYMENT IN FULL

Final payment must be received by Bank Transfer or via our payment provider within the specified period below. We will send you a balance of payment request which includes your remaining hire fee and any extra fees payable. 

 

We the remaining balance in full 28 days prior to commencement of hire. 

 

Bookings made with less than 28 days to the commencement of the hire must be paid in full. We cannot accept a booking with less than 1 day remaining to the commencement of hire. Bookings made with less than 28 days before commencement are not subject to any refund should the hire be cancelled or changed.

 

 

6. SECURITY DEPOSIT

  • A refundable security deposit must be received a minimum of 5 days before the commencement of hire. The deposit is the excess amount on the insurance premium. 

  • The security deposit is £500 for drivers aged 25 and above. For drivers aged 23 or 24 it is £750.

  • The security deposit is in addition to the insurance exclusions that the hirer accepts full liability for, and which are outlined in section 13 within.

 

The security deposit will be returned to the hirer after 14 days subject to the following conditions being met:

  • The camper is returned on time.

  • The camper is returned in good condition, whole and undamaged (subject to inspection).

  • The camper is retuned with a clean interior.

  • The camper is returned with a half tank of petrol.

  • All non-consumable equipment is accounted for and is undamaged. 

  • There are no outstanding insurance claims and no other infringements have occurred.

 

 

6.1. USE OF SECURITY DEPOSIT 

Should the hire conditions not be met the security deposit will be used to: 

  • In the event of an insurance claim, regardless of fault, the security deposit will be retained until the insurers have settled the claim. 

  • The hirer agrees to pay any additional costs over and above the security deposit value should damages exceed the security deposit value within 28 days of your hire. 

  • The security deposit will be used to fund any cleaning fees. A valeting fee of up to £200 will be charged against the deposit if the vehicle is not returned with the interior in a clean condition. 

  • The security deposit will be used to fund any refuelling costs arising from not returning the vehicle with a half tank of fuel. A £50 administration fee will be applied in addition to any fuel costs. 

  • The security deposit will be used to fund any road traffic violation administration fees. 

  • A fee of £250 will be charged against the security deposit if it is found that smoking has been permitted in the vehicle. 

  • A fee of £100 will be charged if an unauthorised pet has been carried in the vehicle. 

  • The security deposit will be used to repair or replace any items damaged by authorised pets.

  • The security deposit will be used to replace any lost or damaged items of equipment provided with the vehicle. 

  • The security deposit will be used to replace lost or stolen keys. 

  • The security deposit will be used to compensate for late return of the vehicle, further detailed in section 8.

  • Chiltern Campers Limited retain the right to use the security deposit to repair or replace any other damage on the vehicle caused by the hirer(s).

 

An insurance claim will only be made if the total repair cost exceeds the value of the security deposit.

 

 

7. COLLECTING THE VEHICLE

You can collect the vehicle after 3pm on the first day of hire (collections before this time are possible by prior arrangement, there may be an additional fee). 

 

Prior to the collection of your vehicle, Chiltern Campers Limited will carry out a full inspection of all on-board components to ensure they function correctly. 

 

On collection, you will be shown how each component operates. Please allow approximately 30 minutes for a comprehensive handover of the vehicle. We will show you how it operates in conjunction with the Camper Operating Information provided.

 

Condition: You will check the condition of the van at the start of the rental term and on return of the vehicle. You acknowledge receipt of the van which appears, upon visual inspection, to be in good, clean condition and sound working order on collection. 

It is your responsibility to check the van for existing damage, upon collection of the vehicle and to inform us of such before you depart. 

 

During the period of the hire you may park your car at our premises but do so at your own risk. 

 

 

8. RETURNING THE VEHICLE 

You must return the vehicle before 11am on the day following your last booked night (later returns may be possible by arrangement).

 

There are no refunds for early returns. Charges apply for late returns as below. 

 

Chiltern Campers Limited must be notified immediately if the hirer is aware that the vehicle will be returned late. Late returns will be charged a daily rental fee of £150 regardless of circumstance.

Should for any reason, the hirer fails to return the vehicle the hirer accepts that he or she is liable for the full cost to recover the vehicle and for a daily rental fee of £150 for the vehicle for the period. 

 

If the camper is returned on time in good condition, whole and undamaged (subject to inspection), with a clean interior, and with a half tank of petrol, the security deposit will be returned to the Hirer within 14 working days as set out in section 6 and 6.1.

 

Should these conditions not be met, then repairs, replacements or cleaning costs will be charged against the security deposit and the balance shall be returned to the hirer within 30 days as set out in section 6 and 6.1.

 

 

9. HIRE RATES INCLUDE

  • Insurance for 1 driver (optional extra fee for additional drivers). 

  • Mileage - unlimited mileage. 

  • Breakdown & Roadside Assistance, all details provided in the camper. 

  • Half tank of fuel - to be returned with a half tank of fuel. 

 

 

 

10. HIRE PERIOD

  • The hire period refers to the dates agreed in the Hire Agreement.

  • Rental is charged on a per night basis according to season and week/weekend day.

  • Minimum hire period is 3 nights unless otherwise stated in writing from Chiltern Campers Limited.

 

 

11. DRIVERS

Insurance cover does not apply unless each hirer meets the following requirements: 

  • Driver(s) must hold a full valid UK or EU driving licence for at least 24 months that entitles them to drive a UK category B vehicle. 

  • Driver must be aged 23-75 years old. 

  • Must have not been convicted of an offence in connection with the driving of a motor vehicle or motorcycle and/or have had their driving licence endorsed or suspended or more than 6 penalty points imposed. 

  • Has not been refused motor insurance at normal rates and terms or has not been declined insurance or had any insurance policy cancelled by an Insurer. 

  • Must not have been involved in more than one fault accident or claim during the past 3 years.

  • Is not engaged in professional gambling, sport or entertainment, hawking or general dealing, street or market trading, or modelling. Jockeys and persons connected with racing, gaming industry or press of any sort. Foreign Service Personnel other than persons holding a full UK/EU licence for two years or more. 

  • Driver must be in good health. This means no condition which will interfere with your ability to drive, for example stroke/deafness/heart condition/diabetes/loss of limb/loss of sight in an eye/epilepsy. You must not be taking drugs likely to affect your driving or drugs prescribed by a registered medical practitioner for treatment of drug addiction.

  • Has referred any medical condition requiring Driver and Vehicle Licensing Agency (DVLA) notification and authorisation has been granted by the DVLA. 

 

We reserve the right to refuse the hire of the vehicle to any driver at our discretion without giving reason. 

Additional drivers can be added at £30 per hire.

 

 

12. INSURANCE

Fully comprehensive insurance is provided by our insurers for the driver(s) named on the rental agreement (provided all the personal informed supplied is correct). Only persons named on the Rental Agreement are insured to drive the vehicle. 

 

The vehicle is insured for damage to the vehicle and the property of a third party but does not include any personal insurance for the customer including death or bodily injury to the driver nor does it cover any personal possessions. 

 

You are advised to take out your own personal effects and travel insurance to cover items not part of the insurance, last minute cancellations etc.

 

 

13. INSURANCE EXCLUSIONS 

The following are not covered by insurance; therefore, the hirer accepts full liability for these, which is in addition to the standard vehicle excess/security deposit should that apply. 

  • Mechanical problems due to driver negligence.

  • Any damage caused by a negligent act. 

  • Replacement or repair of aerials, glass, wheels or incorrect fuelling. 

  • Missing tools, fixtures or fittings. 

  • Damage to the underside of the vehicle or the roof, which includes the overhead pop-up roof which is not covered under the insurance and any damage to these areas is deemed as gross negligence. Any such damage will be charged at a fixed cost of £2500 plus the full insurance excess on the vehicle (the £500 or £750 deposit).

  • Theft of the vehicle subject to an excess amounting to 25% of the claim, such excess is recoverable from the Hirer. 

  • The theft of the Camper will not be covered by insurance if the keys are left in the ignition or in or on the vehicle whilst unoccupied and the hirer shall be held fully responsible for a replacement vehicle. 

  • Damage to or destruction of the vehicle caused by any cooking and/or heating equipment (gas heating or hob, barbecue etc.) subject to an excess amounting to 25% of the claim, such excess is recoverable from the Hirer. 

  • Windscreen, mirrors and/or tyre damage is not covered by the standard vehicle insurance. 

  • Damage to third party property that is not covered by the vehicle insurance. 

 

Keys: In the event that keys are lost or damaged you will be liable for the reasonable costs of obtaining replacement keys, and any costs associated with providing the keys to you during the hire period.

 

 

14. USE OF THE VEHICLE 

During the rental period, the hirer agrees that the vehicle will not be: 

  • Driven other than in a cautious, prudent and normal manner or used in a manner which could cause damage. 

  • Driven in a prohibited area.

  • Driven by a person under the influence of alcohol or drugs or with a blood alcohol level in excess of that permitted by law. 

  • Driven by a person who is unauthorised to drive the vehicle as set out in the Hire Agreement.

  • Driven by any person not authorised by law to drove the vehicle.

  • Used to carry more persons than the provision of seatbelts.

  • Left with the ignition key in or on the vehicle or unlocked while it is unoccupied (invalidates insurance). 

  • Damaged by submersion in water or contact with salt water.

  • Use for any illegal purpose or for any race, rally or contest or driven on a race track.

  • Used to tow another vehicle or trailer.

  • Used to carry passengers or property for hire or reward. 

  • Used to carry volatile liquids, explosives or any other dangerous good which might cause damage.

  • Driven on any road surfaces that could result in the camper becoming immobilised or cause damage to any part of the vehicle. 

 

Please remember to strap the roof down before driving anywhere. Please only raise the elevating roof when the vehicle is stationary, the ignition is switched off, the hand brake is on and you are parked on level ground. Please always ensure the elevating roof is down and strapped into place before moving off. Refer to the Camper Operating Information for more details on roof operation.

 

Please exercise caution at all times when using the appliances and facilities. You will have been told how to use these when you collected the camper and given a copy of the Camper Operating Information.

  • Ensure the gas is turned off at the gas cylinder at all times when the cooking facilities are not in use. 

  • Please ensure all the appliances are switched off and the gas is turned off at the cylinder before retiring at night and before driving. To turn the gas off at the cylinder, turn the black knob on the regulator clockwise. Turning this black knob anti clockwise turns the gas on. 

  • Only use the appliances and facilities whilst the vehicle is parked on level ground, with the handbrake on.  

  • Before starting to drive the van, always ensure the electrical supply is disconnected. 

  • Please always ensure the table top is carefully stowed and held in place to ensure it remains safely secure should you need to brake unexpectedly. 

 

 

15. BREAKDOWN AND VEHICLE MAINTENANCE

  • All faults or damage must be reported to Chiltern Campers immediately. 

  • The hirer will take all reasonable steps to properly maintain the vehicle whilst on hire including checking oil and coolant levels, tyre pressures and batteries. 

  • The hirer acknowledges that Chiltern Campers Limited will reimburse the hirer for expenditure up to the amount of £60 reasonably incurred. Valid receipts must be provided on return of the vehicle for reimbursement. 

  • The hirer will be liable for any costs associated with the incorrect use of fuel. 

  • 24-hour Roadside Assistance is provided under the hire contract. The hirer may instruct repairs to the maximum value of £75. Valid receipts must be provided on return of the vehicle for reimbursement. 

 

 

16. RESPONSIBILITY WHEN AN INCIDENT OR ACCIDENT OCCURS

In the event of any accident, loss or damage arising out of the use of vehicle including damage to a third-party vehicle, the hirer will: 

  • Report any traffic accident involving the camper to the police (and us) immediately and report loss, damage or theft involving the camper to the police (and us) within 24 hours of the incident or discovery of the incident. 

  • Obtain the names and address of third parties and any witnesses, car registration numbers, together with all the details of the accident, time, place, how it came about, damage to vehicles etc. If you have a camera, take photos of the scene. Please do not move the vehicles before the police arrive, as long as keeping them in situ is a safe thing to do. 

  • Not make any admittance of liability or make a settle offer to other parties. 

  • Assist Chiltern Campers Limited in handling any claim arising from the event.

  • Acknowledge that the excess or other amount due in respect of any damage arising from an accident, loss or damage is payable at the time of reporting the event and not at the completion of the rental period, regardless of which party is at fault. 

  • Will pay any costs relating to a change of vehicle as a result of an incident regardless of which party is at fault. 

  • Accept that no security deposit/excess will be refunded until the claim is settled. 

 

An accident or theft report form must always be completed and submitted to us when you return the camper or within 2 days of return of the vehicle, containing all the above information, plus diagrams if possible. In the event of theft, you must return the keys to us where possible. You agree to co-operate with us and our insurers in any investigation or subsequent legal proceedings, providing evidence and attending court if necessary, arising out of any loss of or damage to the vehicle.

 

 

17. VIOLATION OF TRAFFIC LAWS

Driver(s) are personally liable for all legal penalties and fees pertaining to any traffic violation infringements under the current Road Traffic Legislation applicable in the United Kingdom including Northern Ireland and the Republic of Ireland. 

 

Chiltern Campers Limited will contact the customer after the rental agreement finishes if any traffic violation infringements are presented to Chiltern Campers Limited for your hire period. The driver(s) will be liable for any penalties and fees pertaining to any traffic violation that has been incurred during their hire period. 

 

Chiltern Campers Limited will notify the driver(s) of any speeding or parking fines and the hirer accepts there is an administration charge of £50 for each infringement incurred throughout the hire period for which the hirer is liable for.

 

18. DRIVING ABROAD 

There is an additional charge of £50 per rental to travel outside Mainland UK and you will be in breach of these Terms and Conditions should you take the camper outside Mainland UK without prior agreement. 

 

Travel is permitted to the following countries: 

Belgium, France, Germany, Denmark, Ireland including Northern Ireland, Luxembourg, Netherlands, Portugal, Spain and Switzerland. 

 

Travel outside of these countries will be in breach of your Terms and Conditions. Please check your route carefully. 

 

All road tolls in European countries are payable by the hirer, in the event that a toll has not been paid, a £45 administration fee will be charged for processing the relevant paperwork and the toll will remain the hirers responsibility.

 

 

19. SMOKING

Smoking is not permitted in the vehicle nor is it permitted in or near tents or awnings including those hired out by Chiltern Campers Limited. We reserve the right to impose additional cleaning costs should the vehicle or tents smell of smoke. This will be deducted from the security deposit as per section 6 and 6.1. The hirer is still liable for any costs exceeding the value of the security deposit.

 

 

20. PETS

Pets are not permitted in the vehicle without prior authorisation. The charge for carrying a pet is £25 per booking. We ask that hirers bring a suitable cage for their pet for use when the vehicle is being driven.

 

Hirers accept full liability for any damage caused by their pet and as such repairs or replacements are deductible from the security deposit as per section 6 and 6.1. The hirer is still liable for any costs exceeding the value of the security deposit.

 

Even if prior authorisation has been granted Chiltern Campers Limited reserve the right to refuse any hire on the basis that we feel a hirers pet would not be suited to our vehicle.

 

 

21. CANCELLATION BY CHILTERN CAMPERS LIMITED

Chiltern Campers Limited reserve the right to cancel a reservation before or at the proposed commencement of hire as follows: 

  • The hirer is in breach of any term of this agreement or the Hire Agreement or does not follow the Camper Operating Information.

  • The hirer obtained the vehicle through fraud or misrepresentation.

  • If any statement, representation or warranty made by the hirer in respect to himself or additional drivers is incorrect. 

  • In the event of a mechanical issue or malfunction.

  • Chiltern Campers Limited has discretion to refuse hire of a vehicle without need to provide a reason.

 

Liability is limited to the refunds of all monies paid by the hirer. No compensation is available whatsoever for additional arrangements booked by hirer (e.g. Campsite bookings or onward travel). We recommend taking out personal travel insurance.

 

 

22. CANCELLATION BY HIRER 

In the event of a cancellation by the hirer the following charges shall be incurred: 

  • More than 28 days prior to hire – 25% of booking price

  • Less than 28 days prior to hire – 100% of booking price excluding any extras

  • No show on hire start day – 100% of booking price including extras

 

An administration fee of £30 will be charged on the processing of any refund. Customers are advised to check their own travel insurance policy in the event of a cancellation by the hirer.

 

At the discretion of Chiltern Campers Limited bookings with more than 28 days prior to hire may be fully refunded (minus refund fee) within 24 hours of booking if the booking was made in error.

 

In the event that your hire cannot proceed because of legal government restrictions such as a local or national lockdown where overnight stays away from your primary residence are not permitted then we will offer a change of date where the full value of your booking can be transferred to a new date. If preferred alternative dates are not yet known then we will issue a gift voucher code to the full value paid that will have no expiry date on use or restriction on use so that you can rebook your trip at your leisure. 

 

 

23. COMPLAINTS

Complaints must be conveyed upon return of the camper. Chiltern Campers Limited will endeavour to investigate all complaints in a timely manner and to the satisfaction of the hirer. Ramifications of complaints will be limited to a partial refund of fees as seen appropriate by Chiltern Campers Limited.

 

 

24. OUR LIABILITY TO YOU 

Subject to our obligation to deliver the vehicle or an appropriate substitute vehicle to you, you release us, our employees, servants and/or agents, from any liability to you (regardless of who is at fault) for any loss or damage incurred by you or a third party by reason of your use and/or possession of the vehicle, including but not limited to:

  • any loss or damage caused by breakdown, mechanical defect, accident, or the vehicle being discovered unsuitable for your purposes.

  • any loss or damage to any property left in or on the vehicle, in any service vehicle, or on any part of our premises, or recovered or handled by us.

 

Subject to any insurance arrangements agreed with us, you hereby agree to indemnify us (hold us not liable) and continue to indemnify us, our employees and agents against any claims, demands and expenses (including legal costs) incurred or sustained by you or by a third party by reason of your use and/or possession of the vehicle.

 

 

25. GENERAL SAFETY

You should abide by the instructions and advice lain out in the Camper Operating Information. Please take all precautions to protect your own health and safety and that of anyone else in the camper or tent, including the health and safety of persons not in your party that may be affected by your conduct and actions. 

 

Do not leave your children unattended in the camper or tent at any time. 

 

Ensure a responsible adult is in the vehicle at all times when the appliances are being used. 

 

Ensure you are aware of the location of safety equipment such as the fire blanket warning triangle, first aid kit, carbon monoxide alarms and fire extinguisher.

 

 

 

26. PRIVACY 

The hirer acknowledges and agrees to be bound by our privacy policy. See website for details. 

 

We reserve the right to collect vehicle location data using a device that makes use of the Global Positioning System (GPS) to enable us to remotely track the location of the vehicle. The location data helps us to recover the camper if it is stolen and to certify that geographical boundaries are adhered too. The data also informs us if the maximum permitted speed (national speed limit) is exceeded. By agreeing to these Terms and Conditions you give Chiltern Campers Limited permission to use the data for the intended purposes. 

 

The hirer must not tamper with the operation of the tracking device or block the device in any way as to render it none operational. Any such action is in breach of the Terms and Conditions.

 

When you book your camper, we collect personal information such as your name, email address, home address, telephone number. This allows us to book the campervan and validate the insurance for you. We may have to reveal your identity information to our insurance company. We will not share your information with another company.

 

 

27. THIS AGREEMENT

  • Any alterations and/or amendments to this agreement must be made in writing and must be signed by the parties.

  • This agreement will in all instances be governed by English law, and these Terms and Conditions combined with the Hire Agreement   constitutes the entire agreement between the parties. No additional oral undertakings, warranties or agreements between the parties relating to the subject matter of this agreement can supersede the terms of this agreement without the prior consent of the parties.

  • We reserve the right to add or amend any charges referred to in this agreement without prior notice to you. 

 

 

 

CHILTERN CAMPERS LIMITED

Company number 13252583