By clicking “I ACCEPT”, every individual or entity (the “Renter”) acknowledges having read and agreed to these Terms & Conditions, which form a binding contract with URBANLUXEMOTORS LLC, an Indiana limited liability company with offices at 3806 Madison Ave, Indianapolis, IN 46227 (the “Owner”). Electronic acceptance is effective upon the date and time of consent (the “Effective Date”).
FOR MATTERS ARISING FROM THIS AGREEMENT, RENTER AUTHORIZES OWNER TO VERIFY AND/OR OBTAIN THROUGH CREDIT AGENCIES OR OTHER SOURCES RENTER’S PERSONAL, CREDIT AND/OR INSURANCE INFORMATION. THIS AGREEMENT IS THE ENTIRE AGREEMENT BETWEEN RENTER AND OWNER AND CANNOT BE ALTERED BY ANOTHER DOCUMENT OR ORAL AGREEMENT UNLESS AGREED TO IN WRITING AND SIGNED BY RENTER AND OWNER.
1. DEFINITIONS
“AAD” – Any Additional Authorized Driver approved by Owner.
“Vehicle” – Any automobile supplied by Owner under this Agreement.
“Rental Period” – The span from Vehicle pick-up until check-in confirmation by an authorized Owner employee.
“Damage Waiver” – The optional product that reallocates certain damage liability.
“Agreement” – This document in its entirety.
“Full-Coverage Insurance” – An auto policy that includes bodily-injury and property-damage liability of at least $100,000/$300,000/$100,000, plus collision and comprehensive with deductibles not exceeding $500 and extending to rented vehicles.
2. OWNERSHIP, CONDITION & WARRANTIES
2.1 Title Title to the Vehicle and any optional accessories remains at all times with Owner.
2.2 Return Condition & Fuel Renter shall return the Vehicle in the same mechanical and cosmetic condition, with the same type and level of fuel.
2.3 Geographic Limit Absent prior written consent, the Vehicle may not be taken outside the designated operating area.
2.4 License & Insurance Renter affirms possession of a valid driver’s license and an active policy providing not less than 25/50/25 USD liability limits plus collision and comprehensive coverage that extends to rented vehicles.
2.5 No Smoking or Vaping Any smoking or vaping inside the Vehicle incurs a $350 USD fine and forfeiture of the Security Deposit.
2.6 Inspection & “AS IS” Condition Renter accepts the Vehicle “AS IS” without express or implied warranties, including merchantability or fitness for a particular purpose.
2.6.1 Safety & Delivery Checklist Owner represents that the Vehicle complies with all applicable Federal Motor Vehicle Safety Standards and state inspection requirements. At pick-up, the Parties shall complete a photo-documented inspection checklist signed (electronically or in ink) by both Parties; the same process applies at drop-off.
2.7 Safety Notice If Renter deems the Vehicle unsafe, operation must cease immediately and Owner must be notified.
2.8 Service Animals In accordance with applicable ADA regulations, bona fide service animals may accompany the Renter at no additional cost. Cleaning or repair fees will be assessed only for damage or soil beyond ordinary wear and tear.
3. CHARGES, FEES & TAXES
3.1 Rates Daily Base Rate, mileage allowance and any other fees are those displayed at the time of reservation.
3.2 Mileage 150 miles included per day; excess miles at $0.79 USD per mile.
3.3 Fuel Charge If the Vehicle is returned with less fuel than at pick-up, Owner will charge: (i) estimated gallons to return to the original level × the posted per-gallon refill rate + (ii) a $25 USD refueling service fee. Renter receives no credit for excess fuel.
3.4 Cost-Recovery & Facility Fees A vehicle cost-recovery fee, airport concession fee, or consolidated facility charge may apply as posted at the rental counter.
3.5 Tolls & TollPass For each unpaid toll incurred, Renter authorizes Owner to charge (a) the toll authority’s cash rate plus (b) a $5 USD TollPass Convenience Charge per rental day, capped at $25 USD per Rental Period.
3.6 Service/Processing Fee An 18% service/processing fee applies to all charges (excluding government taxes).
3.7 Taxes Applicable state and local taxes will be added to all charges. Future taxes or government surcharges will be passed through to Renter.
3.8 Loss of Use Daily Base Rate × number of out-of-service days.
3.9 Late Payment Balances unpaid 30 days after the Rental Period accrue interest at 1.5% per month (or the maximum allowed by law).
3.10 Cancellation & No-Show If the Renter cancels a confirmed reservation less than 24 hours before the scheduled pick-up time, a $50 USD cancellation fee applies. Failure to appear within 1 hour of the scheduled pick-up (“No-Show”) without prior written notice results in a one-day Base Rate plus taxes and fees being charged. Any extension of the Rental Period is subject to Owner’s approval and will be billed at the then-current daily rate; unauthorized extensions constitute a violation of Section 6.
3.11 WAIVER OF SUBROGATION Renter hereby waives, releases and relinquishes any and all right of subrogation or recovery against Owner, its affiliates, employees, agents and insurers for any loss or damage covered, or required to be covered, by insurance. Renter shall cause its insurer(s) to endorse each applicable policy to reflect this waiver.
4. SECURITY DEPOSIT
4.1 A $1,500 USD hold (the “Deposit”) is placed on Renter’s payment card. Any deduction made during the Rental Period must be replenished within 24 hours. Failure to replenish authorizes remote immobilization or repossession of the Vehicle.
4.2 Remote Immobilization Notice Owner will provide at least 24 hours’ prior notice by SMS and/or e-mail before remotely immobilizing or repossessing the Vehicle for non-payment, except where immediate action is required due to dangerous driving, suspected theft, DUI, or other criminal conduct.
5. PAYMENT AUTHORIZATION
Renter authorizes Owner to charge all sums owed (including damages, fines, tolls, loss of keys) to the registered card and to re-submit any declined transaction without additional notice.
6. LIMITS ON USE & TERMINATION
The Vehicle shall not be used to: • be driven by any person other than Renter or an AAD; • transport passengers or goods for compensation without commercial insurance accepted by Owner; • participate in any race or reckless activity; • travel on unpaved roads; • carry more occupants than seat belts; • tow or push any object; • operate under the influence of alcohol, medication, or drugs; • exceed the manufacturer’s gross vehicle weight rating; • transport explosives, corrosives, or hazardous materials; • leave the designated operating area without written consent; • exceed posted speed limits – three (3) speeding events recorded by telematics automatically terminate this Agreement and forfeit the Deposit.
Remove or Reconfigure Seats Prohibited. Renter shall not remove, fold flat, or reconfigure any seating row or seat belt anchorage without Owner’s prior written consent.
Over-loading or Improper Load Distribution. Vehicle shall not be loaded beyond the manufacturer’s Gross Vehicle Weight Rating (GVWR) or with an unevenly distributed load.
Child Restraints. No passenger under seven (7) years of age may be transported unless secured in a Federal Motor Vehicle Safety Standard-approved child restraint system appropriate to the child’s height and weight.
Commercial Carriage of Property. If Vehicle is used to transport goods for hire, Renter must carry a primary motor-carrier policy that meets or exceeds federal and state minimum limits for commercial carriers and names Owner as additional insured.
Any violation immediately terminates Renter’s right to use the Vehicle; Owner may locate, disable, and repossess the Vehicle without legal process, charging all related costs to Renter.
7. ROADSIDE ASSISTANCE
24-hour line: +1-317-782-8029. All third-party charges (including towing) are Renter’s responsibility and may be deducted from the Deposit.
8. ACCIDENTS & INCIDENTS
Renter must notify Owner within three (3) hours of becoming aware of any accident, loss, theft, or damage, by telephone and e-mail, providing the location, contact details of all parties, and a brief description of the incident. Failure to meet this three-hour window constitutes a material breach and voids any Damage Waiver or similar protection.
Renter shall:
- Immediately notify Owner of any accident, theft, loss, or damage;
- File a police report within 24 hours and provide the case number to Owner;
- Obtain names/addresses of all parties and witnesses;
- Refrain from admitting fault, releasing liability, or settling claims;
- Secure the Vehicle and retain the keys;
- Cooperate fully with Owner and its insurer in any investigation, claim, or legal action; and
- Provide a written incident report to Owner within 24 hours.
Failure to comply voids any Damage Waiver and forfeits the Deposit.
9. DAMAGE, LOSS OR THEFT
Renter is liable for: (a) repair cost or fair-market value if totaled; (b) diminished value equal to the lesser of (i) 10% of the repair estimate or (ii) the amount determined by an independent, licensed appraiser, when the repair estimate exceeds $500; (c) Loss of Use; and (d) an administrative fee ($50 if damage < $500; $100 if < $1,500; $150 if ≥ $1,500).
9.1 Damage Waiver (optional) FEE: $45 per day PURCHASING THE DAMAGE WAIVER IS OPTIONAL. IF DECLINED, YOU ARE RESPONSIBLE FOR ANY AND ALL DAMAGE OR LOSS OF THE VEHICLE.
9.2 If Renter’s insurer or credit-card provider denies coverage, and the Vehicle is declared a total loss or theft loss caused in whole or in part by Renter or an Additional Authorized Driver, Renter is liable for up to three (3) times the fair-market value of the Vehicle, plus all ancillary costs described in Sections 9(a)–9(d).
10. MANUAL TRANSMISSION (CLUTCH)
Renter acknowledges receipt of a Vehicle whose clutch and transmission are in good working order. Any damage to the clutch or transmission resulting from misuse, excessive wear, or improper operation is the sole responsibility of the Renter. Such damage may not be apparent at drop-off due to engine heat; Renter agrees to be notified of and charged for clutch or transmission damage discovered after cooling and full inspection. Renter authorizes Owner to apply the Deposit and/or charge the payment card on file for the full cost of repair or replacement, including labor and associated downtime.
11. ODOMETER TAMPERING
If the odometer is disconnected, altered, or otherwise tampered with, mileage will be deemed 500 miles per day, and Renter will be charged accordingly plus any repair or replacement cost of the odometer.
12. THIRD-PARTY LIABILITY & INSURANCE
Owner complies with applicable financial-responsibility laws. Renter’s policy is primary; absent valid coverage, Owner provides only the statutory minimum limits. Personal Injury Protection (PIP) & Uninsured/Underinsured Motorist (UM/UIM) coverage are expressly rejected and waived except where required by law and then only at the minimum limits.
13. POWER OF ATTORNEY & ASSIGNMENT OF INSURANCE BENEFITS
Renter grants Owner a limited power of attorney to (i) present insurance claims to Renter’s insurer or credit-card issuer, (ii) endorse Renter’s name on insurance drafts or payments, and (iii) receive direct payment of any proceeds. Renter assigns any and all insurance rights, benefits, and proceeds arising from loss or damage to the Vehicle to Owner.
14. INDEMNIFICATION
Renter shall defend, indemnify, and hold Owner harmless from all losses, claims, damages, attorney fees, and expenses arising from Vehicle use, except to the extent caused solely by Owner’s gross negligence or willful misconduct.
15. PERSONAL PROPERTY
Owner is not liable for loss of, or damage to, any personal property left in the Vehicle or on Owner’s premises; no bailment is created.
16. TELEMATICS, DATA & RELEASE OF INFORMATION
The Vehicle is equipped with GPS, event-data recorder, and remote-disable technology. Renter consents to the collection, use, and disclosure of location, speed, and diagnostic data for fleet management, billing, recovery, and enforcement of this Agreement. Renter further authorizes Owner to share Renter’s information with toll authorities, law enforcement, collection agencies, survey providers, and insurance-related third parties.
16.1 Privacy Policy A summary of Owner’s data-handling practices appears below. The complete Privacy Policy complies with applicable privacy laws. Renter may review the complete policy at https://urbanluxemotors.com/privacy. By accepting this Agreement, Renter acknowledges and consents to the practices described therein.
16.2 Telematics System Disclaimer Renter acknowledges that any telematics, GPS, or remote-disable technology may malfunction or become unavailable without warning. Owner, its service providers, and their agents are not liable for consequential or incidental damages resulting from any failure, interruption, or inaccuracy of such systems. Renter agrees to indemnify and hold Owner harmless from claims arising out of telematics malfunction.
16.3 DATA RETENTION AND ERASURE Raw GPS and dash-cam data are retained for a maximum of 365 days after Vehicle return unless a claim or legal dispute is pending. Government-issued IDs and signed agreements are retained for five (5) years for compliance purposes. After the applicable period, the data are permanently deleted or irreversibly anonymized.
17. LIMITATION OF REMEDY & NO CONSEQUENTIAL DAMAGES
If Owner breaches this Agreement, Renter’s sole remedy is substitution of a similar vehicle or refund of the pro-rata rental charge for downtime. Owner shall not be liable for indirect, incidental, punitive, or consequential damages.
18. FORCE MAJEURE
Neither Party is liable for delays or failures caused by events beyond reasonable control, including pandemics, natural disasters, or governmental actions.
19. ELECTRONIC SIGNATURES
Electronic signatures and notices are valid and enforceable under applicable electronic signature laws.
20. DISPUTE RESOLUTION
Any dispute shall be resolved by binding individual arbitration in Marion County, Indiana (AAA Commercial Rules). Class actions are waived. The prevailing party recovers reasonable attorney fees and costs.
20.1 30-Day Opt-Out Right Renter may opt out of this arbitration clause by sending written notice to Owner at info@urbanluxemotors.com within 30 days of the Effective Date. Opting out will not affect any other provision of this Agreement.
21. SEVERABILITY & ENTIRE AGREEMENT
If any provision is unenforceable, the remainder continues in effect. These Terms & Conditions, together with any rental summary provided, constitute the entire Agreement between the Parties.
22. ELECTRONIC ACCEPTANCE
By selecting “I ACCEPT”, the Renter acknowledges having read, understood, and agreed to be bound by the above Terms & Conditions in their entirety. Without such acceptance, no reservation may be completed and no Vehicle may be taken.
FIXED CHARGES SCHEDULE
- Smoking / Vaping in Vehicle – USD 1,050 (deposit also forfeited)
- Excessive Cleaning / Ozone Treatment – USD 450 (spills, mud, odors)
- Refueling Service – USD 75 + (gallons × posted pump price)
- TollPass Convenience Charge – USD 15 per rental day (cap 75)
- Processing / Service Fee – 36 % on all charges (ex-tax)
- Late-Payment Interest – 3 % per month
- Cancellation with < 24 h notice – USD 150
- “No-Show” – 2 × Daily Base Rate + taxes
- Unauthorised One-Way / Drop Fee – USD 600 or 8 USD/mi (whichever higher)
- Administrative Fee – Citations / Tolls – USD 75 per incident
- Excess Mileage – USD 2.37 per mile over 150 mi/day
- Damage Administration Fee – USD 150 / 300 / 450 (tiered by repair cost)
- Lost Key / Smart FOB – USD 1,350 (includes cut & programming)
- Unreported Flat Tyre / Wheel Damage – USD 300 + replacement tyre cost
- Remote Immobilisation for Non-Payment – USD 225
- Vehicle Abandonment / Tow – 12 USD/mi + USD 750 handling
- Service Animals (ADA) – USD 0 (only actual damage billed)
- Odometer Tampering – Extra 1,500 mi per rental day
- Plate / Tag Replacement – State fee + USD 135 admin
- Loss of Use – 3 × Daily Base Rate × downtime days
PRIVACY POLICY
1. Introduction This Privacy Policy describes how URBANLUXEMOTORS LLC (“Owner”, “we”, “us”, or “our”) collects, uses, stores, and shares the personal information of the Renter (“you”) in accordance with applicable privacy laws. By accepting this Agreement, you consent to the data practices described herein.
2. Information Collected We may collect the following categories of personal information:
- Identification Data: Name, address, driver’s license number, date of birth, contact information
- Payment Data: Credit card or payment method information
- Rental and Usage Data: Vehicle rented, rental dates, location data, mileage, fuel usage, tolls, and other operational data (including through GPS, telematics, and event data recorders)
- Insurance Data: Proof of insurance, policy numbers, coverage details
- Communication Data: Email, phone, SMS correspondence
- Any other information required to process your rental, comply with legal requirements, or protect our interests
3. Purpose of Collection and Use We use your personal information for the following purposes:
- To process, manage, and fulfill your rental agreement
- For billing, payment processing, and deposit management
- For customer service, including communication regarding your rental and account
- For fleet management, location tracking, theft recovery, and enforcement of contract terms
- To comply with legal, regulatory, and insurance requirements
- For the prevention of fraud, abuse, or dangerous behavior
- For marketing and satisfaction surveys (unless you opt out)
4. Disclosure of Information We may share your information with:
- Government agencies, law enforcement, courts, or other authorities when required by law or in response to legal requests
- Insurance companies, toll authorities, collection agencies, and service providers who assist us in fulfilling our contractual or legal obligations
- Third-party contractors or technology providers who operate under strict confidentiality and data protection obligations
- Any other party with your explicit consent
5. Data Retention We retain your personal information as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.
6. Data Security We implement reasonable and appropriate security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction.
7. Your Rights Depending on your jurisdiction, you may have the right to:
- Request access to the personal data we hold about you
- Request correction or deletion of your data
- Object to or restrict certain types of processing
- Request a copy of your information in a portable format
- Opt-out of marketing communications
To exercise these rights, please contact us at: info@urbanluxemotors.com.
8. Changes to this Policy We reserve the right to modify this Privacy Policy at any time. Any changes will be effective upon posting the updated policy at https://urbanluxemotors.com/privacy or within this Agreement.
9. Contact For questions or concerns about this Privacy Policy, or to exercise your rights, please contact us at:
URBANLUXEMOTORS LLC 3806 Madison Ave, Indianapolis, IN 46227 Email: info@urbanluxemotors.com Website: https://urbanluxemotors.com