Terms & Conditions

Version 2026.3 · Sofar Car Hire & Shuttle

1. 1. Definitions and Parties

   In these Terms & Conditions, "we", "us" and "the Company" mean Sofar Car Hire & Shuttle, and "you", "the renter" and "the customer" mean the person making the reservation and any additional driver recorded on the rental agreement.

   "The vehicle" means the motor vehicle supplied under the rental agreement, together with its keys, documents, tools, spare wheel, jack, accessories and equipment present when you take delivery, and includes any authorised replacement vehicle.

   "A day" means a period of 24 hours or any part thereof, calculated from the collection time recorded on the rental agreement.

   "Damage" means the actual cost of towing, transporting and storing the vehicle; repairing any damage, including damage to tyres and rims; replacing parts or accessories without any allowance for depreciation; the cost of an assessor to inspect and report on the damage; and any related charge, and includes a total loss where applicable. An invoice, job card or quotation obtained by us is proof of that expenditure.

   "Total loss" means either that the estimated cost of repair renders the vehicle uneconomical to repair, or that the vehicle is stolen or lost. The amount of a total loss is the retail value of the vehicle at the date of loss, or where no such value is published, the manufacturer's price for an equivalent new vehicle at that date, less any salvage recovered.

   These Terms & Conditions apply together with the signed Vehicle Rental Agreement and the condition report. Where they differ, the signed Vehicle Rental Agreement prevails for that specific rental.

2. 2. Driver Requirements

   The primary driver must be at least 23 years of age and must have held a valid driver's licence for a minimum of 2 years.

   A valid driver's licence and a national identity document or passport must be produced before the vehicle is released. Copies will be retained with the rental file.

   International visitors must hold a licence valid for driving in Namibia. Where the licence is not printed in English, an International Driving Permit or a certified English translation is required.

   Only drivers named and recorded on the rental agreement may drive the vehicle. Permitting an unrecorded person to drive is a material breach and may invalidate insurance cover entirely.

3. 3. Additional Drivers

   Any person who will drive the vehicle must be recorded on the rental agreement as an additional driver before they drive, must meet the same age and licence requirements as the primary driver, and must produce their licence and identity document.

   Allowing an unrecorded person to drive is a material breach of these Terms. It voids insurance cover entirely and makes you liable for the full cost of any loss or damage, including a total loss.

   The renter, the driver and every additional driver are jointly and severally liable for all amounts due under the rental agreement, meaning we may recover the full amount from any one of them.

4. 4. Minimum Rental Period

   The minimum rental period is 2 days.

   Rental periods run from the agreed collection time to the agreed return time. A rental day is a period of 24 hours or part thereof.

5. 5. Rates, VAT and What Is Included

   Value Added Tax at 15% is added to all rates and is shown separately on your quotation and invoice.

   Quoted rates include unlimited kilometres within Namibia, and 24-hour roadside assistance.

   Quoted rates exclude fuel, traffic fines, tolls, cross-border charges, delivery and collection fees outside agreed areas, additional-driver fees where applicable, and any charges arising from damage or breach of these Terms.

6. 6. Reservations and Payment

   Your rental is paid in two parts. A reservation payment of 30% of the rental total secures the vehicle, and the remaining 70% is payable no later than 7 days before collection.

   Bookings made within 7 days of collection must be paid in full at the time of booking, because there is no time left to collect a balance.

   Worked example — a 2-day hire at N$800 per day: rental N$1,600, plus 15% VAT of N$240, giving N$1,840. You pay N$552 now to reserve, and the rest before collection.

   Separately, a refundable security deposit of N$5,000 is payable before you drive away. It is not part of the rental price and is returned to you after the vehicle is checked back in — see the next clause.

   A reservation is confirmed only once the required payment has been received and a booking confirmation has been issued. Please use your booking reference as the payment reference.

7. 7. Security Deposit

   A refundable security deposit of N$5,000 is payable before the vehicle is released. This is NOT part of what the rental costs — it is money we hold and give back. It is separate from, and additional to, the reservation payment and balance described above.

   The security deposit is held as security and may be applied towards any amount for which you are responsible, including but not limited to insurance excess, damage not covered by insurance, missing fuel, lost keys, traffic fines, cross-border charges, additional cleaning, late-return charges and recovery costs.

   The deposit, or the balance remaining after deduction of any amounts due, is released after the vehicle has been returned and inspected. Where damage requires assessment or a third-party quotation, release may be delayed until the amount is determined.

   The security deposit is not a limit on your liability. Where amounts due exceed the deposit, the balance remains payable by you.

8. 8. Cancellation and Refunds

   Cancellations are subject to the following scale, calculated from the scheduled collection date:

   • More than 30 days before collection: 90% refund of amounts paid.
   • 15–30 days before collection: 75% refund of amounts paid.
   • 7–14 days before collection: 50% refund of amounts paid.
   • Less than 7 days before collection: no refund.
   • Failure to collect the vehicle without notice (no-show): no refund.
   • Cancellations may be made online through Manage Booking, or by contacting us. The refund due is shown before the cancellation is confirmed.

   Bank, card-processing and payment-provider charges may be deducted from any refund.

   The refundable security deposit is not affected by this scale and is returned in full where the rental does not proceed.

   Where we are unable to supply the reserved vehicle and cannot provide a suitable alternative, you are entitled to a full refund of all amounts paid.

9. 9. Extensions to the Rental Period

   Requests to extend a rental must be made before the agreed return time and are subject to vehicle availability. A vehicle may already be reserved by another customer immediately after your rental.

   An extension is effective only once we have confirmed it in writing. Continuing to use the vehicle beyond the agreed return time without confirmation is an unauthorised late return under clause 20.

   Extension charges are payable in addition to the original rental. On confirmation your booking is revised to the new return date and your invoice is reissued for the revised total, showing the additional days. Extension charges are not deducted from the security deposit, which remains held as security for the full rental.

10. 10. Vehicle Availability and Substitution

    Every reasonable effort is made to supply the specific vehicle reserved. Reservations are for a vehicle category and specification rather than a particular vehicle.

    Where the reserved vehicle is unavailable, we may supply a vehicle of a comparable or higher category at no additional rental charge.

    If no suitable replacement can be provided, you may cancel and receive a full refund of all amounts paid.

11. 11. Fuel

    Vehicles are supplied with a full tank and must be returned with a full tank.

    Where a vehicle is returned short of fuel, the missing fuel will be charged together with a refuelling service charge.

    You are responsible for using the correct fuel type. Misfuelling and any resulting damage, recovery and repair costs are for your account and are not covered by insurance.

12. 12. Mileage

    Unlimited kilometres are included within the borders of Namibia, subject to the permitted-use and road-surface provisions of these Terms.

13. 13. Road Surfaces and Permitted Roads

    Namibia has an extensive gravel and district road network. This clause is important and should be read carefully.

    Our vehicles are standard passenger vehicles and are not four-wheel-drive or high-clearance off-road vehicles unless expressly stated in the rental agreement.

    Vehicles may be driven on surfaced (tarred) public roads. Travel on gravel or district roads is permitted only where the road is in reasonable condition, appropriate to the vehicle supplied, and driven at a speed appropriate to the surface — as a guide, not exceeding 80 km/h on gravel.

    The following are not permitted under any circumstances:

    • sand dunes, beaches, riverbeds and salt pans;
    • tracks designated as 4x4-only or requiring high clearance;
    • roads closed by the authorities, or flooded or washed-away crossings;
    • any surface clearly unsuitable for the vehicle supplied.

    Driving between sunset and sunrise on gravel roads is strongly discouraged owing to livestock and wildlife on the roadway, and materially increases the risk of a collision for which you may be held liable.

14. 14. Security of the Vehicle

    You must take proper care of the vehicle and protect it against loss or damage. In particular the vehicle must be locked and secured whenever it is unattended, and the keys must remain under your personal control at all times.

    Theft or attempted theft occurring while the vehicle was left unlocked, with a window open, with the keys in or accessible from the vehicle, or otherwise unsecured, is not covered by insurance, and you will be liable for the full value of the vehicle.

    Valuables should not be left visible in the vehicle at any time.

15. 15. Tyres, Glass and Undercarriage

    Punctures, tyre damage, windscreen chips and cracks, and damage to the underbody are the most common forms of damage on Namibian roads and are, as a matter of standard motor policy, excluded from insurance cover.

    You are responsible for the full cost of repair or replacement of tyres, rims, windscreens, windows, lights, mirrors and any damage to the underbody, suspension, sump, axles or differential, regardless of fault and regardless of any waiver purchased, unless a separate tyre and glass waiver has been purchased and is recorded on the rental agreement.

    The vehicle is supplied with a serviceable spare wheel and the tools to change it. You should satisfy yourself that these are present at collection.

16. 16. Cross-Border Travel

    Vehicles may not be taken outside Namibia without our prior written authorisation.

    Where authorisation is granted, a cross-border letter of authority will be issued and a cross-border fee is payable. Additional insurance, documentation and, for certain countries, a police clearance certificate may be required.

    Unauthorised removal of the vehicle from Namibia is a material breach, voids all insurance cover, and renders you liable for the full value of the vehicle and all recovery costs.

17. 17. Permitted Use of the Vehicle

    The vehicle may not be used:

    • to carry passengers or goods for hire or reward;
    • for racing, rallying, speed testing or any competition;
    • for driver instruction or training;
    • to tow or push any vehicle or trailer, unless expressly authorised in writing;
    • to carry more passengers than the number of fitted seatbelts;
    • to carry goods that are illegal, hazardous, or that may damage or contaminate the vehicle;
    • for any unlawful purpose;
    • while the driver is under the influence of alcohol, drugs or any substance impairing the ability to drive;
    • in a reckless or negligent manner, or in breach of Namibian traffic law.

18. 18. Insurance, Excess and Liability

    The vehicle is covered by the insurance policy applicable to it at the time of rental. Details of the applicable excess are set out in the rental agreement.

    You remain liable for the applicable insurance excess on every claim, and for the full cost of any loss or damage that the insurer declines to cover.

    Insurance cover is void, and you become liable for the full cost of loss or damage, where the loss or damage arises from: an unrecorded driver; driving under the influence of alcohol or drugs; use in breach of the permitted-use or road-surface clauses of these Terms; unauthorised cross-border travel; misfuelling; leaving the vehicle unlocked or with keys accessible; or any other material breach of these Terms.

    Damage to tyres, glass and the undercarriage is dealt with above and is your responsibility.

    The following are excluded from cover in all cases, and are for your account in full: roll-over of the vehicle; damage caused by water, flooding, river or stream crossings or submersion; damage caused by driving in or through sand; damage resulting from exceeding the speed limit or any other breach of Namibian traffic law; and damage caused by loading the vehicle beyond its rated capacity.

    An administration fee is payable on every damage or accident claim, regardless of fault and regardless of any waiver purchased.

    Where a vehicle is off the road as a result of damage for which you are responsible, you are also liable for our loss of use for the period the vehicle cannot be rented, together with towing, recovery, storage and assessment costs.

    Nothing in these Terms excludes any liability that cannot lawfully be excluded.

19. 19. Accidents, Theft and Breakdowns

    Any accident, theft, attempted theft, damage or breakdown must be reported to us immediately, and in any event before the vehicle is moved where it is safe to leave it in place.

    Accidents and thefts must be reported to the Namibian Police and a case or reference number obtained. Failure to obtain a police report may result in the insurer declining the claim, leaving you liable for the full amount.

    You must obtain and provide the names, contact details, identity numbers, licence details and insurance particulars of all other parties and any witnesses.

    You must not admit liability, make any offer or settlement, or authorise repairs, except where emergency action is reasonably necessary to prevent further damage or to secure safety.

    Roadside assistance is available 24 hours a day. Recovery costs arising from a breach of these Terms — including running out of fuel, misfuelling, and travel on prohibited surfaces — are for your account.

20. 20. Traffic Fines and Offences

    You are responsible for all traffic fines, camera penalties, parking charges, tolls and related costs arising during the rental period, whether received during or after the rental.

    An administration fee is payable for each fine or penalty processed after the vehicle has been returned. We are obliged to identify the driver to the relevant authority where required to do so.

21. 21. Collection and Return

    Standard collection and return hours are 08:00 to 17:00.

    After-hours collection or return is available by prior arrangement and may attract an additional fee.

    The vehicle must be returned to the agreed location at the agreed date and time. Late return without prior written approval is charged at the full daily rate for each additional day or part thereof, and may additionally render you liable for losses caused to the next customer.

    Where the vehicle is not returned and no contact is made, we reserve the right to report the vehicle as stolen.

22. 22. Delivery, Collection and Airport Service

    Delivery and collection at Hosea Kutako International Airport, and at hotels, guesthouses and other addresses, is available by prior arrangement.

    Delivery and collection fees may apply depending on location and time. Where a flight number is provided we will monitor arrival times, but we are not liable for costs arising from flight delays not notified to us.

23. 23. Vehicle Condition and Inspection

    The condition of the vehicle, including existing damage, fuel level and odometer reading, is recorded on a condition report at collection.

    You are responsible for inspecting the vehicle and confirming the condition report before departure. Damage not noted at collection is presumed to have occurred during the rental.

    The vehicle is inspected again on return. Where damage is identified you will be notified, and you may be held responsible subject to the applicable insurance arrangements.

24. 24. Cleaning, Smoking and Animals

    Smoking is not permitted in any vehicle. A cleaning charge applies where a vehicle is returned with smoke odour.

    Vehicles must be returned in a reasonably clean condition. Additional cleaning charges apply where a vehicle requires specialist or excessive cleaning, including excessive sand, dust, mud, stains or spillage.

    Animals may be carried only with prior approval and must be appropriately restrained or crated.

25. 25. Keys, Documents and Equipment

    You are responsible for the keys, documents, tools, spare wheel, jack and all equipment supplied with the vehicle.

    The cost of replacing lost or damaged keys, documents or equipment, together with any recovery or locksmith costs, is for your account. Loss of keys is not covered by insurance.

26. 26. Personal Belongings

    You remain responsible for your personal belongings at all times.

    We accept no responsibility for property lost, stolen, damaged or left in a vehicle, except where liability cannot lawfully be excluded.

27. 27. Early Return

    Where a vehicle is returned before the agreed return date, no refund is due for the unused portion of the rental unless otherwise agreed in writing.

28. 28. Breach and Termination

    We may terminate the rental and repossess the vehicle immediately, without notice and without refund, where you breach these Terms materially, use the vehicle unlawfully, or place the vehicle at unreasonable risk.

    All costs reasonably incurred in recovering the vehicle following such a breach are for your account.

29. 29. Indemnity

    You indemnify us against all claims, losses, damages, fines, penalties, costs and expenses of whatever nature arising from your use of the vehicle during the rental period, including claims by third parties and any legal costs we reasonably incur in recovering amounts due from you.

    This indemnity survives the return of the vehicle and the end of the rental period.

30. 30. Unreturned Vehicles

    Where a vehicle is not returned at the agreed time and no extension has been confirmed, and we are unable to make contact with you, we may report the vehicle as stolen to the Namibian Police.

    You authorise us to use the personal information you have provided for the purpose of tracing and recovering the vehicle, including through the lawful tracing of a mobile telephone in accordance with applicable Namibian electronic communications legislation.

    All costs of tracing and recovery are for your account.

31. 31. Personal Information

    Personal information provided during booking and rental is used for reservation and payment processing, identity and licence verification, rental administration, insurance and claims handling, recovery of amounts due, and compliance with legal obligations including the identification of drivers to traffic authorities.

    Information is handled securely and is not disclosed to third parties except as necessary for those purposes or as required by law. Records are retained for the period required by applicable law and for the resolution of any claim.

32. 32. Governing Law

    These Terms & Conditions and every rental made under them are governed by the laws of the Republic of Namibia.

    Any dispute arising from a booking or rental is subject to the jurisdiction of the Namibian courts.

33. 33. Acceptance

    By completing a booking, making payment, or taking possession of a vehicle, you confirm that you have read, understood and agreed to these Terms & Conditions.

    You will additionally be required to sign the Vehicle Rental Agreement at or before collection. The signed agreement, the condition report and these Terms together form the whole agreement between us.