Deposit, Cancellation & Refund Policy

1. Reservation Deposit Amount

A reservation deposit will normally be between £200 and £500. The exact amount will be agreed with the customer before payment is taken and recorded on the receipt, invoice or other written confirmation.

The deposit is not an additional charge. If the vehicle purchase proceeds, the deposit is credited in full against the agreed purchase price.

2. How Long a Vehicle Is Reserved

Unless we agree otherwise in writing, the reservation lasts for up to 7 calendar days from receipt of the deposit or until the agreed date on which the customer attends to view the vehicle, if that date is earlier.

If the customer needs to change an agreed viewing date, they should contact us as soon as possible. Any extension of the reservation period must be agreed by us in writing.

3. If the Customer Proceeds with the Purchase

The deposit is deducted from the vehicle price. The remaining balance is payable at the point of sale and must be received in cleared funds before the vehicle is released, unless we agree otherwise in writing.

We may accept the full vehicle price by card, subject to successful authorisation, payment-provider requirements, fraud-prevention checks and any transaction limit communicated to the customer.

4. Cancellation Before Viewing — On-Premises Sales

Where the proposed purchase is not a qualifying distance or off-premises contract, a customer who cancels a reservation before attending should contact us immediately.

If the cancellation is simply a change of mind, we may retain only an amount that is fair and reasonably reflects actual loss or costs caused by the cancellation. We will not use a deposit as an unfair penalty. Any balance due back to the customer will be refunded.

Where no material loss or cost has been incurred, we will normally refund the deposit in full.

5. After the Customer Views the Vehicle

If, after viewing or inspecting the vehicle, the customer decides not to proceed solely because they have changed their mind, and the transaction is not subject to a statutory cancellation right, we may retain some or all of the reservation deposit only to the extent this is fair, was made clear before payment and reasonably reflects loss or costs arising from the reservation.

If the vehicle is materially different from the description given before the deposit was paid, or a material issue is identified that we failed to disclose and that reasonably causes the customer not to proceed, the deposit will be refunded in full.

6. If the Customer Does Not Attend

If the customer does not attend the agreed viewing or collection appointment and does not contact us within the reservation period, the reservation may expire and the vehicle may be returned to sale.

We may retain from the deposit a fair amount representing actual loss or reasonable costs caused by the failed reservation, provided this is lawful and proportionate. Any remaining amount will be refunded.

7. If Vantis Motor Group Cancels or Cannot Supply the Vehicle

If we cancel the transaction, cannot supply the agreed vehicle, or sell the vehicle to another customer during a valid reservation through our error, we will refund the reservation deposit in full.

A full refund will also be made where the law requires it.

8. Distance and Off-Premises Contracts

Where a consumer contract qualifies as a distance or off-premises contract under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, statutory cancellation rights may apply regardless of the general reservation rules above.

For a qualifying sales contract for a vehicle, the normal cancellation period ends 14 days after the day on which the customer, or a person nominated by the customer other than the carrier, takes physical possession of the vehicle.

A customer may exercise a statutory cancellation right by making a clear statement to us, or by using the model cancellation form at the end of this Policy. Where the law applies, we will not impose a cancellation fee merely for exercising that statutory right.

Where permitted by law, the customer may be responsible for the cost of returning the vehicle if this was properly disclosed before the contract was concluded. A lawful deduction may also be made for diminished value resulting from handling beyond what is necessary to establish the nature, characteristics and functioning of the vehicle.

9. Faults and Consumer Rights Act Refunds

This Policy does not limit the customer's rights under the Consumer Rights Act 2015. Where a vehicle does not conform to the contract, the customer may have statutory remedies including, depending on the circumstances, the short-term right to reject, repair or replacement, price reduction or final right to reject.

The normal statutory period for the short-term right to reject is 30 days from the relevant starting point set by law. Any statutory refund will be handled in accordance with the applicable legal requirements.

10. How Refunds Are Paid

Where a refund is due, we will process it without undue delay and within any time limit required by law.

For statutory cancellation of a qualifying distance or off-premises sales contract, reimbursement will be made using the same means of payment used for the original transaction unless the customer has expressly agreed otherwise, and no refund fee will be charged where the law prohibits one.

For card payments, once we have submitted the refund, the time taken for the credit to appear in the customer's account is controlled by the card issuer and payment network.

11. Chargebacks and Payment Disputes

Customers are encouraged to contact us first if they believe a payment is incorrect, if they are seeking a refund or if they have a dispute about the vehicle. We will review the matter promptly and provide relevant transaction or sales information where appropriate.

Nothing in this Policy removes or restricts any right the customer may have to contact their card issuer, make a chargeback request or exercise any statutory remedy.

12. How to Request a Cancellation or Refund

Contact Vantis Motor Group Ltd by email at sales@vantismotorgroup.co.uk, by telephone/WhatsApp on 07437 989733, or in writing at 112 Roebuck Court, Didcot, Oxfordshire, OX11 8US.

Please provide the customer name, vehicle registration or description, date and amount paid, payment method and the reason for the request (where relevant). A reason is not required where the law gives an unconditional right to cancel.

Model Cancellation Form

Use this form only if you wish to cancel a qualifying distance or off-premises contract. You may instead send any other clear statement of cancellation.

To: Vantis Motor Group Ltd, 112 Roebuck Court, Didcot, Oxfordshire, OX11 8US; sales@vantismotorgroup.co.uk

I hereby give notice that I cancel my contract for the sale of the vehicle identified above.