Security Deposit Information
Everything you need to know about our £500 security deposit
Last updated: 13 October 2025
Amount
£500 security deposit
When
12 hours before collection
Type
Pre-authorisation (not charged)
Release
Within 7 days after return
What is Pre-Authorisation?
Pre-authorisation (also called a "card hold" or "pending transaction") is a temporary hold placed on your credit or debit card for a specific amount. It is NOT a charge.
How It Works
- 12 hours before your collection time, you'll receive an email with a secure link
- Click the link and enter your card details (same card used for booking payment)
- We place a £500 hold on your card through our secure payment processor (Stripe)
- The funds remain in your account but are "ring-fenced" and unavailable to spend
- If no issues arise, the hold is automatically released within 7 days
- The funds become available in your account again (timing depends on your bank)
What You'll See
- On your bank statement: A pending transaction for £500
- Description: Usually shows as "PENDING - Wee Horsebox Hire" or similar
- Available balance: Reduced by £500 temporarily
- After release: The pending transaction disappears and funds are available again
Deposit Timeline
12 Hours Before Collection
We send you an automated email with a secure link to authorise the deposit.
You Authorise the Deposit
Click the link, enter your card details, and authorise the £500 hold. This takes about 2 minutes.
- • Use the same card you used for the booking payment
- • Ensure you have £500 available credit/funds
- • You'll receive instant confirmation
During Your Rental
The £500 hold remains on your card throughout your rental period. You won't be charged unless there are issues when you return the vehicle.
Vehicle Return & Inspection
When you return the vehicle, our team inspects it for:
- • Damage (body, interior, mechanical)
- • Cleanliness (excessive dirt or mess)
- • Fuel level (must match collection level)
- • Missing equipment or items
Deposit Release (No Issues)
If the vehicle is returned in good condition:
- • We release the hold immediately (usually within 24 hours)
- • Your bank processes the release (1-7 days depending on bank)
- • The £500 becomes available in your account again
- • You are NOT charged anything
Deposit Capture (If Issues Found)
If there are issues, we may capture part or all of the deposit:
- • You'll be informed immediately about any issues
- • We provide evidence (photos, repair quotes)
- • We capture only the amount needed to cover costs
- • Any remaining balance is released to your account
- • You receive a detailed invoice/receipt
What the Deposit Covers
- Vehicle damage: Scratches, dents, interior damage
- Excessive cleaning: £75 charge if returned very dirty
- Fuel difference: If returned with less fuel than collected
- Late return fees: £50 per hour after agreed time
- Missing equipment: Replacement cost of any missing items
- Traffic fines: Parking tickets, speeding fines incurred during rental
- Major damage: Costs exceeding £500 (you're billed separately)
- Insurance excess: £500 excess on insurance claims
- Theft: Full vehicle value if stolen due to negligence
- Mechanical damage: Caused by misuse or negligence
- Prohibited use: Damage from illegal or unauthorised use
Insurance Excess
Our insurance policy includes an excess of £500. In the event of an insurance claim (accident, theft, or significant damage), the full excess amount will be charged to the hirer's account, regardless of fault.
When does insurance excess apply?
- Road traffic accidents (regardless of who is at fault)
- Theft or attempted theft of the vehicle
- Fire damage
- Vandalism
- Any damage requiring an insurance claim
Important Information
Deduction Examples
Here are some common scenarios where we may capture part or all of the deposit:
Scenario 1: Minor Damage
Issue: Small scratch on rear door requiring paint repair
Repair Cost: £120
Deposit Used: £120 captured
Refunded to You: £380
Scenario 2: Excessive Cleaning Required
Issue: Vehicle returned very dirty, requiring deep clean
Cleaning Fee: £75 (fixed fee)
Deposit Used: £75 captured
Refunded to You: £425
Scenario 3: Late Return
Issue: Vehicle returned 2.5 hours late
Late Fee: £150 (3 hours × £50/hour)
Deposit Used: £150 captured
Refunded to You: £350
Scenario 4: Perfect Return
Issue: None - vehicle returned in excellent condition
Costs: £0
Deposit Used: £0 captured
Refunded to You: £500 (full deposit released)
Frequently Asked Questions
You'll receive an automated email exactly 12 hours before your scheduled collection time. The email contains a secure link that's valid for 24 hours.
No, for security reasons you must use the same card you used for the booking payment. If you need to use a different card, please contact us before your collection date.
Unfortunately, we cannot release the vehicle without deposit authorisation. Please ensure you have sufficient funds or credit available. Alternatively, contact your bank to increase your credit limit temporarily.
No, we only accept card pre-authorisation for deposits. This provides protection for both you and us, and ensures faster processing when releasing the deposit.
We release the hold once the vehicle has been inspected and confirmed to meet return conditions. However, depending on your bank, the funds may take 5-10 working days to reflect in your account. In some cases, it can take up to 30 days, which is completely outside our control and depends on your bank's policies.
The deposit is applied to the repair costs first. You'll then be invoiced for any additional costs. For example, if damage costs £850 to repair, we capture the full £500deposit and invoice you separately for the remaining £350.
Yes, absolutely. We'll inform you immediately if any issues are found during vehicle inspection. We'll provide photos, repair quotes, and a detailed explanation before capturing any portion of the deposit. You'll also receive a receipt.
Yes, if you believe a deduction was made in error, please contact us immediately at hire@wee-horseboxhire.co.uk. We'll review your case with evidence (photos, condition reports) and respond within 3 business days.
Questions About the Deposit?
If you have any questions about the security deposit process, we're here to help.