Bicycle Rentals – Terms & Conditions

Welcome to BicycleRentals.co, operated from Stellenbosch as part of 3YO Training Camps.

Please read the following rental terms, conditions, and operational policies carefully before finalizing your booking. By making a booking, you confirm that you have read, understood, and accepted these terms.

🛑 Essential Delivery & Collection Requirements

Identity Verification

You must present a valid passport or South African ID when the bike is delivered.

Direct Handover

Bikes are normally delivered and collected directly from the renting client. Upon request, we can also deliver bikes to a hotel reception, provided this has been arranged in advance.

Pre-Ride Inspection

At delivery, you are required to inspect and test-ride the bike before using it. Please check the wheels, gears, brakes, pedals, saddle position, and any other relevant components.

Any issues must be reported to us immediately at the time of delivery.

If no issues are reported and you accept the bike, it is considered to have been received in good working condition.

Post-Delivery Maintenance & Damage

BicycleRentals.co is not responsible for punctures, bent derailleurs/gears, stretched gear cables, rubbing brakes, or other mechanical issues caused by incorrect use or transportation after delivery.

Please take particular care when:

  • Transporting the bike inside a vehicle
  • Removing or reinstalling wheels
  • Placing luggage or other items against the bike
  • Handling disc brakes or derailleur components

Removing wheels or transporting a bike incorrectly can cause bent derailleur components, brake-rubbing noises, or contact with disc brake rotors.

⏰ Operating Hours, Rates & Location Logistics

Standard Delivery & Collection Hours

Our standard delivery and collection hours are 09:00 to 16:30.

Please refer to the top of our website for our current main opening hours.

We sometimes deliver bikes the day before the rental starts, but this cannot be guaranteed. Bikes may be returned late, require servicing or cleaning, or arrive back later than expected.

Daily Hire Policy

Daily rental periods run from 09:00 to 16:30, or part thereof.

Rental charges are based on the time the bike is out on rental, not the number of hours it is actually ridden.

A rental day is therefore a calendar day and not a 24-hour period.

Late Returns

Bikes must be returned or made available for collection by 16:30 on the final rental day.

Late returns may incur additional rental or call-out fees.

Delivery Area

We provide delivery and collection services within approximately 120 km of Paarl, Stellenbosch, and Cape Town.

Please provide your exact hotel or accommodation details when booking.

For destinations further away, a specific delivery plan may be required, and delivery or collection times may differ from our standard schedule.

Delivery Fees

Standard delivery and collection fees are generally between R100 and R400 per bike, per order, depending on the location.

For destinations outside our standard service area, a customised delivery quotation based on distance will be provided.

After-Hours & Call-Out Fees

After-Hours Service

Deliveries, collections, or appointments outside our standard operating hours must be arranged in advance.

Unarranged after-hours requests will incur a R400 call-out fee per trip.

Missed Appointments

If our team arrives at the agreed delivery or collection time and the customer or bikes are unavailable, a R400 call-out feewill apply.

Additional per-kilometre charges may apply for locations outside our standard service area.

Early Deliveries

Delivery of bikes on the evening before the rental starts may sometimes be arranged upon request. This must be agreed in advance and is subject to availability.

🚴 Bike Sizing, Customisation & Restrictions

Standard Bike Sizes

Our bikes are supplied in standard configurations across the following sizes:

  • 48 cm (XS)
  • 50 cm
  • 52 cm (S)
  • 54 cm (M)
  • 56 cm (ML)
  • 58 cm (L)
  • 60 cm (XL)

These standard configurations accommodate the vast majority of riders.

Adjustments

Seat height and saddle fore/aft position can be adjusted during delivery to help achieve a suitable riding position.

Any specialised bike fitting or professional custom fitting must be completed at a commercial bike shop and is at the client’s own expense.

Pedals

BicycleRentals.co can assist with installing your pedals.

However, it is the client’s responsibility to ensure that the pedals are correctly and securely tightened before riding.

BicycleRentals.co accepts no liability for damage or injury resulting from incorrectly installed or loose pedals.

Please specify the exact pedal type required when booking:

  • Look Keo
  • Shimano SPD-SL
  • Shimano SPD / MTB
  • Flat pedals

Weight Limit

There is a strict general maximum rider weight of 100 kg per rental bike.

Please contact us before booking if you are above this limit so that we can advise whether a suitable bike is available.

Helmets

Helmets are available in sizes Small to XL.

If you require a helmet larger than XL, you must bring your own.

Usage Restrictions

  • Only the individuals named on the rental form may ride the rental bikes.
  • Beach riding is strictly prohibited. Riding on the beach will result in a mandatory R850 full-service and cleaning fee.
  • Avoid riding through grass where possible, as this significantly increases the risk of punctures.
  • Take particular care around roadsides, where broken glass and other debris may cause punctures.

Transport Restrictions

Rental bikes must never be transported unsecured in the open back of a bakkie, pickup truck, or truck.

Bikes must be transported safely:

  • Inside a suitable vehicle, or
  • On a high-quality, properly secured and maintained bicycle carrier.

The client is responsible for any damage caused by incorrect transportation.

🛠️ Breakdowns, Repairs & Spare Parts

Immediate Reporting

If a mechanical fault develops that prevents you from safely riding the bike, you must notify us immediately by phone, WhatsApp, or email.

The bike should be returned where possible. We will attempt to repair or replace the bike, subject to availability.

No Retroactive Refunds

If a mechanical problem is only reported when the bike is returned, rather than when it occurs, no refund will be issued for unused rental time.

Likewise, if you continue keeping the bike for additional rental days instead of returning it after a problem occurs, no refund will be provided for those additional days.

Continued Use After Reporting a Problem

If you report a mechanical issue but continue riding the bike, you may be held financially responsible for any additional or secondary damage caused by continued use.

Puncture Spares

Spare tubes and puncture repair kits may be provided with rental bikes.

Clients are responsible for checking their spare equipment before riding.

BicycleRentals.co is not responsible for faulty or unsuitable spare equipment.

For major cycling events and long-distance rides, we strongly recommend that clients carry their own additional spare tubes.

If you use your spare tube during your rental, please replace it as soon as possible so that you always have a usable spare available.

💰 Payments, Cancellations & Quotes

Quote Validity

All quotations are valid for 24 hours, unless otherwise stated.

Booking Confirmation

A booking is only considered confirmed once the required payment or deposit has been received.

If a requested deposit is not received within 48 hours, the booking may be cancelled without further notice.

Payment on Delivery

Any outstanding rental balance must be paid on or before the start date of the rental.

Failure to make payment or collect the bike on the agreed start date may result in immediate cancellation and forfeiture of any deposit already paid.

Accepted Payment Methods

We accept:

  • Cash in South African Rand (ZAR)
  • Electronic payment, provided proof of payment is supplied

International Payments

For international bank transfers or payments, BicycleRentals.co must receive the full quoted amount in South African Rand (ZAR), net of all bank and currency conversion charges.

All international transfer fees, intermediary bank charges, and currency conversion costs are for the client’s account.

Any shortfall must be settled in cash upon delivery or collection.

Long-Term Rental Rates

Discounted long-term rental rates are calculated using a sliding-scale pricing structure.

The itemised quotation may still display an equivalent daily rate for administrative purposes.

General Cancellations

Unless otherwise stated in a specific booking policy, deposits and rental payments are non-refundable.

🏆 Peak Periods & Cape Town Cycle Tour Policies

Minimum Rental Period

During Cape Town Cycle Tour week, a strict 7-day minimum rental charge applies.

You may use the bike for fewer than seven days, but the minimum rental charge remains seven days.

We strongly recommend that riders ride and check their rental bike before race day.

Payment Terms

Full payment is required immediately upon booking during the Cape Town Cycle Tour period.

For group bookings and tour operators, full payment must be settled within 48 hours of booking.

Cape Town Cycle Tour Cancellations

All payments made for bookings within the Cape Town Cycle Tour booking period are non-refundable and strictly forfeited if the booking is cancelled.

Race Entries

BicycleRentals.co provides bike rental services only.

We are not responsible for race entries, registration, start groups, race numbers, or any other event registration requirements.

Securing a valid race entry is entirely the rider’s responsibility.

Event Logistics

For the Cape Town Cycle Tour, bikes can generally be collected from your accommodation directly after the race on Sunday or throughout the day on Monday.

Please note that Monday is our busiest collection day of the year, with a very large number of bikes to collect.

We will make every effort to make the collection process as smooth and convenient as possible, but exact collection times cannot always be guaranteed.

Acceptance of Cape Town Cycle Tour Terms

By booking a bike during the Cape Town Cycle Tour period, the client confirms that they have read, understood, and accepted the specific Cape Town Cycle Tour terms and conditions published on our dedicated website page.

🔒 Damage, Theft & Insurance

Client Liability

The client is financially responsible for any damage to, or loss of, the rental bicycle and its accessories during the rental period.

Payment for damage or loss is due immediately upon request and may be required in cash.

Optional Damage Insurance

Rental bikes may be insured against certain types of accidental damage, subject to the applicable insurance terms and conditions.

Theft is not covered by the optional damage insurance.

Theft Prevention

Rental bikes must always be kept:

  • In a secure and locked area,
  • Out of sight whenever possible, or
  • Under the direct supervision of the client.

We strongly recommend not relying solely on a bicycle lock for security.

A lock can create a false sense of security, as experienced thieves can defeat many bicycle locks very quickly. Locks can also cause scratches or other damage to the bicycle if used incorrectly.

In the Event of Theft

In the event that a rental bicycle is stolen, the client must:

  1. Immediately notify BicycleRentals.co.
  2. Report the theft to the local police.
  3. Provide BicycleRentals.co with a copy of the official police report and police case/reference number.

The client remains financially responsible for the stolen bicycle unless the applicable rental insurance specifically covers the loss.

✅ Acceptance of Terms

By making a booking with BicycleRentals.co, the client confirms that they have read, understood, and agreed to these Terms & Conditions.

These terms apply to all bicycle rentals unless a specific written agreement states otherwise.