EPIC BLACK CAR LLC
TERMS & CONDITIONS
By making a reservation with Epic Black Car LLC (“Epic Black Car,” “we,” “us,” or “our”), the customer/booker (“you” or “your”) acknowledges and agrees to the following Terms & Conditions. These terms apply to all transportation services provided directly by Epic Black Car LLC and, where applicable, services arranged through our affiliate network.
1. RESERVATIONS & CANCELLATIONS
A cancellation number will be issued for cancelled reservations and is required for any cancellation-related dispute. Customers should retain this number for their records.
Sedan / SUV
Cancellations are not charged when notification is provided more than 24 hours before the scheduled pickup time.
For trips where the pickup or drop-off location is more than 1.5 hours from the service office, cancellation must be made at least 48 hours before the required dispatch time.
Failure to provide the required notice may result in a cancellation charge of up to the full rate of the trip.
Motor Coaches, Shuttle Buses, Vans & Specialty Vehicles
Cancellations must be made at least 14 days before the scheduled pickup.
Cancellations made less than 14 days before the pickup may be subject to a charge of up to the full rate of the trip.
Affiliate Trips
For trips booked through our affiliate network, cancellation policies may vary depending on the vendor and/or location.
Any cancellation fees incurred are the responsibility of the booker and/or passenger associated with the reservation. Certain affiliate reservations may require up to 48 hours’ notice to avoid cancellation fees.
Please contact your booking agent with any questions regarding the cancellation policy applicable to your specific reservation.
2. NO-SHOW / CANCEL ON ARRIVAL
Failure to cancel a trip in accordance with the applicable cancellation policy may result in a charge of up to and including the full fare, wait time, gratuity, applicable fees, and taxes.
If a passenger leaves the pickup location without first contacting Epic Black Car LLC, the reservation may be considered a No-Show and the applicable No-Show charges may apply.
3. WAITING TIME & LATE/DELAY FEES
Airport Pickups
Airport pickups include a 30-minute grace period.
After the applicable grace period has expired, waiting time is charged at $1.00 per minute.
For international flights, customers should allow sufficient time for customs, immigration, and baggage claim when selecting their requested pickup time.
Point-to-Point Pickups
Point-to-point pickups include a 10-minute grace period.
Additional waiting time after the applicable grace period may result in additional charges.
4. ADDITIONAL FEES & EXPENSES
Any expenses incurred by Epic Black Car LLC or its affiliates in order to provide transportation services may be passed through to the customer.
These expenses may include, but are not limited to:
- Tolls
- Parking
- Permits
- Entrance fees
- Luggage carts
- Additional stops
- Waiting time
- Other items or services requested or purchased on the customer’s behalf
Applicable expenses may be charged even if a reservation is subsequently cancelled.
5. LATE NIGHT / EARLY MORNING FEE
Any pickup scheduled between 12:00 AM and 5:30 AM will be subject to a Late Night / Early Morning Fee, also referred to as an After Hours Fee.
6. HOLIDAY SURCHARGE / HOLIDAY RATES
Trips beginning on a designated holiday may be subject to a Holiday Surcharge or Holiday Rate.
Current holidays include:
- New Year’s Day
- Presidents’ Day
- Easter
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Christmas Day
- New Year’s Eve
The holiday list and applicable rates are subject to change.
7. DISCOUNTS, PROMOTIONAL CODES & SPECIALS
Only one discount may be applied to a trip.
Specials and promotional codes may not be combined with corporate pricing unless specifically authorized.
Promotional discounts, special rates, or discount codes may be subject to additional terms and restrictions.
8. PRE-AUTHORIZATION & PAYMENT
Epic Black Car LLC may place a pre-authorization on the credit or debit card provided for a reservation in the days leading up to the scheduled trip to confirm that sufficient funds are available.
Once the trip is completed, the applicable final charge will be processed. Any remaining authorized amount will be released by the customer’s credit card company or financial institution.
Customers using debit cards should be aware that a pre-authorization may cause the bank to place a hold on actual funds available in the account.
Epic Black Car LLC recommends using a credit card rather than a debit card when possible.
9. FLAT-RATE PRICING
Quoted prices for flat-rate trips are estimates only.
Final pricing may be calculated upon completion of the trip. Additional charges may apply for circumstances including, but not limited to:
- Additional stops
- Waiting time
- Parking
- Tolls
- Permit fees
- Changes to the itinerary
- Other services or expenses incurred during the trip
10. HOURLY PRICING
Unless otherwise specified, hourly trips are billed garage-to-garage, beginning from the applicable Epic Black Car service location and ending when the vehicle returns to its originating garage.
Current service locations may include Newburgh and Brooklyn.
Hourly pricing is estimated based on typical travel conditions. The final amount may be higher due to traffic, construction, weather, road closures, or other circumstances outside of Epic Black Car’s control.
11. TRAVEL TIME & CUSTOMER-REQUESTED PICKUP TIMES
When requested, Epic Black Car LLC may recommend an appropriate pickup time based on estimated travel time or the amount of time needed for a passenger to arrive at an airport or other destination.
If a passenger or booker specifically requests a pickup time that differs from the time recommended by Epic Black Car LLC, Epic Black Car LLC and its affiliates will not be responsible for a missed flight or other missed appointment resulting from:
- Traffic delays
- Additional stops
- Customer-requested waiting time
- Customer-requested itinerary changes
- Other delays associated with the passenger’s requested schedule
Customers are responsible for allowing sufficient travel time when selecting a requested pickup time.
12. TOLLS, PARKING & PERMITS
Any tolls, parking charges, entrance fees, or permit fees incurred by Epic Black Car LLC or its affiliates in connection with providing the service may be passed through to the billable party and added to the customer’s invoice.
Where these fees are included in a quote, they are estimates only and may change based on actual costs incurred.
13. CHANGES TO RESERVATIONS & ITINERARIES
Any changes made to a trip itinerary after the initial booking or quote may result in a recalculation of the fare.
Changes may include, but are not limited to:
- Pickup or drop-off locations
- Pickup times
- Additional stops
- Vehicle type
- Passenger count
- Service duration
- Route or itinerary changes
Changes made after the vehicle has been dispatched may result in additional charges.
All requested changes are subject to vehicle and chauffeur availability.
14. DEPOSITS
A 50% deposit is required at the time of booking for all motorcoaches and specialty vehicles.
Full payment is required three weeks prior to the scheduled trip/service.
The applicable cancellation policy will apply to cancellations.
Any permits, tickets, or other non-refundable expenses already acquired for the reservation may be charged separately and may not be refundable.
15. CHARGEBACK FEES
A chargeback or disputed payment may result in an administrative fee of $5.00 or 5% of the applicable transaction, whichever is greater, in addition to any fees assessed by the applicable bank or payment processor.
16. CHANGES TO CREDIT CARD BILLING
A request to change the billing method made 25 or more days after the trip date may be subject to an administrative fee of $5.00 or 5% of the total rate, whichever is greater.
17. LOST OR DAMAGED ITEMS
Epic Black Car LLC and its affiliates are not responsible for personal items that are left in, lost from, or damaged while in a vehicle.
If an item is found, Epic Black Car LLC reserves the right to charge a delivery, shipping, and handling fee for returning the item.
Found items will be retained for no more than 30 days after being found in a vehicle.
Customers should contact Epic Black Car LLC as soon as possible if they believe an item has been left in a vehicle.
18. PASSENGER CONDUCT & VEHICLE CARE
Passengers are expected to treat the chauffeur, vehicle, and other passengers respectfully and safely.
Customers may be responsible for additional charges resulting from damage, excessive cleaning, or other expenses caused by passengers during the trip.
Epic Black Car LLC reserves the right to terminate service when passenger behavior creates a safety concern, causes significant damage, or violates applicable laws or regulations.
19. VEHICLE AVAILABILITY & SUBSTITUTION
Epic Black Car LLC will make reasonable efforts to provide the vehicle requested at the time of booking.
However, vehicle availability may change due to mechanical issues, operational requirements, safety concerns, or circumstances beyond our control.
When necessary, Epic Black Car LLC may provide a comparable vehicle or another appropriate transportation solution when reasonably available.
20. DELAYS & UNFORESEEN CIRCUMSTANCES
Epic Black Car LLC and its affiliates cannot be held responsible for delays resulting from circumstances beyond our reasonable control, including but not limited to:
- Traffic
- Accidents
- Emergency road closures
- Adverse weather conditions
- Natural disasters
- Acts of God
- Government restrictions
- Construction
- Airport delays
- Other unforeseen circumstances affecting transportation operations
Epic Black Car LLC will make reasonable efforts to communicate significant delays or service changes when possible.
21. AFFILIATE SERVICES
Some transportation services may be fulfilled by Epic Black Car LLC’s affiliate network or third-party transportation providers.
When an affiliate provider is used, the applicable provider’s rates, cancellation policies, fees, and operating terms may apply.
The booker and/or passenger is responsible for fees incurred under the applicable affiliate provider’s policies.
22. ACCEPTANCE OF TERMS
By submitting a reservation request, booking transportation, providing payment information, making a payment, or using transportation services provided by Epic Black Car LLC or its affiliates, the customer acknowledges that they have read, understood, and agreed to these Terms & Conditions.
These Terms & Conditions may be updated from time to time. The applicable terms for a reservation are those communicated to the customer in connection with that reservation, subject to applicable law.
23. CONTACT
For questions regarding reservations, cancellations, billing, fees, or these Terms & Conditions, please contact your Epic Black Car booking agent or visit:
Epic Black Car LLC
Website: epicblackcarny.co
