Booking Terms.

Terms version: 26 September 2026 (v9.1).

1. Trader identity and contract

Afiléon Motorsport is the trading name of Phillip Afiléon, sole trader. Unless a written booking confirmation expressly states otherwise, the customer contracts with Phillip Afiléon trading as Afiléon Motorsport.

Our main customer contact is team@afileonmotorsport.co.uk. A geographical business/service address should be shown on the business's official paperwork and supplied in the booking confirmation.

2. Information before booking

The booking flow, quotation, booking confirmation and applicable service-specific terms together set out the service being purchased. Material information given about the service and relied upon by the customer is subject to applicable consumer law.

Afiléon Motorsport may correct obvious typographical, pricing or availability errors before a booking is accepted. A quotation, enquiry reply, availability display or provisional date is not a binding reservation until the booking has been accepted and the required payment has cleared.

3. When a booking becomes binding

A booking becomes binding when Afiléon Motorsport accepts it and the required booking deposit or other stated payment has cleared, unless the written booking confirmation states a different point of acceptance.

The confirmation may identify the service, date, circuit or location, customer, price, payment schedule, applicable terms and any eligibility or documentation requirements. A date is not treated as finally confirmed merely because it appears available online or has been discussed by message.

4. Booking deposits and reserved capacity

The amount identified at checkout or in the booking confirmation as the booking deposit secures the reserved capacity and may fund or commit Afiléon Motorsport to preparation, inspection, travel planning, transport arrangements, consumables planning, administration, third-party commitments and the opportunity cost of holding the date for the customer.

Where a customer cancels, fails to satisfy an agreed eligibility requirement, fails to attend, or otherwise causes a booking not to proceed, Afiléon Motorsport will normally seek to retain the booking deposit. The amount actually retained will be limited to the reasonable direct net loss caused by the customer-side cancellation or failure, taking account of costs avoided, amounts recovered and any replacement booking reasonably obtained for the same capacity. We will not recover the same loss twice.

Where the reasonable direct net loss is lower than the deposit, the balance will be refunded. Where a larger loss is separately identifiable and lawfully recoverable, Afiléon Motorsport may seek that loss subject to applicable law and these terms.

The booking deposit is not the BMW E46 damage security. The E46 damage security is a separate pre-authorisation described in the Vehicle Hire Terms.

5. Prices, payment and balances

Prices shown for fixed-price services are the prices stated at checkout or in the accepted quotation, subject to any expressly stated travel, circuit or additional-use charges. Bespoke and outside-Kent work may require a separate quotation.

Any remaining balance must be paid by the due date stated in the booking confirmation. If a balance is not paid when due, Afiléon Motorsport may place the booking on hold and, after reasonable contact, cancel the reserved E46/date and treat the failure as a customer-side cancellation where legally permitted. Any amount retained from the deposit remains limited by the reasonable direct net loss and consumer-law provisions in these terms rather than operating as an automatic penalty.

Where a customer has paid in full and later cancels, amounts above any lawful deduction for customer-side loss or committed costs will normally be refunded.

6. Customer information, eligibility and documents

The customer is responsible for providing accurate contact details, vehicle information, service location information and any licence, identity, organiser or eligibility evidence reasonably requested for the service.

Unless a different deadline is stated in writing, missing eligibility evidence requested after booking must be supplied within 24 hours. Afiléon Motorsport may extend that period in writing.

If required evidence is not supplied, is materially inaccurate, or shows that the customer or nominated driver does not satisfy the requirements of the service or event, Afiléon Motorsport may suspend or cancel the booking. Where the issue is attributable to the customer, the cancellation provisions in these terms apply.

7. Named customer and non-transferability

A booking is personal to the named customer and, where applicable, the named driver. It must not be sold, assigned, sublet or transferred to another person without Afiléon Motorsport's prior written agreement. We may require reasonable identity and eligibility checks before agreeing any change.

8. Customer cancellation and rescheduling

The customer should cancel by email as soon as reasonably possible. Cancellation takes effect when the notice is received.

For a customer-side cancellation, the booking deposit and any other lawful deduction are assessed against the reasonable direct net loss actually caused. As a practical guide, the nearer the booking date, the greater the risk that preparation, third-party commitments and the reserved capacity cannot be recovered or re-sold. Accordingly, cancellations made 14 days or more before the booked date will normally result in a greater proportion of any unused payment being refunded; cancellations made 7–13 days before the booked date may justify retention of the deposit against the loss; and cancellations made less than 7 days before the booked date, no-shows or late customer-side failures may justify additional evidenced deductions. These are practical examples, not an automatic penalty: the amount retained will remain subject to the reasonable-loss and consumer-law limits above.

Where Afiléon Motorsport can reasonably re-sell or rebook the reserved capacity, the resulting recovery will be taken into account when calculating any amount retained.

Any rescheduling is subject to availability and written agreement. Afiléon Motorsport may require a price adjustment if the new date, venue or service configuration costs more.

9. Specific-date cancellation rights

Where a booking is for a specific date or period and falls within a statutory category for which the usual distance-contract cancellation right is excluded, that statutory cooling-off right does not apply to that service. This can include vehicle-rental services and services related to leisure activities booked for a specific date or period. Where a statutory cancellation right does apply, it is preserved and takes priority over these contractual provisions.

10. Late arrival, missed briefing and no-show

The customer is responsible for arriving in time for registration, technical checks, noise testing, briefing and any other organiser requirement. A late arrival does not extend the event timetable.

If the customer does not attend, misses a mandatory briefing, arrives too late to participate, is refused participation because of a customer-side eligibility issue, or otherwise loses the booked service for a reason attributable to the customer, Afiléon Motorsport may treat that as a customer-side cancellation, subject to the reasonable-loss limits in these terms.

11. Cancellation or suspension by Afiléon Motorsport

Afiléon Motorsport may refuse, suspend or stop a service where reasonably necessary for safety, organiser compliance, suspected fraud, non-payment, material breach, unauthorised driver use, abusive or reckless conduct, or because continuing would create an unreasonable risk to a person, vehicle, venue or property.

If Afiléon Motorsport cannot provide a contracted service for a reason within its own operational control and no agreed substitute or replacement date is accepted, the customer will be offered a refund of sums paid for the unprovided service or an agreed replacement date. Afiléon Motorsport will not rely on these terms to keep payment where it has cancelled a service within its own control and provided no replacement service.

12. Circuit, organiser, weather and external disruption

Track and race services depend on circuits, organisers and events continuing to operate. Red flags, stoppages, timetable changes, noise restrictions, adverse weather, emergency activity, incidents, circuit instructions, recovery operations and other external events can interrupt or reduce available track time.

Where an organiser or circuit cancels or materially changes an event, Afiléon Motorsport will discuss the practical options. Depending on what has already been supplied and what costs are genuinely non-recoverable, this may include transfer, credit or a refund for services not provided. Any deduction will be limited to reasonable, identifiable and lawfully recoverable loss or non-recoverable third-party cost, taking account of amounts recovered or avoided.

13. Service-specific terms

The following additional terms may apply: BMW E46 Vehicle Hire Terms, Customer Vehicle Transport & Recovery Terms, Vehicle Recovery Terms, Track-Day & Race-Day Support Terms and Pre-Track-Day Inspection Terms.

For the BMW E46 service, the customer must also read and accept the Driver Eligibility & Event-Day Declaration before the booking can proceed.

14. BMW E46 payment structure

For BMW E46 Arrive & Drive bookings made more than 3 days before the event, the customer may choose either to pay the displayed booking total in full or to pay a £250 booking deposit. The £250 deposit forms part of the displayed booking total and is not an additional charge. Where the deposit option is chosen, the remaining balance is due 3 days before the booked date and a secure balance payment request will normally be sent around 9 days before the booked date. If the remaining balance is not received by the stated deadline, Afiléon Motorsport may cancel the E46 reservation and release the booked date. Any treatment or retention of the booking deposit is governed by these terms, our actual reasonable loss and unrecoverable committed costs, and applicable consumer law; it is not an automatic penalty. For bookings made within 3 days, the full displayed booking total is due at checkout. The £250 deposit is not the damage security.

The separate £2,500 refundable damage-security pre-authorisation may be required before the vehicle is released. It is governed by the Vehicle Hire Terms and is not an automatic charge.

15. Transport, bespoke work and travel

Vehicle transport, vehicle recovery and unlisted or outside-Kent services are quoted around the actual job. Collection and delivery points, vehicle suitability, timing, traffic, travel distance, circuit access and waiting requirements can affect the price. No bespoke quote is a booking until it has been accepted and any required payment has cleared.

16. Payments, payment disputes and fraud prevention

Payments may be processed by Stripe or another payment provider identified at checkout. Afiléon Motorsport does not ask customers to send raw card details by email, WhatsApp or social media.

Reasonable identity, licence and payment checks may be requested for higher-risk services. Where payment is reversed, dishonestly disputed or otherwise remains unpaid without good-faith basis, Afiléon Motorsport may treat the booking as unpaid and pursue any lawful outstanding sum, without limiting any legitimate rights the customer may have against the payment provider or under consumer law.

17. Safety and event rules

Venue and organiser rules, safety instructions, flags, briefings and technical requirements take priority. Afiléon Motorsport does not guarantee a particular lap time, number of laps, finishing result, track availability, circuit acceptance or fault-free event.

18. Liability and consumer rights

Afiléon Motorsport will perform consumer services with reasonable care and skill and will not exclude liability that cannot lawfully be excluded or restricted. This includes non-excludable rights and liability for death or personal injury caused by negligence where the law prevents exclusion.

Where the law permits a limitation, Afiléon Motorsport will not be responsible for losses that are too remote or outside the scope of the contracted service. This does not affect any remedy that the customer is legally entitled to claim.

19. Evidence, records and communications

Afiléon Motorsport may retain booking details, payment status, correspondence, photographs, vehicle condition records, incident records, eligibility evidence and terms-acceptance records for operational, insurance, legal, accounting and dispute-resolution purposes in accordance with the Privacy Policy.

Where the booking flow records acceptance of these terms, the record may include the customer name, service, document versions, client acceptance time and the server acceptance time returned by the booking system.

20. Changes to these terms

We may update these terms for future bookings, including to reflect changes to services, law, insurance arrangements or operating procedures. The version accepted for an existing booking remains the governing customer-facing version for that booking unless the parties agree a change or a change is required by law.

21. Complaints and contact

Questions, complaints and cancellation notices should be sent to team@afileonmotorsport.co.uk. We will review complaints reasonably and may request supporting information so that the position can be checked against the booking and evidence held.

22. Governing law and jurisdiction

These terms are governed by the law of England and Wales. A consumer retains any mandatory right to bring proceedings in another court where applicable law gives that right.