At Southtax Cars, we provide safe, reliable and professionally managed student transport services in Southampton and throughout the UK. This Student Transport Cancellation Policy explains how cancellations, temporary absences, booking changes and refunds are handled.
Student transport is often arranged weeks or months in advance. Once a booking is confirmed, we may allocate a dedicated driver, vehicle and operational schedule to the student or contracted route. These resources may be reserved exclusively for the agreed service period, so sufficient notice is required when cancelling or changing a booking.
This policy applies to contracted student transport services provided by Southtax Cars, including transport booked by:
It covers regular home-to-school transport, school-to-home journeys, college and university transfers, SEND student transport where agreed, and other recurring educational transport arrangements.
This policy does not automatically apply to standard one-off taxi or airport-transfer bookings, which may be subject to separate booking terms.
Written notice of cancellation must reach Southtax Cars at least seven calendar days before the agreed commencement date of the student transport service.
Where the required notice is received, any refund due will be calculated in accordance with the confirmed booking or service contract. Reasonable costs already incurred in preparing or administering the service may be deducted where permitted by the applicable agreement.
If a contracted student transport booking is cancelled less than seven calendar days before its scheduled commencement date, payments already made may be non-refundable.
This is because Southtax Cars may already have:
Any cancellation charge will be considered alongside the terms stated in the customer’s booking confirmation or transport contract.
If a student transport service is cancelled after its commencement date, charges may remain payable for the applicable contractual notice period.
A refund is not automatically calculated according to the number of unused journeys. The amount payable or refundable will depend on:
Customers should consult their booking confirmation or contract for any service-specific cancellation provisions.
Parents, guardians, schools or authorised booking contacts should tell Southtax Cars as soon as possible if a student does not require transport because of:
Cancelling an individual journey does not automatically cancel the full transport contract.
Because the driver and vehicle may remain reserved, missed or temporarily cancelled journeys are normally non-refundable unless otherwise agreed in writing.
Students must be ready at the agreed collection point at the scheduled time.
If the student is not present or ready and the driver cannot complete the collection after a reasonable waiting period, the journey may be recorded as a no-show. The full journey charge may remain payable.
Parents, guardians and authorised contacts should notify Southtax Cars promptly if transport is no longer required. This helps prevent unnecessary journeys and enables us to manage the service safely.
Requests to change a collection address, destination, timetable, passenger requirement or service period must be submitted as early as possible.
All changes are subject to:
A requested amendment is not confirmed until Southtax Cars accepts it in writing. Significant changes may require a revised quotation or a new transport agreement.
Student safety remains our priority. A journey may be delayed, changed, suspended or cancelled where travel cannot be completed safely due to circumstances such as:
Where possible, Southtax Cars will notify the authorised contact promptly and provide information about any available alternative arrangement.
Hampshire County Council similarly advises that families will be contacted when school transport is delayed or cancelled and requires parents or carers to notify the operator when a child does not require collection. Hampshire County Council
Refunds or credits for service disruption will be assessed according to the booking agreement, the cause and duration of the disruption, and whether an alternative service was provided.
Southtax Cars may cancel or suspend student transport where:
Except where immediate action is necessary for safety or legal reasons, we will aim to provide reasonable notice and communicate with the parent, guardian, school, local authority or responsible contracting organisation.
Cancellation requests must be submitted in writing and should include:
Send cancellation requests to:
Email: info@southtaxcars.co.uk
Telephone: +44 23 8192 0677
Alternative telephone: +44 238 000 5005
A cancellation is not final until it has been acknowledged by Southtax Cars. If you do not receive confirmation, please contact us by telephone.
Where a refund may be due, it will be reviewed after the cancellation has been confirmed. Any approved refund will normally be returned through the original payment method where possible.
Processing times may vary according to the payment provider, booking type and contractual arrangements. Administrative charges and non-recoverable costs may be deducted where stated in the applicable agreement.
Student transport arrangements may have their own quotation, service schedule, purchase order or written contract. If those terms specify a different cancellation period, payment arrangement or refund procedure, the terms of the signed or accepted agreement will take priority over this general policy.
If you are unsure whether a journey can be cancelled, amended or refunded, contact Southtax Cars before making alternative transport arrangements.
Our team will review the booking and explain the applicable terms.
Southtax Cars
Email: info@southtaxcars.co.uk
Telephone: +44 23 8192 0677
24/7 support: Available
Website: southtaxcars.co.uk
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