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Accident Response & Payment Process

This document is intended to help guests remain calm and take appropriate action in the event of an accident or incident during the rental period, and to clearly explain the process for insurance, repairs, and payments in advance.

Basic Response in the Event of an Accident or Trouble

Ensure Safety

  • Stop the vehicle immediately in a safe location

  • Turn on the hazard lights

  • If possible, place a warning triangle

  • If there are any injuries, do not move the injured person and wait for emergency assistance

Contact Police and Emergency Services (Mandatory)

  • If there are injuries: 📞 119 (Ambulance)

  • For property damage or collision accidents: 📞 110 (Police)

⚠️ Regardless of how minor the accident may seem, contacting the police is mandatory.
(A police accident report is required for insurance coverage.)

Exchange Information if Another Party Is Involved

Please confirm the following information as much as possible:

  • Name of the other party

  • Phone number

  • Vehicle license plate number

  • Insurance company name (if known)

※ Do not negotiate settlements or exchange money at the scene.

Contacting Us (Motion Campervans)

After an accident or incident, please contact us as soon as possible.

Information to provide when contacting us:

  • Name of the person who made the reservation

  • Vehicle name / reservation number

  • Date, time, and location of the accident

  • Brief description of what happened

  • Whether the police were contacted

📞 Emergency Contact:
Hajime Imoto
080-3710-0467

Taking Photos and Recording the Situation

If possible, please take photos of the following:

  • The entire vehicle (front, rear, left, and right sides)

  • Close-up photos of the damaged area

  • Surrounding road conditions and traffic signs

  • The other vehicle involved (if applicable)

📸 Photos taken with a smartphone are sufficient.

Handling of Minor Accidents or Damage

Minor Accidents

In cases of minor accidents such as light scratches or small contact damage,
the rental may continue only if we determine that there is no safety issue.

However, the following rules apply:

  • Repair charges are applied per individual damage item (per incident/area)

  • Even within the same rental period,
    damage occurring at different locations or at different times will be treated as separate damage items

Example:

During one rental period:

  • First incident: scratched the left side of the vehicle

  • Second incident: hit the rear of the vehicle

→ Repair costs will be charged separately for each damage, based on the size and severity of each affected area.

Basic Insurance Coverage

Basic Insurance (Automatically Included with All Vehicles)

  • Bodily injury liability: Unlimited

  • Property damage liability: Unlimited (with deductible)

  • Passenger injury coverage: Included

※ Please refer to the separate “Insurance Coverage Details” document for full information.

Cases Where Insurance Does Not Apply (No Deductible Coverage)

In the following cases, all costs will be charged at actual repair cost:

  • Damage caused by off-road driving

  • Damage caused by improperly installed chains resulting in vehicle damage

  • Damage caused by standing or sitting on the roof or bonnet/hood

  • Damage or severe soiling of interior equipment (e.g. vomiting, spilled liquids)

  • Damage caused by smoking or improper use

  • Unauthorized repairs or private settlements

  • Accidents not reported to the police

Deposit (Security Hold) and Payment Process

Handling of the Deposit in Case of an Accident

If an accident or damage occurs during the rental period,
the credit card deposit will be held until repair costs are confirmed and repairs are completed.

Repair Cost Confirmation and Additional Charges

  • We will coordinate with repair shops and insurance providers to confirm repair details and costs

  • Once confirmed, we will provide a detailed cost breakdown

  • If repair costs exceed the deposit amount,
    the difference will be charged separately

  • Any additional charges must be paid within one week of the invoice date

Refund of the Deposit

  • After repairs are completed,
    any remaining balance from the deposit (after repair costs are deducted) will be refunded to the credit card

  • Refund processing will begin after repair completion
    (Please note that processing time may vary depending on the credit card company.)

Important Notes

  • Even in the case of minor damage, you must contact us

  • Unauthorized repairs or failure to report damage may result in insurance being void

  • The deposit is not a penalty, but a temporary hold to ensure fair and transparent repair and settlement

  • Please strictly follow Japanese traffic laws at all times

Final Note

Accidents can happen to anyone.
Our priority is not to place blame, but to ensure safety, transparency, and a smooth resolution.

If you have any concerns or questions, please feel free to contact us at any time.