Terms & Conditions
GENERAL CONDITIONS OF EQUIPMENT RENTAL
This Equipment Rental Agreement is effective as soon as the checkout is completed, and is between Take a Pic (“Company”), registered offices 21 Boulsworth Avenue, Hull, HU6 7DZ and those persons detailed in the customer information of the order (“Renter”). The equipment to be rented is detailed on the order (“Equipment”). By selecting the checkbox and completing the checkout you are agreeing to enter into this rental agreement.
The rental period will begin once the renter has received the equipment from the courier and will end once the equipment has been handed over to the courier for return to the company. This will normally be 3 days before the event date selected and before the agreed return date on the order, unless agreed otherwise in advance.
RENTAL CHARGES & DEPOSITS
The rent of the equipment is charged by a one off fee and will normally consist of a rental fee and a security deposit. The fee will cover the rental of the equipment detailed on the order for the duration of the rental period stated on the order. The security deposit will cover any loss or damages to rented equipment & upon safe return will be refunded. A part payment may be taken at the time of booking with the remainder to be paid 28 days prior to the event or selected event date. There may be a penalty for cancellations, see Cancellation Policy for details. The security deposit may be forfeit for late returns or loss or damage to the equipment as detailed below. Further charges may be incurred over and above the deposit amount. The company reserves the right to amend prices and fees at any time.
Payment should normally be made at the time of booking to secure the equipment for the date of the event & the duration selected. A part payment may be taken at the time of booking with the remainder to be paid 28 days prior to the event or selected event date. The remaining balance of rental fee and security deposit must be paid 28 days prior to the event date selected. Failure to pay within this time period may result in the contract being cancelled and loss of security deposit or loss of part payment whichever is less. Payments can be made online, either by card or PayPal (payable to: firstname.lastname@example.org) or Cheque (payable to: Neil Lakes. Post to: 21 Boulsworth Avenue, Hull, HU6 7DZ).
The equipment must be returned, using the pre-paid packaging, before the return date specified on the order as ‘Return Date’. Items received up to 7 days late will incur a late fee of £40 and £20 per week thereafter, until the equipment has been returned to the company. Where charges are incurred over and above the security deposit, the renter will be invoiced. If the equipment is not returned within 28 days of the return date it will be reported to the appropriate authority.
In the event that the booking is cancelled there may be penalties that result in loss of payment. The renter has the right to cancel any booking within 14 days of the booking being made, commonly known as the ‘cooling off’ period, without any penalty and a full refund will be given within 7 days. If the cancellation is made greater than 28 days before the selected event date a fee of £20 will be forfeit and the remaining balance will be refunded within 7 days. Where the cancellation occurs within 14 days of the selected event date the security deposit will be forfeit and the balance will be refunded within 7 days. Where the cancellation occurs within 7 days of the selected event date, providing the equipment has not been despatched by the company, up to 50% of the total payment will be forfeit and the remaining balance will be refunded within 7 days. Once the equipment has been despatched by the company, any cancellation will incur the full cost of the hire, and only the security deposit will be refunded where the equipment is safely returned in satisfactory condition. Where the company has the need to cancel a contract, without good reason, all charges will be refunded. Where there is good reason for the company to terminate the agreement, this will be communicated and the appropriate cancellation fee will apply depending on the time of cancellation detailed in this cancellation policy. If the renter requires a change to the selected event date or rental period this should be agreed with the company 14 days prior to the selected event date and is at the discretion of the company to allow changes to be made where possible. If the company cannot agree to the change then it is classed as a cancellation and subject to the above conditions. Any refunds will be made within 7 days however this does not include any card transaction processing time.
Any extension to the rental period must be agreed before the equipment has been despatched and may incur extra charges, which must be paid prior to the start of the rental period. If there is a need to extend the rental period after the equipment has been despatched this should be agreed with the company at the earliest opportunity and may result in an extension being granted, with or without incurring further fees. An extension to the hire period will change the return date on the order only when the appropriate fee, agreed between the renter and the company, has been paid in full. If an extension is not granted by the company the equipment must be returned prior to the return date on the order, otherwise late fees will be charged as above.
The equipment will remain the full responsibility of the renter for the duration of the rental period. Any equipment that has been damaged during the course of the rental period will be assessed once returned and costs will be deducted from the security deposit equalling the amount to repair or replace the equipment. Where the security deposit is insufficient, the balance of the repair or replacement cost will be invoiced. Damage is defined as rendering the item unusable, in a condition where certain functions no longer operate, cosmetic damage that goes beyond reasonable wear and tear, missing parts (including batteries & memory cards), water or liquid damage. Any damage to the equipment that has been sustained in transit, prior to receiving the equipment, must be notified to the company immediately so the issue can be resolved. As the equipment is well protected in transit it must be clear that the damaged has been sustained outside the rental period and any damage to packaging and cases should be examined in the presence of the courier and notification given to the courier of the damage before the equipment is signed for.
LOSS OR THEFT
The equipment will remain the full responsibility of the renter for the duration of the rental period. Any equipment that is suspected to have been lost or stolen during the course of the rental period must be notified to the company immediately and the incident reported to the local authority. Any equipment that is not returned to the company by the return date on the order will incur appropriate charges to replace that which is missing, as published by the company. Costs will be deducted from the security deposit equalling the amount to replace the equipment. Where the security deposit is insufficient, the balance of the replacement cost will be invoiced.
The equipment will normally be despatched by the company 3 days before the selected event date via a reputable premium courier service, unless agreed otherwise in advance. The renter must ensure that they are available to receive the equipment as the company will not be responsible if it is not received in adequate time before the event, where this is due to failure on the renters’ part. The equipment will only be delivered to the delivery address stated on the order, which must be an address within the UK. The renter acknowledges that deliveries may be postponed due to conditions that fall outside the control of the company and as such the company shall not be liable for any damages or penalty for delays in delivery. Claims for non-delivery of the equipment should be given within 7 days of the selected event date as so investigations can begin with the courier.
The equipment should be packaged securely and returned to the company using the prepaid packaging prior to the return date stated on the order. Where the equipment is received by the company later than this date, a late fee of £40 may be charged for returns received upto 7 days late, and £20 per week thereafter. If the equipment not returned within 28 days it will be reported to the appropriate authority, the security deposit will be forfeit and the costs for replacing the equipment will be invoiced.
TAKING THE EQUIPMENT OUTSIDE THE UK
If the equipment is to be taken overseas this must be agreed with the company before the booking is made and may be subject to a further security deposit. If necessary an extension of the rental period may be agreed to cover transit of equipment to and from the event location. Please note the equipment will only be delivered to a UK address and the renter is solely responsible for the equipment whilst it is being transported overseas.
Any data recorded by the equipment whist within the rental period (such as images, videos, audio, etc) shall be the ownership of the renter. This data will be returned to the company where it will be transferred from company owned medium to that which will be despatched to the renter to retain. Recorded data will only be stored by the company until the renter has received it and is satisfied. We do not view or modify your media in any way. The maximum length data will be stored for back up purposes will be 60 days, upon which it will be destroyed. Data may be retained for marketing purposes providing the company has received the permission of the renter.
Renter shall indemnify the company against any claim, demand, cause of action, loss or liability (including legal fees and expenses) for any property damage or personal injury arising from Renter’s use of Equipment by any cause, including gross negligence or wilful misconduct. The Renter should also recognize and agree that included in this indemnity clause, but not by way of limitation, is the assumption of any and all liability for injury, disability and/or harm of themselves and other persons caused by the operation, use, control, handling or transportation of the equipment. IN NO EVENT SHALL THE COMPANY BE LIABLE FOR ANY INDIRECT, SPECIAL OR CONSEQUENTIAL LOSS OR DAMAGES ARISING FROM RENTER’S USE OF EQUIPMENT, INCLUDING BUT NOT LIMITED TO LOSS PROFITS AND LOSS REVENUE, EVEN IF INFORMED OF THE POSSIBILITY OF SUCH DAMAGES.
The company will endeavour to supply the products, or variants of, those described on the order to the exact specifications or higher. Products may vary slightly as manufacturers alter their product versions or modify their specifications however orders are accepted and the renter agrees that the products are supplied in accordance with the manufacturers specifications.
MAINTENANCE AND OPERATION
The equipment must be used in the way it is intended and must not be subject to carless, unusual or needless rough usage. The equipment should remain in a good state of repair and be in such condition when returned to the company; ordinary wear and tear resulting from proper use thereof alone expected.
The equipment must remain in the custody of the renter, representative or immediate family and must not be assigned or transferred to another. Ultimate responsibility will remain with the rented named on the order.
The Company, being neither the manufacturer, supplier, nor a dealer in the equipment, makes no warranties, express or implied, as to any matter whatsoever, including, without limitation, the condition of the equipment, its merchantability, its design, its capacity, its performance, its material, its workmanship, its fitness for any particular purpose, or that it will meet the requirements of any laws, rules, specifications, or contracts which provide for specific apparatus or special methods. The company further disclaims any liability whatsoever for loss, damage, or injury to the renter or third parties as a result of any defects, latent or otherwise, in the equipment. The equipment is rented “as is”. The Company shall not be liable in any event for any loss, delay, or damage of any kind or character resulting from defects in, or inefficiency of, equipment or accidental breakage thereof.