Filmed By Equipment Rental Agreement

Contact: filmed.by@outlook.com | www.filmedby.co.uk

Version: May 2026

Parties

This Equipment Rental Agreement ("Agreement") is made between Filmed By ("Lessor", "we", "us", "our") and the customer completing the booking ("Lessee", "you", "your").

By completing a booking and making payment, you confirm you have read and agree to be bound by this Agreement. If you do not agree, please do not proceed with your booking.

1. The Equipment

1.1 Subject to the terms of this Agreement, we agree to hire to you the camcorder equipment specified in your booking confirmation ("Equipment"), which forms part of your chosen package:

  • Micro — camcorder, memory card, 3 x battery, charger, prepaid return label. Hire period: 6 days.

  • Classic — camcorder, memory card, 3 x battery, charger, accessories as specified, prepaid return label. Hire period: 6 days.

  • Destination — camcorder, memory card, 3 x battery, charger, accessories as specified, prepaid return label. Hire period: 10 days.

1.2 The Equipment is, and shall at all times remain, the sole and exclusive property of Filmed By. You acquire no title, right, or interest in the Equipment under this Agreement.

1.3 The Equipment may be pre-owned and may show cosmetic wear. We warrant that all Equipment, whether new or used, will be in proper working order at the time of dispatch.

2. Booking & Payment

2.1 A booking is not confirmed until full payment has been received. Receipt of an order confirmation does not itself constitute acceptance; acceptance is confirmed when payment clears.

2.2 Full payment is required at the time of booking. All prices are quoted in British Pounds Sterling (GBP) and include VAT where applicable.

2.3 We reserve the right to refuse or cancel any booking at our sole discretion. If we cancel a booking, you will receive a full refund of all amounts paid.

2.4 In the event of a pricing error on our website or in any communication, we reserve the right to cancel the order and issue a full refund, or to contact you to confirm the booking at the correct price before proceeding.

3. Hire Period & Term

3.1 The hire period commences on the date of the first attempted delivery of the Equipment and expires at the time specified for your package (see clause 1.1), measured from your event date.

3.2 The Equipment must be return-shipped to us and within 48 hours of your event (unless otherwise agreed), using the prepaid return label provided.

3.3 If you return the Equipment using a shipping label not provided by us, and the Equipment is not received by us on or before the expected return date, we reserve the right to charge additional daily hire fees for each day the Equipment is in transit or outstanding beyond the hire period.

4. Delivery

4.1 We will dispatch the Equipment to the delivery address given in your booking. We aim to ensure delivery at least 72 hours before your event date.

4.2 We cannot guarantee specific delivery dates as courier transit times are outside our control. Any estimates provided are estimates only.

4.3 We do not dispatch on UK public holidays.

4.4 If you need to update your delivery address after booking, please notify us promptly to allow sufficient time before dispatch. We are not liable for failed delivery resulting from an incorrect address provided at the time of booking.

4.5 You agree to obtain and retain the proof of postage (tracking receipt) for all return shipments until we confirm receipt of the returned Equipment.

5. Return of Equipment

5.1 The equipment must be posted within 48 hours of your event date (or as specified per package in Section 1). A prepaid return label will be included in your kit.

5.2 You are responsible for packaging the Equipment securely before return. We are not liable for damage caused in transit where equipment was inadequately packaged.

5.3 Our receipt of returned Equipment does not constitute our acceptance that it has been returned in satisfactory condition. We reserve the right to inspect the Equipment within a reasonable period after return and to raise any damage or loss claims accordingly.

6. Security, Damage & Loss

6.1 By completing a booking, you authorise us to place a pre-authorisation security hold on your nominated debit or credit card. This hold will be released upon satisfactory return of the Equipment.

6.2 We will only charge your card if one or more of the following occurs:

  • Equipment is returned in a damaged condition

  • Equipment is lost, stolen, or not returned

  • Equipment requires professional cleaning upon return

  • Equipment is returned with missing accessories or components

6.3 In such circumstances, we may charge:

  • Repair costs — up to the full cost of repair as assessed by a repairer of our choosing (up to £700 per camcorder unit, or full replacement value if greater)

  • Replacement cost — the full replacement value if Equipment is damaged beyond repair or not returned

  • Loss of use fee — a daily hire fee for each day the Equipment is unavailable due to damage or late return

  • Cleaning fee — a reasonable charge where Equipment is returned in an unsatisfactory condition

  • Administration costs — reasonable costs incurred in recovering lost or unreturned Equipment

6.4 You hereby agree to be responsible for all costs associated with any repair or replacement of Equipment necessitated by your use, possession, transportation, or failure to return it.

7. Your Obligations — Care of Equipment

7.1 You agree to:

  • Use the Equipment carefully and only for your booked event

  • Protect the Equipment from water, sand, extreme heat, impact, and other environmental hazards

  • Not attempt to repair, modify, disassemble, or tamper with any Equipment

  • Not permit unauthorised third-party use of the Equipment

  • Follow all manufacturer instructions, warnings, and guidelines

7.2 You are responsible for the Equipment from the time of first attempted delivery until we confirm receipt of the returned Equipment.

8. Non-Working Equipment

8.1 If you discover that any Equipment is not functioning on arrival, you must notify us immediately by email, before your event takes place. Do not attempt to repair or modify the Equipment yourself.

8.2 Upon notification, we will, at our option:

  • Dispatch replacement Equipment (subject to availability)

  • Issue a credit; or

  • Provide a full or partial refund

8.3 If you fail to notify us before your event and later claim the Equipment was faulty on arrival, we may be unable to verify the claim and reserve the right to decline any refund on that basis.

9. Errors in Use

9.1 We will provide operating instructions via written guide, email, or video. You accept that you assume all risk in the operation of the Equipment. We are not liable for footage lost, missed, or of poor quality due to user error or failure to follow our instructions.

10. Footage, Editing & Delivery

10.1 Edited video is included only where specified in your package. Where included, we aim to deliver edited video(s) within 7 weeks of receiving returned Equipment and will endeavour to deliver sooner.

10.2 We take all reasonable care in handling returned footage. However, we cannot guarantee against data loss, corruption, or technical failure. We are not liable for unusable, incomplete, or missing footage caused by:

  • User error or failure to follow instructions

  • Device malfunction outside our control

  • Memory card damage or failure

  • Environmental damage or electrical interference

10.3 Video recording is a subjective medium and outcomes vary depending on lighting, technique, and the experience of the operator. Dissatisfaction with the artistic quality, style, or length of footage is not grounds for a refund.

11. Intellectual Property

11.1 Where we provide editing or post-production services, Filmed By retains full copyright ownership of any edited work(s) produced. We grant you a non-exclusive, personal, non-commercial licence to use edited footage for personal purposes, including sharing on personal social media profiles and personal websites, provided you credit Filmed By where reasonably possible.

11.2 By booking with us, you grant Filmed By permission to use short clips, screenshots, or still frames from your footage for our website, social media, advertising, and promotional materials. If you do not wish your footage to be used for marketing purposes, you must notify us in writing before your event.

12. Cancellations & Rescheduling

12.1 Our payment is non-refundable unless otherwise stated in this clause.

12.2 UK Statutory Cancellation Right. Where you book as a consumer, you may have a right to cancel within 14 days of booking under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, provided that the service has not commenced (i.e. Equipment has not been dispatched). If Equipment has been dispatched within the 14-day window at your request, this right is lost. To cancel, contact us at filmed.by@outlook.com.

12.3 Cancellations beyond the statutory period:

  • Cancellations 31 or more days before your event date, where Equipment has not been dispatched, may be eligible for a partial or full refund at our discretion.

  • Cancellations fewer than 30 days before your event date are not eligible for a refund.

  • If Equipment has already been dispatched, no refund will be issued regardless of notice given.

12.4 Rescheduling. One complimentary date change is permitted, subject to availability and a minimum of 30 days' notice before the original event date. Additional changes may incur a rescheduling fee. We cannot guarantee equipment availability for rescheduled dates.

12.5 Cancellation by us. If we are unable to fulfil your booking, we will notify you as soon as practicable and issue a full refund of all amounts paid. We will not be liable for any other costs or losses arising from our cancellation.

13. Limitation of Liability

13.1 To the maximum extent permitted by applicable law, our total liability to you in connection with any booking is limited to the total amount you paid for that booking.

13.2 We are not liable for:

  • Indirect, incidental, special, or consequential loss

  • Loss of profits, revenue, or anticipated savings

  • Missed moments, missed footage, or events not captured

  • Data loss or corruption

  • Any loss arising from your use or misuse of the Equipment

13.3 Nothing in this Agreement excludes or limits our liability for:

  • Death or personal injury caused by our negligence

  • Fraud or fraudulent misrepresentation

  • Any liability that cannot be excluded or limited under English law

  • Your statutory rights as a consumer under the Consumer Rights Act 2015

13.4 You agree to indemnify and hold Filmed By harmless against any claims, actions, costs, expenses, or liabilities arising from your use, possession, operation, or failure to return the Equipment.

14. Your Statutory Rights

14.1 As a consumer based in the UK, you have statutory rights under the Consumer Rights Act 2015 and other applicable legislation. This Agreement does not affect those rights. If you have concerns about your statutory rights, you can seek guidance from Citizens Advice (www.citizensadvice.org.uk) or Trading Standards.

15. Age

15.1 You must be at least 18 years of age to enter into this Agreement. By completing a booking, you confirm you are at least 18. You must not permit any person under 18 to take delivery of or return Equipment on your behalf.

16. Force Majeure

16.1 We are not liable for any delay or failure to perform our obligations where this results from events beyond our reasonable control, including natural disasters, pandemic, acts of government or regulatory authorities, postal or courier strikes or failures, or severe weather. We will notify you as soon as practicable and take reasonable steps to minimise the impact.

17. General

17.1 Entire Agreement. This Agreement constitutes the entire agreement between the parties regarding the hire of Equipment and supersedes all prior agreements, representations, and understandings.

17.2 Severability. If any provision of this Agreement is found to be invalid or unenforceable, that provision shall be severed and the remaining provisions shall continue in full force.

17.3 Assignment. You may not assign or transfer your rights or obligations under this Agreement without our prior written consent.

17.4 Amendment. We may update this Agreement from time to time. The version in effect at the date of your booking will apply to your order.

17.5 Waiver. No failure or delay by us in exercising any right shall operate as a waiver of that right.

17.6 Notices. All notices under this Agreement shall be in writing delivered by email to the addresses exchanged at the time of booking.

17.7 Governing Law & Jurisdiction. This Agreement is governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

18. Acceptance

By completing a booking and making payment, you confirm you have read and agree to this Rental Agreement. Where booking is made online, your electronic acceptance is recorded at the time of payment.