Rental Terms and Conditions

REELDAY – TERMS AND CONDITIONS OF HIRE

These Terms and Conditions apply to all consumer bookings made with ReelDay.

Please read them carefully before placing your order. By completing a booking and accepting these Terms and Conditions, you enter into a contract with ReelDay.

Nothing in these Terms affects your statutory rights under UK consumer law.

1. Definitions

In these Terms:

  • “We”, “Us”, “Our” or “ReelDay” means ReelDay.

  • “You” or “Your” means the person who places the booking and enters into the hire contract with us.

  • “Equipment” means all cameras, memory cards, batteries, chargers, accessories, cases, packaging and other physical items supplied as part of your booking.

  • “Booking” or “Order” means the hire package and any additional services or products confirmed in your booking confirmation.

  • “Rental Period” means the hire period shown in your booking confirmation.

  • “Event” means the wedding or other event for which the Equipment has been hired.

  • “Footage” means video, audio, photographs and other recordings created using the Equipment.

  • “Security Deposit” means any refundable security deposit shown as part of your booking.

2. Who Can Make a Booking

You must:

  • be at least 18 years old;

  • provide accurate contact and delivery information;

  • have authority to use the payment method supplied; and

  • comply with any reasonable identity or address verification requirements we request.

The person placing the booking remains responsible for the Equipment and for compliance with these Terms even where the Equipment is delivered to, received by or used by another person.

3. Booking and Contract Formation

Your booking details, package, Rental Period, price and any additional services will be shown during checkout and/or in your booking confirmation.

A booking is accepted when we confirm it to you following payment or acceptance of an agreed payment arrangement.

We may decline a booking before dispatch where we reasonably consider this necessary because of:

  • suspected fraud;

  • failed identity or address verification;

  • incorrect or incomplete booking information;

  • Equipment availability;

  • safety or misuse concerns; or

  • another substantial reason which prevents us from fulfilling the booking.

If we cancel a booking where you are not at fault and no Equipment or services have been supplied, we will refund amounts paid to us for the cancelled booking, including the Security Deposit.

4. Prices and Payment

The price payable is the price shown when your booking is placed.

Unless otherwise agreed:

  • the hire fee must be paid before Equipment is dispatched;

  • any Security Deposit must be paid before dispatch; and

  • any additional agreed charges become payable in accordance with these Terms.

We will not increase the agreed price after your booking has been confirmed unless you subsequently request a change or additional service and agree to the additional charge.

5. Security Deposit

Where your booking includes a refundable Security Deposit, it is held as security against sums properly due under these Terms.

The Security Deposit is not a limit on your liability for loss or damage.

We may make reasonable deductions from the Security Deposit for:

  • loss of Equipment;

  • damage beyond reasonable wear and tear;

  • missing items;

  • agreed late-return charges;

  • exceptional cleaning required because of misuse; or

  • other amounts properly due under these Terms.

Where we make a deduction, we will provide reasonable information explaining what has been charged.

If the amount properly due exceeds the Security Deposit, we may invoice you for the balance.

Any undisputed balance of the Security Deposit will normally be refunded within 7 working days after all Equipment has been returned and inspected.

6. Identity and Address Verification

Because the Equipment is valuable, we may carry out reasonable checks before dispatch.

We may request:

  • photographic identification;

  • proof of address;

  • confirmation of the delivery address;

  • confirmation of the identity of the person making the booking; or

  • other reasonable information required to verify the booking.

A delivery address may be different from the address associated with the person making payment.

We may contact you where a delivery address, recipient or other booking information changes after the booking has been placed.

Where reasonably necessary to prevent fraud or protect the Equipment, we may refuse to dispatch until verification has been satisfactorily completed.

7. Delivery Address

You must provide the full and accurate address to which you want the Equipment delivered.

The delivery address does not have to be the same as your billing or home address.

You are responsible for checking that:

  • the delivery address is correct;

  • the named recipient is able to receive the parcel; and

  • someone will be available to accept delivery where a signature or attended delivery is required.

You must notify us as soon as possible if you want to change the delivery address.

An address change is not confirmed until we have accepted it.

Once Equipment has been dispatched, we cannot guarantee that a courier will be able to redirect it.

8. Delivery

Equipment will normally be sent using a tracked courier service.

We will make reasonable efforts to dispatch Equipment so that it arrives in accordance with the delivery arrangements stated in your booking.

Delivery dates and times provided by couriers are estimates unless we have expressly agreed otherwise.

We are responsible for arranging delivery to the address you provide.

If a courier delay occurs, we will take reasonable steps to assist you and, where reasonably possible, arrange an alternative solution.

Nothing in these Terms excludes any rights you may have where we fail to provide the contracted service.

9. Failed Delivery

You are responsible for ensuring that delivery can reasonably take place.

Where delivery fails because:

  • nobody is available where attendance is required;

  • an incorrect or incomplete address was supplied;

  • the recipient refuses the parcel; or

  • another circumstance within your reasonable control prevents delivery,

you may be responsible for the reasonable additional costs of redelivery.

Where the failed delivery results from us or our courier, you will not be charged for redelivery.

10. Rental Period and Event Date

Your Rental Period is shown in your booking confirmation.

The Event date entered during checkout must be the actual date of the wedding or event.

For our standard 7-day hire, you should select a hire start date which allows sufficient time for delivery before the Event. For example, for a Saturday wedding we would normally recommend selecting Wednesday or Thursday as the hire start.

The return date shown in your booking determines when the Equipment must be handed to the designated return courier or otherwise returned in accordance with our instructions.

If you believe the dates shown on your confirmation are incorrect, you must contact us as soon as possible.

11. Condition of Equipment

Our Equipment is rental Equipment and may previously have been used by other customers.

It may therefore show minor cosmetic signs of normal use.

Before dispatch we will take reasonable steps to ensure that Equipment is:

  • in working condition;

  • complete;

  • appropriately prepared for hire; and

  • suitable for its intended purpose.

Reasonable cosmetic wear which does not affect operation is not a fault.

12. Checking the Equipment

You should check the Equipment as soon as reasonably possible after delivery.

If anything appears:

  • missing;

  • damaged;

  • incorrect; or

  • not to be working properly,

you should contact us promptly and preferably within 24 hours of delivery so that we have the best opportunity to assist before your Event.

Failure to notify us within 24 hours does not remove any statutory rights you may have.

13. Faulty Equipment

If Equipment develops a fault which is not caused by misuse, accidental damage or failure to follow reasonable instructions, please contact us as soon as possible.

Depending on the circumstances and the time available before your Event, we may:

  • provide troubleshooting assistance;

  • arrange replacement Equipment;

  • offer an appropriate partial refund;

  • offer a full refund where the contracted hire cannot reasonably be provided; or

  • provide another appropriate remedy.

The appropriate remedy will depend on the circumstances and your statutory rights.

Nothing in this section affects your rights under the Consumer Rights Act 2015 or other applicable consumer legislation.

14. Using the Equipment

You must use the Equipment reasonably, safely and for its intended purpose.

You must not:

  • sell, pledge, sub-hire or commercially hire the Equipment to another person;

  • materially alter or modify the Equipment;

  • dismantle or attempt to repair it;

  • deliberately expose it to conditions likely to cause damage;

  • use it unlawfully; or

  • remove or interfere with serial numbers, labels or ownership markings.

You may allow wedding guests, family members and other people attending your Event to operate the cameras.

However, you remain responsible for the Equipment while it is being used by anyone to whom you have given access.

15. Batteries, Memory Cards and Recording

We provide Equipment intended to make filming straightforward, together with reasonable instructions for its use.

However, you are responsible for:

  • switching cameras on and starting recordings;

  • ensuring batteries are adequately charged;

  • following the supplied operating instructions;

  • taking reasonable care not to delete or overwrite recordings;

  • ensuring Equipment is actually used during the Event; and

  • returning memory cards and other recording media supplied with the Equipment.

We cannot guarantee that guests will record particular moments, that every recording will be usable or that the quantity or style of Footage will match your expectations.

Where Equipment is functioning correctly, we are not responsible for missing or unusable Footage caused by matters such as:

  • failure to press record;

  • cameras not being used;

  • incorrect operation;

  • batteries not being charged;

  • accidental deletion;

  • obstruction of the camera or microphone;

  • poor framing or camera movement;

  • excessive background noise;

  • environmental conditions; or

  • other user-controlled circumstances.

This does not affect your rights where Equipment supplied by us is faulty or our service has not been provided with reasonable care and skill.

16. Responsibility for the Equipment

You must take reasonable care of the Equipment throughout the Rental Period.

Subject to your statutory rights and the provisions concerning courier transit below, you are responsible for loss of or damage to the Equipment while it is in your possession or the possession of someone to whom you have entrusted it.

This includes Equipment used by wedding guests or other people attending your Event.

You are not responsible for:

  • reasonable wear and tear arising from proper use;

  • pre-existing faults or damage;

  • faults resulting from ordinary use where you have taken reasonable care; or

  • loss or damage caused solely by us or a courier for whom we bear responsibility.

17. Loss, Theft and Damage

You must notify us as soon as reasonably possible if Equipment is:

  • lost;

  • stolen;

  • substantially damaged; or

  • otherwise unlikely to be returned in its supplied condition.

Where Equipment is stolen, we may reasonably ask you to report the theft to the police and provide the crime reference number.

Where loss or damage results from your failure to take reasonable care of the Equipment, we may seek the reasonable cost of:

  • repair;

  • replacement;

  • replacement of missing accessories;

  • necessary specialist cleaning; and

  • reasonable associated costs directly arising from the loss or damage.

We will take account of the age, condition and value of Equipment when assessing an appropriate amount.

We will not charge you more than our reasonable loss.

18. Accidental Damage and Reasonable Wear

You will not be charged for reasonable wear and tear resulting from normal and responsible use.

Examples may include minor superficial marks which do not affect the Equipment’s operation or value materially.

Damage caused by misuse, negligence, liquid ingress, impacts, crushing, unauthorised repair, deliberate acts or failure to take reasonable precautions may be chargeable.

19. Missing Items

All Equipment and accessories supplied as part of the booking must be returned.

This includes, where applicable:

  • cameras;

  • batteries;

  • chargers;

  • memory cards;

  • microphones;

  • cables;

  • mounts;

  • cases; and

  • other accessories listed or supplied with your package.

If an item is missing, we will contact you where practical and provide a reasonable opportunity for it to be returned.

If it cannot be returned, we may charge its reasonable replacement cost.

20. Returning the Equipment

You must return the Equipment in accordance with the return instructions supplied with your booking.

Unless we agree otherwise, you must:

  • use the supplied or specified protective packaging;

  • pack the Equipment securely;

  • use the return service or label we provide or specify; and

  • hand the parcel to the designated courier by the return deadline.

You should retain proof that the parcel has been handed to the courier.

If you use our supplied return label and hand the correctly packaged parcel to our designated courier in accordance with our instructions, responsibility for loss during the courier’s subsequent transit will normally pass back to us.

If you choose to use an alternative return method without our agreement, you remain responsible for the Equipment until we receive it.

21. Return Packaging

Where practical, Equipment should be returned using the packaging in which it was supplied.

If the original packaging cannot reasonably be reused, you must use packaging which provides equivalent protection.

You are responsible for damage caused by obviously inadequate packaging where you have not followed our reasonable packing instructions.

22. Late Returns

Equipment must be handed to the designated return carrier by the return deadline stated in your booking or agreed with us.

Please contact us immediately if you believe the Equipment will be returned late.

Late returns can prevent us from fulfilling another customer’s booking.

Where Equipment is returned late without prior agreement, we may charge 15% of the original hire charge for each day or part-day of delay, but only to the extent that this represents a reasonable amount having regard to the additional hire period, our costs and any loss directly caused by the late return.

We will not seek compensation twice for the same loss.

No late-return charge will apply where the delay is caused solely by our designated courier after you have handed the Equipment to that courier on time in accordance with our return instructions.

23. Equipment Not Returned

If Equipment has not been returned after the Rental Period and you have not agreed an extension with us, we will attempt to contact you.

If Equipment remains unreturned for a reasonable period and there is no reasonable explanation or agreed return arrangement, we may treat it as lost.

We may then seek:

  • the reasonable replacement value of the unreturned Equipment;

  • reasonable late-hire charges up to that point; and

  • reasonable direct costs incurred in recovering or replacing the Equipment.

Any amount claimed will reflect our actual reasonable loss and will not be designed to penalise you.

Payment of replacement costs does not transfer ownership of Equipment to you unless we expressly agree otherwise.

24. Charges After the Booking

Where an amount becomes properly payable under these Terms, we may:

  • deduct it from the Security Deposit;

  • issue an invoice; or

  • where you have separately and validly authorised us or our payment provider to do so, charge the payment method held in connection with the booking.

We will not make an additional card charge merely because these Terms state that money is due where applicable payment rules require separate authorisation.

Where reasonably practicable, we will explain the reason and amount before or when making a deduction or charge.

Invoices are payable within 14 days unless otherwise stated.

25. Video Editing

Where your package includes editing, we will use the returned Footage to create the deliverables described in your selected package.

Editing is a creative service.

Unless expressly agreed otherwise, we retain reasonable creative discretion over matters including:

  • shot selection;

  • sequencing;

  • pacing;

  • music selection;

  • colour treatment;

  • audio treatment; and

  • overall editing style.

Any examples, portfolio films or sample edits shown before booking demonstrate the general nature of our work but do not guarantee that your film will look identical.

Every wedding and collection of Footage is different.

26. Editing Requests and Preferences

We will take reasonable account of preferences or information you provide about the style and content you would like.

However, the final edit necessarily depends on the Footage actually recorded and returned to us.

We cannot include moments, people, speeches or events which were not recorded adequately.

Creative dissatisfaction alone does not mean that our service is defective where it has otherwise been provided with reasonable care and skill and in accordance with the agreed package.

Nothing in this section restricts your statutory rights where our editing service has not been provided with reasonable care and skill.

27. Editing Timescale

Where editing is included, we currently aim to deliver the finished film within 12 weeks after receiving the returned Equipment and Footage.

Unless we expressly state otherwise, this is an estimated rather than guaranteed completion date.

Timescales may vary because of seasonal workload, the quantity of Footage, technical issues or other circumstances.

We will make reasonable efforts to complete your film within the stated estimate and will inform you of any significant delay.

Any statutory right you may have in relation to unreasonable delay remains unaffected.

28. Raw Footage

Where your package includes delivery of raw Footage, we will provide it in the manner described in your package.

Raw recordings may contain:

  • incomplete clips;

  • accidental recordings;

  • camera movement;

  • poor audio;

  • duplicate material;

  • personal conversations;

  • footage which is unsuitable for inclusion in the final edit; and

  • other material resulting naturally from guest-operated cameras.

We do not guarantee the creative or technical quality of individual raw recordings where the Equipment itself functioned correctly.

29. Storage and Backup of Footage

We will take reasonable care of Footage while it is in our possession.

Once your final deliverables and any included raw Footage have been supplied, you should download and securely back them up.

We are not obliged to retain Footage indefinitely.

Our current retention arrangements, where applicable, will be described in our Privacy Policy or communications provided with your finished film.

We recommend keeping more than one copy of important files.

30. Copyright and Personal Use

Nothing in these Terms transfers ownership of your personal recordings to us merely because they were captured using our Equipment.

Where we create an edited film, copyright and other intellectual property rights in our original editing work, graphics, templates and other creative elements remain with us unless otherwise agreed.

Once all sums due under the booking have been paid, we grant you a permanent, non-exclusive licence to use and share your completed wedding film for your own personal and non-commercial purposes.

This includes sharing it with friends and family and posting it on your personal social-media accounts.

Nothing in this section is intended to give us ownership of third-party music, recordings or other material where rights belong to somebody else.

31. Use of Footage by ReelDay

We will not rely solely on acceptance of these hire Terms as permission to publish identifiable wedding Footage for advertising or promotional purposes where separate consent is appropriate.

Where we wish to use your Footage publicly for:

  • our website;

  • social media;

  • advertising;

  • promotional films; or

  • other marketing,

we may seek appropriate permission separately.

You may decline promotional use without affecting the fulfilment of your booking.

We may process Footage where reasonably necessary to provide the editing and fulfilment services you have purchased and for legitimate operational purposes permitted by applicable data-protection law.

Further information is provided in our Privacy Policy.

32. Privacy and Personal Data

We process personal information in accordance with applicable UK data-protection law and our Privacy Policy.

Information may be processed where necessary for purposes including:

  • taking and administering bookings;

  • processing payments;

  • delivering and recovering Equipment;

  • communicating with you;

  • preventing fraud;

  • providing editing services;

  • dealing with disputes or claims; and

  • complying with legal obligations.

Our Privacy Policy explains in more detail what information we process, why we process it, how long we retain it and the rights available to you.

Privacy Policy: [INSERT LINK]

33. Cancellation by You

If you wish to cancel your booking, you must notify us in writing, including by email.

Subject to any statutory cancellation rights which apply, our standard cancellation policy is:

  • More than 7 days before the Rental Period begins: refund of the hire price paid.

  • 3–7 days before the Rental Period begins: we may retain up to 50% of the hire price.

  • Less than 3 days before the Rental Period begins or after Equipment has been dispatched: we may retain up to 100% of the hire price.

The Security Deposit will be refunded in full where Equipment has not been dispatched.

These percentages are maximum cancellation charges rather than automatic penalties.

The amount we retain will not exceed the reasonable losses directly arising from your cancellation, taking into account:

  • costs we have already incurred;

  • work already undertaken;

  • the proximity of the booking;

  • our ability to re-hire the Equipment or otherwise mitigate our loss; and

  • any costs we save because the booking does not proceed.

If our actual reasonable loss is lower than the applicable maximum cancellation charge, we will retain only the lower amount.

Nothing in this section limits any statutory cancellation right which applies to your booking.

34. Statutory Cancellation Rights for Online Bookings

Consumer cancellation rights depend upon the nature and timing of the contract.

Certain contracts involving leisure activities or hire arrangements for a specified date or period may be exempt from the standard statutory 14-day cancellation period.

Where you have a statutory right to cancel, these Terms do not remove or restrict that right.

Where applicable, we will provide any cancellation information required by law.

Our contractual cancellation policy in section 33 applies in addition to, and does not replace, statutory rights.

35. Changing Your Booking

If you want to change:

  • the Rental Period;

  • Event date;

  • package;

  • delivery address; or

  • another significant part of your booking,

please contact us as soon as possible.

We will make reasonable efforts to accommodate changes but cannot guarantee availability.

Any additional price or reduction in price resulting from an agreed change will be confirmed before the change is made.

A requested date change which cannot be accommodated may be treated as a cancellation under section 33.

36. Cancellation by Us

We may cancel a booking where we have a genuine and substantial reason to do so, including:

  • suspected fraud;

  • failure to complete reasonable verification;

  • a serious breach of these Terms;

  • Equipment becoming unexpectedly unavailable despite reasonable precautions;

  • events outside our reasonable control which make performance impossible; or

  • circumstances in which providing the hire would be unlawful.

Where we cancel for reasons which are not caused by your breach of these Terms, we will refund amounts you have paid for services we are unable to provide.

Where appropriate and reasonably possible, we may also offer alternative Equipment or dates, but you do not have to accept them.

37. Events Outside Our Reasonable Control

We are not responsible for failing or being delayed in performing an obligation where this is caused by an event genuinely outside our reasonable control.

Examples may include:

  • severe weather;

  • widespread transport disruption;

  • courier network disruption;

  • fire or flood;

  • acts of government;

  • major infrastructure failure;

  • industrial action not involving our own staff; or

  • other comparable events.

We will take reasonable steps to minimise the effect of such circumstances.

This clause does not remove any refund or other statutory rights you have where the contract cannot be performed.

38. Our Responsibility to You

We will provide our services with reasonable care and skill and supply Equipment in accordance with your statutory rights.

We do not exclude or limit liability where doing so would be unlawful.

In particular, nothing in these Terms excludes or limits liability for:

  • death or personal injury caused by our negligence;

  • fraud or fraudulent misrepresentation;

  • rights which cannot legally be excluded under the Consumer Rights Act 2015; or

  • any other liability which cannot lawfully be excluded.

Subject to those rights, we are not responsible for losses which were not reasonably foreseeable when the contract was entered into or which result from circumstances for which we are not legally responsible.

Because you are entering into the contract as a consumer, we are not responsible for business losses such as loss of profit, revenue, business opportunity or commercial interruption.

39. Loss of Wedding Footage

We recognise that wedding recordings may have significant personal value.

We take reasonable care when handling Equipment and Footage.

However, where we have exercised reasonable care and skill, we cannot guarantee against every form of data corruption, media failure or accidental loss.

Nothing in these Terms excludes liability where loss results from our failure to exercise reasonable care and skill or where liability cannot legally be excluded.

Where a loss occurs, the remedies available will depend on the circumstances and your statutory rights.

40. Your Responsibility for Other People’s Use

The Equipment may be used by guests and other people at your Event.

You are responsible for ensuring, so far as reasonably practicable, that anyone you permit to use the Equipment:

  • handles it responsibly;

  • follows basic instructions provided with it; and

  • returns it to you after use.

Your responsibility for the Equipment is not avoided because damage or loss was caused by a guest or another person to whom you gave access.

41. Complaints

If you are unhappy with any aspect of your booking, please contact us as soon as possible so that we have an opportunity to investigate and resolve the matter.

Contact:

Email: hello@reelday.co.uk

We will deal with complaints fairly and within a reasonable time.

42. Changes to These Terms

The Terms applying to your booking are those made available to you when the contract is entered into.

We may update our Terms for future bookings.

Changes published after your booking will not retrospectively alter your existing contract unless:

  • the change is required by law; or

  • you expressly agree to it.

43. Entire Agreement

Your booking confirmation, these Terms and any other terms or specifications expressly incorporated into the booking form the agreement between us.

Nothing in this section excludes liability for fraudulent representations or affects statutory consumer rights.

44. Severability

If a court or other competent authority determines that part of these Terms is unlawful or unenforceable, that provision will be treated as modified or removed only to the extent necessary.

The remaining provisions will continue to apply.

45. No Waiver

If either party does not immediately enforce a right under these Terms, that does not mean that right has been waived.

46. Third-Party Rights

Unless expressly stated otherwise, a person who is not a party to the contract has no right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

47. Governing Law and Jurisdiction

These Terms and your contract with ReelDay are governed by the laws of England and Wales.

If you live in another part of the United Kingdom, you will retain any mandatory consumer rights and rights concerning where proceedings may be brought which apply to you.

Nothing in this clause deprives you of protections which the law gives you as a consumer.

48. Consumer Rights

Nothing in these Terms affects your statutory rights.

The Consumer Rights Act 2015 and other applicable consumer legislation provide protections concerning hired goods and services, including requirements relating to satisfactory quality, description, fitness for purpose and services being performed with reasonable care and skill.

Where these Terms conflict with a mandatory consumer right, the statutory right will apply.