Terms & Conditions
Definitions: In these Terms and Conditions, “HR Rent” means the equipment rental business identified in the Legal Information section below. “Hirer” means the individual or organisation named on the quotation or booking confirmation. “Equipment” means all equipment and accessories listed in the quotation, booking confirmation or collection record. “Hire Period” means the collection or delivery and return period stated in the booking confirmation.
Acceptance and Booking Confirmation: A hire agreement is formed when the hirer accepts the quotation and these Terms and Conditions, payment has been received or alternative payment terms agreed, and HR Rent issues written booking confirmation. Anyone accepting on behalf of an organisation confirms that they have authority to do so.
Equipment Condition: HR Rent carries out reasonable checks before each hire and will supply the equipment in working order unless otherwise stated. Vintage or previously used equipment may show cosmetic wear consistent with its age and normal use. Cosmetic wear that does not affect operation is not considered a defect. The hirer is not responsible for fair wear and tear arising from normal and careful use.
Equipment Condition Records: HR Rent may photograph or video-record the equipment and accessories before release and following return. These records may be used to document their identity, contents, condition and operation, and to investigate any loss, missing item, damage or dispute.
Hire Period: A 1-day hire is intended for an evening-to-evening period, unless otherwise stated in the quotation or agreed in writing.
Late Return: The equipment must be returned by the date and time stated in the booking confirmation. Unless an extension is agreed in writing, each calendar day or part day after the agreed return time may be charged at the applicable 1-day hire rate. The hirer may also be responsible for reasonable and evidenced costs resulting from the late return. HR Rent will take reasonable steps to minimise these costs and will not recover the same loss twice.
Cancellation by the Hirer: The hirer may cancel a booking by notifying HR Rent in writing. Cancellation takes effect when the notice is received and charges are calculated from the confirmed start of the Hire Period:
More than 72 hours before the Hire Period: full refund of the hire fee.
Between 72 and 24 hours before the Hire Period: 50% of the hire fee is payable.
Less than 24 hours before the Hire Period: 100% of the hire fee is payable.
Delivery, courier or other third-party costs already incurred or which cannot reasonably be cancelled may remain payable. If HR Rent rehires the equipment for the same period, it may reduce the cancellation charge to reflect the revenue recovered, less reasonable costs. Any refund due will normally be processed within 14 days.
Collection, Delivery and Return: Collection and return will normally take place at HR Rent’s designated address in N1, Highbury & Islington, at the times stated in the booking confirmation. Delivery or courier services may be available for an additional charge. Equipment must be collected and returned personally by the hirer unless otherwise agreed in writing. HR Rent may require identification and refuse to release equipment to an unauthorised person. Where a third-party courier is arranged at the hirer’s request, the hirer remains responsible for the equipment during transit.
Loss, Theft or Damage: The hirer is responsible for loss, theft or damage occurring while the equipment is under their control, except for fair wear and tear, an inherent defect, or loss or damage caused by HR Rent’s negligence. Any loss, theft or material damage must be reported to HR Rent as soon as reasonably possible. Theft or suspected criminal activity must also be reported promptly to the police, and the hirer must provide the crime reference number and reasonably cooperate with HR Rent, the police and any relevant insurer. No inspection, repair or replacement may be arranged without HR Rent’s written approval.
Repair, Replacement and Loss-of-Hire Costs: The hirer is responsible for the reasonable costs of inspecting, cleaning, repairing, testing and transporting damaged equipment. If equipment is lost, stolen, not returned or damaged beyond economic repair, the hirer is responsible for its reasonable replacement value or the cost of obtaining a comparable replacement. The hirer may request the total replacement value in writing at any time before or during the Hire Period. The hirer may also be responsible for reasonable and evidenced loss of hire while the equipment is unavailable. HR Rent will take reasonable steps to minimise its losses and will not recover the same loss twice.
Equipment Inspection: The hirer must inspect the equipment at collection or promptly after delivery to confirm that the correct equipment and accessories have been supplied and identify any visible damage or apparent defect. Any issue must be reported to HR Rent as soon as reasonably possible. This does not affect the hirer’s rights regarding defects that could not reasonably have been identified at collection or delivery.
Availability: HR Rent will make reasonable efforts to provide all confirmed equipment at the start of the Hire Period. Equipment may occasionally become unavailable due to breakdown, damage, late return or circumstances beyond HR Rent’s reasonable control. HR Rent may offer suitable replacement equipment with the hirer’s agreement. If no suitable replacement is available, HR Rent will refund or credit the hire charge for the unavailable equipment.
Defective Equipment: The hirer must stop using equipment that appears unsafe or where continued use may cause further damage and notify HR Rent as soon as reasonably possible. Equipment must not be modified, dismantled or repaired without HR Rent’s written approval. Where a defect was not caused by the hirer, HR Rent will, where reasonably possible, repair or replace the affected equipment. If this is not possible, HR Rent will refund or credit the applicable hire charge.
HR Rent’s Liability: HR Rent will not be liable for indirect or consequential loss arising from equipment failure, delay or unavailability, including loss of production, opportunity, revenue, profit or data. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded. Nothing in these Terms affects a consumer’s statutory rights.
Right to Refuse Hire: HR Rent may refuse, cancel or terminate a hire where it reasonably believes that the equipment may be at risk; information provided is inaccurate, incomplete or misleading; required payment, identification, verification or insurance has not been provided; the hirer has breached these Terms; or continued use would be unlawful or unsafe.
Insurance: Where required, the hirer must provide evidence of valid insurance covering the full replacement value of the equipment against accidental damage, loss and theft for the entire period it is under the hirer’s responsibility, including relevant transit. The insurance must cover the intended use and location. Any excess, excluded loss or rejected claim remains the hirer’s responsibility. HR Rent’s acceptance of insurance documents does not guarantee that a claim will be paid. Failure to maintain adequate insurance does not reduce the hirer’s liability.
Digital Data, Memory Cards and Exposed Film: The hirer is responsible for backing up and removing all digital files, personal memory cards and exposed photographic film before returning the equipment, unless otherwise agreed. HR Rent accepts no responsibility for their loss, corruption, recovery or storage. Data or film left in returned equipment may be removed, deleted or disposed of without notice. Memory cards supplied by HR Rent must be returned.
Legal Information: HR Rent is the trading name of Enrico Rossi, a sole trader operating in England and Wales. Business correspondence and legal notices may be sent to: hello@hr-rent.com.
Effective date: 13 August 2026
Terms and Conditions version: 3.2