In these Terms & Conditions, the following terms have the meanings set out below:
To rent Equipment from PhotoVideo Gears, you must:
PhotoVideo Gears reserves the right to refuse any booking at its sole discretion, including where we are unable to verify your identity or where previous rental history gives cause for concern. A booking is not confirmed until you receive a written Booking Confirmation from us.
The Rental Period is set out in your Booking Confirmation. Equipment must be returned by the agreed return date and time. Our available rental periods are:
Extensions to the Rental Period must be agreed in writing before the original return time. PhotoVideo Gears cannot guarantee availability for extensions and these are subject to existing bookings. Unauthorised extensions will be charged at the applicable daily rate plus a 25% surcharge per additional day.
All prices are as stated on our website (photovideogears.com) or in your Booking Confirmation. Prices are quoted in pounds sterling (GBP) and are inclusive of VAT where applicable.
Payment of the full rental fee is required at the time of booking or upon collection, as agreed. We accept major credit and debit cards. We do not accept cash payments.
Prior to collecting Equipment, PhotoVideo Gears will place an authorisation hold on your credit or debit card equal to the full Replacement Value of the Equipment rented. This hold is not a charge — it temporarily reduces your available credit but no funds are taken unless damage, loss, or other liability arises under these Terms.
The authorisation hold will be released within 3–5 business days of the Equipment being returned and inspected, provided no damage, loss, or outstanding charges are identified. Release timescales depend on your card issuer.
Where damage or loss is identified, Apex Rental may convert part or all of the hold into a charge or raise a separate invoice. We will provide a written assessment before processing any such charge.
All Equipment is inspected, tested, cleaned, and calibrated before each rental shipment. After collection you are encouraged to inspect all Equipment and raise any concerns before accepting it.
By accepting the Equipment, you confirm that it has been received in the condition described and that you are satisfied with its working order. Pre-existing damage noted on the condition report will not be charged to you upon return.
Upon return, Equipment will be inspected by an PhotoVideo Gears technician and our inspection findings will be communicated to you in writing within 24 hours of the next business day.
During the Rental Period, you are solely responsible for the Equipment and agree to:
You are financially liable for any damage to, loss of, or theft of Equipment during the Rental Period, from the moment of collection until the moment of confirmed return.
In the event of theft, you must provide Apex Rental with a police crime reference number within 24 hours of the theft being reported. Failure to report the theft to the police will not reduce your liability and may result in the security deposit being retained.
PhotoVideo Gears' damage and loss assessments are final unless disputed in writing within 7 days of notification.
PhotoVideo Gears strongly recommends that all Clients hold appropriate equipment insurance covering the full Replacement Value of rented Equipment for the duration of the Rental Period. Many production, photography, and media insurance policies include hired-in equipment coverage.
Where a Client provides a valid Certificate of Insurance prior to collection, Photo Video Gears may, at its discretion, waive or reduce the card authorisation hold requirement. The Client remains liable for any excess or shortfall not covered by their insurer.
PhotoVideo Gears does not provide equipment insurance on behalf of Clients. Our security deposit is not an insurance product.
Our cancellation policy is as follows:
Cancellations must be made in writing to support@photovideogears.com. The cancellation is effective from the time the written notice is received by PhotoVideo Gears.
PhotoVideo Gears reserves the right to cancel a booking at any time due to equipment failure, unforeseen circumstances, or where these Terms have not been complied with. In such cases, a full refund of the rental fee will be issued. PhotoVideo Gears will not be liable for any consequential losses arising from such cancellation.
Equipment must be returned by the agreed return time stated in your Booking Confirmation. Late returns affect subsequent bookings and the availability of Equipment for other Clients.
If you anticipate a late return, please contact us as early as possible. We will do our best to accommodate extensions subject to availability.
To the fullest extent permitted by law:
You agree to indemnify and hold harmless PhotoVideo Gears, its directors, employees, and agents from and against any claims, damages, losses, costs, or expenses (including reasonable legal fees) arising from your use of the Equipment, your breach of these Terms, or any third-party claim arising from your rental.
Equipment is provided "as inspected." PhotoVideo Gears makes no warranty as to the fitness of the Equipment for any particular purpose beyond its intended general use, and strongly recommends testing Equipment before the production date.
Unless other states in separate agreement, the Equipment remains at all times the sole and exclusive property of PhotoVideo Gears Ltd.
The Client has no rights or claims to the Equipment.
PhotoVideo Gears makes no claims to images, video, or sound recordings made by the Client while using the Equipment.
All content on the PhotoVideo Gears website (photovideogears.com), including text, images, equipment listings, pricing, and design, is the intellectual property of PhotoVideo Gears or its licensors and is protected by UK and international copyright law.
You may not reproduce, distribute, or use any content from our website without prior written consent. Nothing in these Terms grants you any licence to use our intellectual property.
PhotoVideo Gears makes no claim over any content — photographs, video, or otherwise — that you produce using rented Equipment. All intellectual property rights in your creative output remain with you or your client as applicable.
These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
PhotoVideo Gears reserves the right to amend these Terms at any time. The version of the Terms in force at the time of your Booking Confirmation shall apply to your rental. Updated Terms will be published on our website with a revised effective date.
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
For any questions about these Terms, or to raise a dispute or complaint, please contact us in the first instance:
We aim to resolve all complaints within 14 working days. If a dispute cannot be resolved directly, you may seek alternative dispute resolution through a certified UK ADR scheme or pursue the matter through the courts of England and Wales.