Equipment Rental Terms & Conditions

1. Scope and acceptance of the terms

These Terms & Conditions apply to every rental of transmitters, receivers, microphones, earpieces, charging cases, transport bags and other related equipment supplied by the Supplier.

Final confirmation of the rental requires acceptance of the relevant quote and these terms. Any specific terms stated in a quote or booking confirmation take precedence for that rental, provided both parties have agreed to them in writing.

2. Charges, invoicing and payment

Types of rental

Charges are determined by the agreed quote, the number and type of devices, and the duration of use.

• Single tour: covers one-off or one-day use of the equipment.
• Multi-day excursion: covers use over more than one day, charged per day of use until the equipment is returned, in accordance with the agreed quote.

Invoicing

Invoices are normally issued on the next working day after the agreed use has ended, unless the quote or rental confirmation states otherwise.

Payment

The Customer must pay the invoiced amount by bank transfer within fifteen (15) days of the invoice date. The Customer is responsible for all bank charges.

3. Responsibility, loss or damage to equipment

Responsibility during the rental

From handover until return, the Customer is responsible for the safekeeping and proper use of the equipment by their staff, associates and group participants.

In the event of loss, theft or damage beyond normal wear and tear from proper use, the Customer must reimburse the Supplier for the cost of repair or replacement.

Replacement costs

The above charges apply to loss or damage that requires replacement of the item concerned. Where repair is possible, the final charge may be limited to the actual cost of repair.

Inspection and settlement

After return, the quantity and condition of the equipment are checked. Any missing items or damage are reported to the Customer. The relevant charges are finalised in consultation with the Customer and invoiced with the rental or separately.

Returning the equipment

The Customer must collect and return all equipment received, together with its accessories and transport packaging, in the condition in which it was supplied, allowing for normal wear and tear from proper use.

4. Cancellation policy

Cancelling a confirmed booking

If a confirmed booking is cancelled within the period specified in the quote or confirmation as “last-minute cancellation”, and there is no serious, documented reason or force majeure event, the Supplier reserves the right to charge 75% of the total agreed rental value.

Force majeure

No cancellation charge applies where cancellation results from a force majeure event that makes the service objectively impossible to provide, such as extreme weather, strikes, fires, earthquakes, terrorist acts or emergency government decisions.

The party invoking a force majeure event must inform the other party as soon as possible.

5. Booking, delivery and collection procedure

Notice periods

The Customer must confirm their final requirements in writing — number of devices, allocation per guide or speaker, and delivery and collection location and time — at least:

• 24 hours in advance for use within Crete.
• 72 hours in advance for use outside Crete.

Changes after these deadlines can be accommodated subject to equipment availability and operational feasibility.

Delivery time

Delivery is scheduled so that the equipment reaches the agreed meeting point no later than ten (10) minutes before the scheduled departure time, unless otherwise agreed or an event outside the Supplier’s reasonable control occurs.

Transport costs

Delivery and collection within the city limits of Heraklion incur no transport charges. For delivery or collection outside these limits, the Customer bears the transport costs communicated before confirmation of the rental.

6. Use, hygiene and safety rules

Equipment condition

Equipment is supplied fully operational, charged and cleaned in accordance with the Supplier’s preparation procedure before each new rental.

Use by different people

For hygiene reasons, the same equipment must not be reused by a different person until the prescribed cleaning and disinfection procedure has been completed. For multi-day use, we recommend keeping each device with the same user wherever possible.

Multi-day excursions

Where required, the Supplier provides the necessary charging equipment.
The Customer is responsible for correctly recharging, storing and organising the devices between days of use, in accordance with the instructions provided.

Proper use

End users and the Customer’s staff must use and store the equipment in accordance with the operating instructions and avoid use that may cause damage, loss or malfunction.

7. Confidentiality and personal data protection

Confidentiality

Commercial, financial and personal information disclosed during the cooperation is used only to provide the agreed service and is treated with the required confidentiality.

Personal data

The Supplier processes only the personal data necessary for communication, handling the enquiry, carrying out the rental, invoicing and fulfilling any legal obligations.

Personal data of travellers or participants is not normally required. The Customer must not disclose health data or other special categories of personal data unless this is strictly necessary for a specific purpose and there is an appropriate lawful basis for processing it.

Personal data is retained only for as long as necessary for the purpose for which it was collected or as required by applicable law, and is then deleted or anonymised where possible.

Further information about personal data processing is provided in our Privacy Policy.

8. Applicable law and dispute resolution

These terms are governed by Greek law. The parties shall make every reasonable effort to resolve amicably any dispute arising from the interpretation or performance of the rental.

If an amicable resolution cannot be reached, the courts at the Supplier’s registered office have jurisdiction, unless a mandatory legal provision states otherwise.

9. Final provisions

Any specific agreement, deviation or additional term is valid only if agreed in writing. If any of these terms is found to be invalid or unenforceable, the remaining terms continue to apply.

For each rental, the accepted quote, written confirmation and these terms together form the agreement between the Supplier and the Customer.