RENTAL AGREEMENT

This Agreement is entered into between Captured by Friends ("CBF", "we", "us") and the client identified below ("Client", "you"). By completing a booking with Captured by Friends, you agree to the terms outlined in this Agreement. This Agreement is governed by the laws of the Province of Alberta, Canada.

1. Services

Captured by Friends will provide the following as selected by the Client:

  • Rental of a CBF camcorder, shipped to the Client 2-3 days before their wedding date

  • Return shipping label/instructions for the camcorder

  • Professional editing and curation of all recorded footage

  • Delivery of one (1) final wedding video in digital format, organized raw footage, and one (1) 30 second Instagram Reel.

2. Payment

Full payment of the total package fee is required to confirm and secure your booking.

Bookings are not confirmed until full payment has been received and acknowledged by Captured by Friends.

3. Cancellation & Refund Policy

All CBF bookings are non-refundable and non-cancellable once confirmed. By completing your booking and submitting payment, you acknowledge and agree to this policy.

We understand that unexpected circumstances can arise. Refunds will only be considered in the following exceptional circumstances:

  • CBF is unable to fulfill the booking — in the event that Captured by Friends cannot deliver the camcorder or complete the agreed services due to circumstances on our end, a full refund of all payments made will be issued

  • Equipment arrives non-functional — if the camcorder arrives damaged or non-functional and CBF is unable to provide a working replacement before your event date, a full refund will be issued

  • Billing or payment error — in the event of a duplicate charge or billing error, the incorrect amount will be refunded promptly

Refunds will not be granted for change of mind, change of wedding plans, or any other circumstance not listed above.

All refund requests must be submitted in writing to support@capturedbyfriends.ca with a description of the circumstances. CBF reserves the right to review each request on a case by case basis and make a final determination at our sole discretion.

4. Camcorder Rental Terms

4.1 Shipping to Client

CBF will ship the camcorder to the address provided by the Client 2-3 days prior to the wedding date. The Client is responsible for ensuring their shipping address is accurate and complete at the time of booking. CBF is not responsible for delays caused by the carrier.

4.2 Care and Responsibility

From the time the camcorder is delivered to the Client until it is received back by CBF, the Client assumes full responsibility for the care and safekeeping of the equipment. The Client agrees to handle the camcorder with reasonable care and to protect it from damage, loss, or theft.

4.3 Return of Equipment

The Client must ship the camcorder back to CBF by the last day of the Clients rental period using the provided return shipping label. The camcorder is considered returned on the date it is scanned by the carrier — not the date it arrives at CBF.

Late returns may delay editing and final video delivery. CBF will not be held responsible for extended turnaround times resulting from late returns.

Late Return Fee: Packages shipped after the final day of the rental period will be subject to a late fee of $25.00 CAD per day until the camcorder is scanned as shipped by the carrier. CBF reserves the right to charge the late fee to the payment method on file or invoice the Client directly.

4.4 Damage, Loss, or Theft

The Client acknowledges that the CBF camcorder and accompanying equipment has a predetermined replacement value of $1,800 CAD per camcorder unit.

In the event the camcorder is damaged beyond reasonable use, lost or stolen while in the Client's possession, the Client agrees to pay CBF the fixed liquidated damages amount of $1,800 CAD per unit. Both parties agree that this amount is a genuine pre-estimate of CBF's loss and not a penalty.

In the event the camcorder is not returned by the prescribed return date as outlined in this Agreement, the Client agrees to pay a late fee of $25 CAD per day until the equipment is returned, in addition to any applicable replacement fees should the equipment not be returned within 30 days of the prescribed return date, at which point the full liquidated damages amount of $1,800 CAD becomes immediately payable.

4.5 Footage Ownership

All footage recorded on the CBF camcorder is the property of Captured by Friends for editing purposes. The Client will receive the final edited video as outlined in Section 6.

5. Editing & Video Delivery

Once the camcorder has been received by CBF, editing will commence within a reasonable timeframe. The estimated turnaround time for the final edited video is 4 weeks from the date CBF receives the returned camcorder.

The final video will be delivered to the Client digitally. CBF will notify the Client by email when the video is ready.

CBF will make reasonable efforts to include all significant footage captured. CBF reserves the right to exercise editorial discretion in the curation and editing of the final video.

6. Media Usage & Promotional Rights

6.1 Media + Promotion

By completing a booking with Captured by Friends, the Client automatically grants Captured by Friends a non-exclusive, royalty-free licence to use clips, excerpts, or stills from the final edited video for promotional and marketing purposes, including but not limited to:

CBF will handle all promotional content with care and respect.

6.2 Artistic Release

The Client acknowledges that Captured by Friends is an independent creative brand and that all editing, curation, music selection, pacing, and stylistic decisions related to the final wedding video are made at the sole creative discretion of Captured by Friends.

The Client understands and agrees that:

  • The final edited video reflects the artistic vision and editorial style of Captured by Friends and may not include every moment or clip captured on the camcorder

  • CBF does not guarantee the inclusion of any specific shot, moment, or footage

  • Music selection, colour grading, sequencing and overall style of the final video are determined by CBF and are not subject to revision requests unless a revision package has been explicitly agreed upon in writing prior to the event

  • The final video is delivered as a completed creative work and does not include raw, unedited footage unless otherwise agreed in writing

6.3 Opt-Out Option:

Clients who do not wish their footage to be used for promotional purposes may opt out at any time by emailing support@capturedbyfriends.ca with the subject line "Media Opt-Out - [Your Name]". Upon receipt of the request, CBF will remove any existing promotional content featuring the Client's footage within a reasonable timeframe and will not use their footage in future promotional materials.

7. Limitation of Liability

Captured by Friends is not liable for any loss, damage, or disappointment resulting from footage that is unusable due to technical failure of the equipment, user error, environmental conditions, or circumstances beyond CBF's reasonable control.

CBF's total liability to the Client under this Agreement shall not exceed the total fees paid by the Client for the services booked.

8. Privacy

Captured by Friends collects and stores Client information solely for the purposes of fulfilling this Agreement. Client information will not be sold or shared with third parties. CBF handles all personal information in accordance with applicable Alberta privacy legislation, including PIPA (Personal Information Protection Act).

9. General Terms

  • This Agreement constitutes the entire agreement between the Client and Captured by Friends with respect to the services described herein.

  • If any provision of this Agreement is found to be unenforceable, the remaining provisions will continue in full force and effect.

  • This Agreement is governed by the laws of the Province of Alberta, Canada.