Forever on Record – Rental Policy & Customer Agreement

By placing an order, completing a booking, submitting payment, or using any services provided by Forever on Record (“Company”), the customer (“Client”) acknowledges, understands, and agrees to the following Rental Policy & Customer Agreement (“Agreement”).

1. SHIPPING & DELIVERY

1.1 Outbound Shipping

For shipped rentals, Forever on Record will ship the audio guestbook phone and included materials approximately ten (10) days prior to the Client’s event date, unless otherwise agreed in writing.

1.2 Delivery Expectation

Shipments are expected to arrive no later than twenty-four (24) hours prior to the scheduled event date. Delivery timelines are dependent on third-party carriers and are not guaranteed.

1.3 Carrier Delays

Forever on Record is not responsible for delays caused by shipping carriers, weather events, incorrect shipping information provided by the Client, or circumstances beyond reasonable control. Early shipping is intended to mitigate, but does not eliminate, such risks.

2. AUTHORIZED USE & CARE OF EQUIPMENT

2.1 Authorized Use

Rental equipment is authorized solely for use at the event date(s) specified at the time of booking. Equipment may not be used for additional events, demonstrations, promotional purposes, or personal use without written authorization.

2.2 Proper Use Required

Client agrees to follow all provided instructions and to use reasonable care when handling equipment. Equipment must be kept indoors and protected from liquids, extreme temperatures, tampering, physical damage, and misuse.

3. RETURN POLICY

3.1 Return Deadline

All rental equipment must be shipped back to Forever on Record within two (2) business days following the event date, using the provided return label unless otherwise instructed.

3.2 Late Returns

Failure to return equipment within the required timeframe may result in late fees, replacement charges, or loss of eligibility for future rentals.

3.3 Proof of Shipment

Client is responsible for ensuring the return shipment is properly scanned by the carrier. Failure to provide proof of shipment may result in Client being held responsible for missing equipment.

4. INVENTORY REQUIREMENTS & REPLACEMENT COSTS

4.1 Complete Return Required

Client must return all items included in the rental package, including but not limited to:

• Audio guestbook phone(s)

• SD cards

• Chargers, cables, signage, packaging, and accessories

4.2 Missing or Damaged Items

Client agrees to pay the full replacement cost for any item that is lost, missing, stolen, or returned damaged beyond normal wear. Replacement costs are determined by Forever on Record based on current replacement value.

5. DAMAGE PROTECTION & INSURANCE OPTION

5.1 Optional Damage Protection

Forever on Record may offer optional damage protection coverage at checkout. Coverage terms will be disclosed at the time of purchase.

5.2 Declining Coverage

If Client declines damage protection, Client assumes full financial responsibility for all damage, loss, or theft of rental equipment.

5.3 Coverage Exclusions

Damage protection does not cover:

• Loss or theft

• Intentional damage

• Gross negligence

• Failure to return equipment

6. PAYMENT AUTHORIZATION

By booking, Client authorizes Forever on Record to charge the payment method on file for:

• Replacement costs

• Missing items

• Uncovered damages

• Late returns

Client agrees not to dispute such charges when assessed in accordance with this Agreement.

7. MESSAGE PROCESSING, DATA HANDLING & REFUNDS

7.1 Message Processing

Forever on Record will extract, process, enhance, and deliver recorded messages following the event.

7.2 Long-Term Archiving

Messages are archived for long-term preservation using secure internal systems and backups. While reasonable safeguards are maintained, no storage system is infallible.

7.3 Message Retrieval

If a Client loses their delivered copy, Forever on Record may assist with retrieval upon verification of:

• Name of the person who booked the rental

• Event type

• Event date

7.4 Improper Use & Data Loss Disclaimer

Forever on Record is not responsible for lost, incomplete, or corrupted recordings resulting from improper use of equipment, including but not limited to:

• Failure to follow instructions

• Powering off or unplugging the device during use

• Exposure to liquids, extreme temperatures, or impact

• Removal or tampering with SD cards or accessories

• Use outside the authorized event parameters

Proper use of the equipment is required to ensure successful message capture.

7.5 Equipment Faults & Refund Eligibility

If Forever on Record determines, in its sole discretion, that equipment was faulty prior to the event or became non-functional during the event due to no fault of the Client, Forever on Record may offer a partial or full refund.

Refunds are evaluated case by case and are not guaranteed. No refund will be issued for issues caused by improper use, environmental conditions, or circumstances beyond the Company’s reasonable control.

8. CONTENT RIGHTS, PRIVACY & DATA PROTECTION

8.1 Ownership & Client Access

All recordings remain the intellectual property of Forever on Record, subject to the Client’s perpetual, personal, non-commercial right to access and enjoy their recordings.

8.2 Limited Promotional License

Client grants Forever on Record a perpetual, royalty-free, worldwide license to use recordings for marketing, promotional, educational, or advertising purposes.

8.3 Anonymity & Ethical Use

Any promotional use of recordings shall be:

• Anonymous

• Fully de-identified

• Free of names, event details, or personal identifiers

Forever on Record will not associate recordings with a specific individual or event without explicit written consent.

8.4 No Sale or Commercial Exploitation

Forever on Record will never sell, license, rent, trade, or commercially exploit Client recordings or personal information. Recordings will not be used for third-party resale or external AI datasets.

8.5 Protection of Personal Information

Forever on Record does not sell, rent, or trade Client personal information. Client data is used solely for service fulfillment, support, message delivery, retrieval, and internal operations.

8.6 Opt-Out of Promotional Use

Clients may opt out of promotional use of recordings by submitting a written request prior to or within fourteen (14) days after the event date.

8.7 No Compensation

No compensation or royalties are owed for permitted promotional use.

9. LIMITATION OF LIABILITY

To the fullest extent permitted by law, Forever on Record shall not be liable for indirect, incidental, or consequential damages, including emotional distress or lost recordings resulting from improper use, shipping delays, or circumstances beyond reasonable control.

10. INDEMNIFICATION

Client agrees to indemnify and hold harmless Forever on Record from any claims, damages, losses, or expenses arising from:

• Improper use of equipment

• Failure to return equipment

• Breach of this Agreement

11. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of Tennessee, without regard to conflict-of-law principles.

12. ACCEPTANCE OF TERMS

By placing an order, submitting payment, or using Forever on Record services, Client confirms they have read, understood, and agreed to this Agreement in full.

• The audio guestbook phone, fully charged and ready to use

• A default pre-recorded greeting tailored to your event type (wedding, celebration of life, etc.)

• A printed instruction card to guide guests with ease

• Step-by-step instructions to create a custom greeting if you prefer a personal touch

• ⚠️ Please note: Recording a custom greeting will permanently overwrite the default

• Free nationwide shipping, including a prepaid return label

• A virtual guestbook phone number for guests who can’t attend in person along with cards with virtual number to place by phone

• Lifetime archiving — your audio will always be safe and accessible

• 24/7 day-of-event support, just in case you need us when it matters most