Terms and Conditions
Dialtone Events Ltd
Last updated: 4 September 2026
These Terms and Conditions (“Terms”) apply to bookings for audio guestbook equipment and related services provided by Dialtone Events Ltd.
By placing a booking and accepting these Terms at checkout, you agree to be bound by them. These Terms should be read alongside your Booking Confirmation, our Equipment Hire Agreement (https://chatgpt.com/equipment-hire-agreement) and our Privacy and Recording Policy (https://chatgpt.com/privacy-and-recording-policy).
1. About Dialtone
Dialtone Events Ltd (“Dialtone”, “we”, “us” or “our”) provides audio guestbook equipment for hire in the United Kingdom.
Company number: 16951950
Registered in: England and Wales
Registered office: 44 Lavender Way, Easingwold, North Yorkshire, YO61 3GU
Email: [email protected] (mailto:[email protected])
2. Definitions
In these Terms:
Booking Confirmation means the confirmation issued after your booking has been accepted, showing the Equipment, Hire Period, Event Date and Hire Charges.
Booking Payment means the initial payment made at checkout to reserve the Equipment and Hire Period. It forms part of the Hire Charges and is not a security deposit.
Customer / You means the individual or organisation placing the booking and responsible for payment and the Equipment.
Equipment means the audio guestbook telephone and any cables, chargers, signs, cases, instructions or accessories included with your booking.
Event Date means the date of your wedding, event or other occasion, as provided during booking.
Hire Charges means the price payable for the hire and related services, excluding the refundable Security Deposit and any additional charges arising from loss, damage, missing items or late return.
Hire Period means the period shown in your Booking Confirmation during which you are permitted to possess and use the Equipment.
Security Deposit means the refundable amount held against loss, theft, damage, missing items or non-return of the Equipment.
Service means the hire of the Equipment and any related delivery, collection, support, audio processing and recording-delivery services provided by Dialtone.
Working Day means Monday to Friday, excluding public holidays in England.
3. Making a Booking
3.1 Your booking is confirmed when:
- you have completed checkout and accepted these Terms;
- we have received the required Booking Payment or full payment; and
- we have issued your Booking Confirmation.
3.2 Before confirmation, all bookings remain subject to availability.
3.3 You are responsible for checking that the information in your Booking Confirmation is correct, including:
- your name and contact details;
- the delivery address;
- the Event Date and Hire Period;
- the selected telephone and any additional items; and
- any venue or access information requested.
3.4 You must notify us promptly if any information is incorrect or changes. Requested changes are subject to availability and may affect the Hire Charges.
3.5 Once confirmed, the price of your booking will not change unless you request a change, add an optional service or incur a charge under these Terms or the Equipment Hire Agreement.
3.6 We may refuse a booking before confirmation or cancel a confirmed booking where:
- we reasonably believe the booking or payment is fraudulent;
- a payment remains unpaid after we have given you a reasonable opportunity to resolve it;
- you commit a serious or repeated breach of these Terms;
- you provide materially incorrect information affecting our ability to fulfil the booking; or
- circumstances arise that genuinely prevent us from providing the Service.
Any refund following cancellation will be handled under sections 10 and 13.
4. Prices, Payments and Security Deposit
4.1 All prices are shown in pounds sterling. Any applicable VAT and compulsory charges will be included in the price displayed before you place your booking.
4.2 Unless stated otherwise at checkout, a Booking Payment equal to 30% of the Hire Charges is required to reserve your chosen Equipment and Hire Period.
4.3 The Booking Payment forms part of the Hire Charges. It is separate from the refundable Security Deposit.
4.4 The remaining Hire Charges and the £150 Security Deposit will normally be charged automatically to the same payment method 30 days before the Event Date. A reminder will normally be sent seven days before payment is taken.
4.5 By placing your booking, you authorise our payment provider to charge the remaining Hire Charges and Security Deposit in accordance with the payment schedule displayed at checkout and in your Booking Confirmation.
4.6 For bookings placed 30 days or fewer before the Event Date, the full Hire Charges and Security Deposit may be payable at checkout.
4.7 If an automatic payment fails, we will contact you and provide a reasonable opportunity to make payment. If payment remains outstanding, we may cancel your booking and apply the cancellation provisions in section 10.
4.8 The Security Deposit is not part of the Hire Charges. It will be held against loss, theft, damage, missing items, late return or non-return of the Equipment.
4.9 After the Equipment has been returned and inspected, we will initiate the refund of the Security Deposit to the original payment method within five Working Days, provided no deduction is required. Your bank or payment provider may take additional time to display the refund.
4.10 If we believe a deduction is necessary, we will contact you with an explanation and details of the amount before processing it. We will refund any undisputed balance of the Security Deposit.
4.11 The Security Deposit does not limit your responsibility where reasonable repair, replacement or other recoverable costs exceed £150. We may invoice you for any remaining amount, supported by an explanation of the costs.
5. Delivery and Support
5.1 We will deliver the Equipment to the address in your Booking Confirmation. Delivery will normally take place between one and three days before your Event Date unless otherwise agreed.
5.2 Delivery dates and tracking information are estimates until confirmed by the courier. We will take reasonable steps to ensure the Equipment arrives in time for your event.
5.3 You must ensure that someone is available to receive the Equipment. If delivery fails because nobody is available or because the address supplied is incorrect or inaccessible, you may be responsible for reasonable redelivery or recovery costs.
5.4 If another person accepts the Equipment at the agreed address, they will be treated as accepting it on your behalf.
5.5 You must inspect the Equipment promptly after delivery and notify us of any missing items, visible damage or apparent faults within 24 hours, or before the event begins if sooner. Photographs or videos may be requested to help us resolve the issue.
5.6 Failure to notify us within this period will not remove any statutory rights you may have, but it may affect our ability to investigate or resolve an issue before your event.
5.7 We will provide instructions and reasonable support during the Hire Period. Although we will respond as quickly as reasonably possible, immediate support cannot always be guaranteed.
6. Looking After and Using the Equipment
6.1 You are responsible for the Equipment from the time it is delivered into your possession, or the possession of someone accepting it on your behalf, until responsibility ends under section 7.4.
6.2 You must use the Equipment responsibly, for its intended purpose and in accordance with the instructions supplied.
6.3 You must not:
- open, disassemble, modify or attempt to repair the Equipment;
- expose it to liquids, spillages, rain, excessive moisture, extreme temperatures or other harmful conditions;
- drop, crush or place it somewhere from which it could easily fall;
- use it outdoors unless we have agreed this in writing;
- remove it from the agreed location or take it outside the United Kingdom without written permission;
- remove, obscure or interfere with any identification or safety label; or
- use it for an unlawful purpose.
6.4 You are responsible for taking reasonable steps to protect the Equipment from the actions of guests, venue staff, contractors and anyone else permitted to handle it during your event.
6.5 The Equipment should be placed on a stable surface, away from drinks, food, open flames, dance floors, loudspeakers, exposed edges and emergency routes.
7. Returning the Equipment, Loss and Damage
7.1 You must return the Equipment on the agreed date, using the packaging, return label and return method supplied or approved by us.
7.2 The Equipment must be returned:
- in the original packaging where provided;
- with all supplied parts and accessories;
- reasonably clean; and
- in the condition in which it was supplied, allowing for fair wear and tear.
7.3 Where a courier or postal return is used, you must obtain and retain proof of collection or postage.
7.4 Your responsibility for loss in return transit ends when the correctly packaged Equipment has been handed to the return carrier nominated by us and you have obtained proof of collection or postage.
You remain responsible where:
- you use a different return method without our agreement;
- the Equipment is inadequately or incorrectly packaged;
- an incorrect label is used;
- you cannot provide reasonable evidence that it was handed to the nominated carrier; or
- loss or damage results from your failure to follow the return instructions.
7.5 You must tell us immediately if the Equipment is lost, stolen, damaged or cannot be returned on time. Theft should also be reported to the police, and you must provide the crime reference number on request.
7.6 If the Equipment is damaged, lost, stolen, returned incomplete or not returned, you may be charged the reasonable cost of:
- inspection and diagnosis;
- repair and replacement parts;
- replacing Equipment that cannot reasonably be repaired;
- replacing missing accessories;
- recovery or additional delivery;
- additional hire time; and
- losses arising from a subsequent booking that we cannot fulfil, where those losses are not already covered by another charge.
7.7 Any charge will account for the Equipment’s condition, age and reasonable market replacement value. We will not charge for fair wear and tear or use damage charges to place ourselves in a better position than if the damage had not occurred.
7.8 If the Equipment is returned late, additional hire charges may apply at the rates shown when you booked or otherwise notified to you. We will take reasonable steps to avoid or reduce any additional loss.
Full equipment responsibilities are set out in our Equipment Hire Agreement (https://chatgpt.com/equipment-hire-agreement).
8. Audio Recordings
8.1 The Service is designed to record messages intentionally left by guests who choose to use the telephone.
8.2 You must display the recording and privacy signage supplied with the Equipment in a clear and visible position throughout the event.
8.3 Guests who do not wish to be recorded should not use the telephone. You are responsible for taking reasonable steps to ensure children are appropriately supervised when using it.
8.4 We do not guarantee a minimum number or duration of messages. Participation depends on your guests, the position of the telephone and the way the Equipment is promoted during the event.
8.5 Audio quality can be affected by venue noise, loud music, guest behaviour, telephone placement and how a guest speaks into the handset. Where editing is included, it is limited to the processing described in your booking, such as trimming silence, adjusting levels and reducing some background noise. We cannot guarantee that every message will be clear or that all background noise can be removed.
8.6 We test the Equipment and take reasonable steps to protect recordings, but no electronic recording or storage system can be guaranteed to be entirely free from technical failure. Nothing in this section removes your statutory rights if we fail to provide the Service with reasonable care and skill.
8.7 After the Equipment has been returned and the recordings have been processed, we will provide the audio using the digital delivery method stated in your booking or subsequent communications.
8.8 You are responsible for downloading and securely backing up your files after delivery.
8.9 We retain recordings for the period described in our Privacy and Recording Policy. Recordings may be permanently deleted after that period, so our storage should not be treated as your permanent backup.
8.10 We are not responsible for the opinions, statements or other content of messages voluntarily left by guests.
9. Privacy and Marketing Use
9.1 We process customer information and audio recordings in accordance with our Privacy and Recording Policy (https://chatgpt.com/privacy-and-recording-policy).
9.2 Any request for permission to use recordings for Dialtone’s marketing will be presented separately from these Terms and will require a positive opt-in. Choosing not to opt in will not affect your booking or the Service you receive.
9.3 A customer’s marketing opt-in gives us permission to review the recordings and contact the customer about possible promotional use. It does not automatically provide consent on behalf of every identifiable guest whose voice appears in a recording.
9.4 We will not publish an identifiable guest recording for marketing unless we have an appropriate lawful basis and any permission reasonably required from that guest.
9.5 Marketing permission may be withdrawn by contacting [email protected] (mailto:[email protected]). Withdrawal will not make previous lawful use unlawful, but we will stop new use and take reasonable steps to remove content under our control going forward.
9.6 Marketing-email consent is separate from permission to use audio recordings and may be withdrawn independently.
10. Cancellations, Refunds and Date Changes
10.1 To cancel or request a date change, you must contact us at [email protected] (mailto:[email protected]). Cancellation takes effect when we receive your request.
Cooling-off period
10.2 As a goodwill policy, if you cancel within 14 days of receiving your Booking Confirmation, we will refund payments made toward the Hire Charges, provided the Event Date is more than 30 days away when you cancel.
10.3 This contractual cooling-off period does not apply to bookings placed 30 days or fewer before the Event Date. Nothing in these Terms restricts any separate statutory cancellation right that applies to you.
Cancellation more than 30 days before the event
10.4 If you cancel after the cooling-off period but more than 30 days before the Event Date, we will normally retain the Booking Payment. Any other Hire Charges already paid and any Security Deposit will be refunded.
10.5 The Booking Payment contributes towards administration and losses associated with reserving the Equipment and removing it from availability. We will not retain more than our reasonable losses resulting from your cancellation.
Cancellation 30 days or fewer before the event
10.6 If you cancel 30 days or fewer before the Event Date, up to the full Hire Charges will normally remain payable because we may be unable to accept another booking for the reserved Equipment and period.
10.7 The Security Deposit is not a cancellation charge. It will be refunded if the Equipment has not been supplied to you.
Reducing our losses
10.8 We will take reasonable steps to reduce losses caused by a cancellation. This includes accounting for costs we no longer have to incur and, where reasonably possible, accepting another booking for the Equipment.
10.9 If we rebook the same Equipment for the same Hire Period, we will refund any amount retained that exceeds our reasonable administration costs and remaining losses. Refunds will not result in you receiving more than you originally paid.
Date changes and postponements
10.10 A request to change the Event Date is subject to Equipment availability and our agreement. We may, as a gesture of goodwill, transfer a booking to another available date, but we cannot guarantee that the same telephone will be available.
10.11 If we agree to a date transfer, payments already made will be applied to the revised booking. Any difference in price or Hire Charges will be confirmed before the transfer is completed.
10.12 If we cannot accommodate the requested date, the request will be treated as a cancellation and the cancellation terms above will apply.
Cancellation by Dialtone
10.13 If we cancel because of something within our reasonable control and you have not breached these Terms, we will refund all amounts you have paid.
10.14 Nothing in this section affects your statutory consumer rights.
11. Equipment Faults and Service Problems
11.1 You must contact us as soon as reasonably possible if the Equipment appears faulty or does not operate as expected.
11.2 We will provide reasonable troubleshooting support and, where practicable, attempt to supply replacement Equipment or another reasonable solution.
11.3 We are not responsible for faults or reduced performance caused by:
- failure to follow the supplied instructions;
- misuse, accidental damage or tampering;
- unsuitable placement or environmental conditions;
- loss of supplied parts or power accessories; or
- action by the Customer, guests, venue or another third party outside our control.
11.4 If the Equipment was faulty before delivery or we otherwise fail to provide the Service with reasonable care and skill, you may be entitled to repeat performance, a price reduction, a partial refund or a full refund depending on the circumstances and your statutory rights.
12. Our Responsibility to You
12.1 We will provide the Service with reasonable care and skill.
12.2 We are responsible for losses that are a reasonably foreseeable result of our breach of these Terms or our failure to use reasonable care and skill.
12.3 We are not responsible for loss or damage that:
- was not reasonably foreseeable when the contract was made;
- results from your breach of these Terms;
- is caused by guest behaviour, venue conditions or another third party outside our control;
- results from a failure to follow our instructions; or
- relates to business loss where you booked the Service wholly or mainly for personal use.
12.4 We are not responsible for guests failing to leave messages or for audio limitations caused by venue noise, telephone placement, guest behaviour or the way a guest uses the handset.
12.5 Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability for:
- death or personal injury caused by negligence;
- fraud or fraudulent misrepresentation;
- breach of statutory consumer rights; or
- any other liability that cannot legally be excluded or limited.
13. Events Outside Our Reasonable Control
13.1 We are not responsible for delay or failure caused by an event genuinely outside our reasonable control, such as severe weather, widespread courier disruption, fire, flood, major infrastructure failure, government restrictions or another comparable emergency.
13.2 If such an event occurs, we will:
- contact you as soon as reasonably possible;
- take reasonable steps to minimise the effect;
- try to provide replacement Equipment, an alternative delivery arrangement or a suitable date transfer where practicable; and
- keep you informed about any material effect on your booking.
13.3 If the event prevents us from providing a material part of the Service and no reasonable alternative is available, either party may cancel the affected booking. We will refund amounts paid for Services that will not be provided, including the Security Deposit where the Equipment has not been supplied.
13.4 Nothing in this section removes any statutory rights or remedies available to you.
14. Intellectual Property and Use of Recordings
14.1 Dialtone’s branding, website content, written materials, designs and instructions belong to Dialtone Events Ltd or our licensors. They may not be reproduced or used commercially without permission.
14.2 Dialtone does not claim ownership of the personal messages created by your guests.
14.3 We may access, copy, process and store recordings only as reasonably necessary to provide the Service, comply with the law and carry out the activities described in our Privacy and Recording Policy.
14.4 Recordings are supplied to you for personal use. If you wish to publish or use a guest’s recording commercially, you are responsible for obtaining any permission or rights required from the speaker or other rights holder.
15. Other Important Terms
15.1 The Booking Confirmation, these Terms and the Equipment Hire Agreement together form the agreement between you and Dialtone. The Booking Confirmation takes priority regarding the specific Equipment, dates and prices agreed for your booking.
15.2 The version of these Terms in force when your booking is confirmed will apply to that booking. We will not materially change a confirmed booking without your agreement unless a change is required by law.
15.3 If any part of these Terms is found to be unlawful or unenforceable, the remaining provisions will continue to apply.
15.4 If we delay enforcing a right, that does not mean we have waived it.
15.5 No person other than you and Dialtone has the right to enforce these Terms.
15.6 These Terms are governed by the laws of England and Wales. If you are a consumer living elsewhere in the United Kingdom, you retain any mandatory protections available where you live and may bring proceedings in the courts available to you under applicable law.
15.7 Nothing in these Terms affects your statutory consumer rights.
16. Complaints and Contact
If you have a question, complaint or concern about your booking, please contact us. We will aim to acknowledge complaints promptly and work with you to reach a fair resolution.
Dialtone Events Ltd
Company number: 16951950
Registered in: England and Wales
Registered office: 44 Lavender Way, Easingwold, North Yorkshire, YO61 3GU
Email: [email protected] (mailto:[email protected])