Shown here for reference for organisations considering a long-term scanner lease. This example covers a 12+ month commitment across hardware, software, support, connectivity, security and return terms. Blanks are completed per contract and confirmed on your order form.
Reference only, not for signature. Your lease is confirmed under its own signed agreement.
| Agreement date | |
| Commencement date | |
| Initial hire term | 12 / 24 / 36 / 48 / 60 months |
| Number of devices |
This Long-Term Equipment Hire Agreement (“Agreement”) is entered into between:
The Supplier and Customer are each a “Party” and together the “Parties”.
Application means the Qflow mobile scanning application installed on the Equipment.
Business Day means a day other than a Saturday, Sunday or public holiday in England.
Customer Data means data submitted, uploaded, transmitted or otherwise processed by or on behalf of the Customer through the Equipment, Application or Qflow platform.
Equipment means the handheld event ticket scanners, charging equipment, accessories, cases, cables, cradles and other hardware supplied by Qflow under this Agreement.
Event means an event or events for which the Customer uses the Equipment.
Hire Charges means the charges payable by the Customer for the hire of the Equipment as specified in the applicable Order Form.
Hire Term means the period for which the Equipment is hired under this Agreement.
Qflow Platform means the Qflow cloud-based event management and attendee check-in platform.
Scanner means an individual handheld mobile scanning device supplied as Equipment.
Services means the services provided by Qflow in connection with the Equipment, including the Qflow Application, device management, remote support and software updates where applicable.
The Supplier shall provide the Customer with the quantity and type of Equipment specified in the applicable Order Form. Equipment may include:
The specific make and model of Equipment may vary depending upon availability, technical requirements and the Supplier's current hardware offering. The Supplier may, where reasonably necessary, substitute a device with another device of equivalent or improved specification. Unless expressly stated otherwise in the Order Form, the Equipment remains the property of the Supplier at all times.
The Agreement shall commence on the Commencement Date and continue for the Initial Hire Term. Unless otherwise stated in the Order Form, the Agreement shall automatically renew for successive periods of 12 months unless either Party provides at least 90 days' written notice before the end of the then-current Hire Term.
The Customer is committed to paying the Hire Charges for the Initial Hire Term regardless of whether the Customer subsequently chooses to use the Equipment. The Customer may not terminate the Agreement early for convenience unless otherwise expressly agreed in writing by the Supplier. Early termination by the Customer shall not relieve the Customer of its payment obligations for the remaining committed Hire Term, except where expressly agreed otherwise.
The Equipment is and shall remain the sole property of the Supplier. Nothing in this Agreement transfers ownership of the Equipment to the Customer. The Customer shall not:
The Customer shall take reasonable steps to ensure that the Equipment remains identifiable as property of the Supplier.
The Customer shall use the Equipment only for legitimate event management, ticketing, accreditation and attendee check-in purposes, ensure it is operated by suitably trained personnel, and comply with all reasonable operating instructions supplied by the Supplier. The Customer shall not:
The Customer shall not permit any third party to undertake repairs or modifications without the Supplier's prior written consent.
The Supplier shall install or make available the Qflow Application on the Equipment as required. The Customer is granted a limited, non-exclusive, non-transferable right to use the Application during the Hire Term solely for the Customer's authorised event operations, and shall not copy, modify, reverse engineer, decompile or disassemble the Application except to the extent expressly permitted by applicable law.
The Supplier may remotely update the Application where required for security, functionality, compatibility or operational reasons, and may remotely manage the Equipment to:
Depending upon the Equipment supplied, connectivity may be provided through Wi-Fi, cellular/mobile data, local networks, or other supported connectivity arrangements. Unless expressly included in the Order Form, the Customer is responsible for providing suitable Wi-Fi or network connectivity. Where cellular connectivity is included, the Supplier shall provide it subject to applicable mobile network coverage and service limitations.
The Supplier does not guarantee uninterrupted cellular or Wi-Fi connectivity. Network availability may be affected by venue construction, geographical location, network congestion, interference, weather, telecommunications outages or other factors outside the Supplier's control.
Where supported by the Qflow Application, the Equipment may operate in an offline or limited-connectivity mode, subject to the configuration of the relevant Event and the capabilities of the Equipment. Data captured while offline may be synchronised with the Qflow Platform when connectivity is restored. The Customer acknowledges that real-time visibility of check-in activity may not be available while a device is offline.
The Customer is responsible for ensuring that Equipment is appropriately charged before and during Events, and shall follow the Supplier's recommended charging procedures. Battery performance may vary depending upon scanning frequency, network connectivity, screen brightness, application usage, device condition and environmental conditions. The Supplier may replace batteries or devices where battery performance materially deteriorates during the Hire Term, subject to the applicable support terms.
The Supplier shall provide technical support in accordance with the support level specified in the Order Form. Support may include:
Unless expressly agreed otherwise, support is provided remotely during the Supplier's normal support hours. Event-day or out-of-hours support may be available under a separate support package.
Where a Scanner develops a fault that cannot reasonably be resolved remotely, the Supplier may provide replacement Equipment of the same or equivalent specification where reasonably possible. Where included in the Customer's support package, the Supplier shall use reasonable endeavours to provide replacement Equipment within the agreed replacement period, subject to availability, delivery restrictions and the location of the Customer. Where a device is replaced, the Customer shall promptly return the defective Equipment in accordance with the Supplier's instructions.
The Customer shall be responsible for the safe custody of the Equipment while it is in its possession or control, and shall notify the Supplier immediately if Equipment is lost, stolen, destroyed, seriously damaged, or suspected to have been compromised.
Where Equipment is lost, stolen or damaged beyond economical repair due to the Customer's negligence, misuse, deliberate act or failure to take reasonable care, the Supplier may charge the Customer the applicable replacement cost. Normal wear and tear shall not constitute chargeable damage.
The Supplier may remotely disable or wipe a device reported lost or stolen. The Customer shall provide reasonable assistance in recovering lost or stolen Equipment.
The Supplier shall be responsible for reasonable maintenance and repair of Equipment arising from normal use. Repairs resulting from misuse, unauthorised modification, liquid damage, physical abuse, deliberate damage or negligent use may be chargeable. The Customer shall not undertake repairs without prior authorisation. The Supplier may replace rather than repair Equipment where this is commercially or technically appropriate.
The Supplier shall maintain reasonable technical and organisational measures designed to protect the Qflow Platform and Equipment against unauthorised access. Equipment may be subject to mobile device management and security controls. The Customer shall ensure that users do not attempt to circumvent security controls, shall immediately notify the Supplier if it suspects that credentials, accounts or access tokens have been compromised, and shall be responsible for ensuring authorised users maintain appropriate confidentiality of passwords and access credentials.
The Customer retains ownership of Customer Data and is responsible for ensuring that it has an appropriate lawful basis for collecting and processing attendee data. Where the Supplier processes personal data on behalf of the Customer, the Parties shall comply with the applicable data protection agreement and applicable data protection legislation. The Supplier shall implement appropriate security measures designed to protect Customer Data.
The Supplier may process technical device information for purposes including device monitoring, troubleshooting, security, performance monitoring, software updates, support and service improvement, and may remotely wipe Customer Data stored locally on a device where reasonably necessary, including following loss or theft.
The Customer is responsible for determining the operational configuration of each Event, including where applicable: event setup, ticket and guest list configuration, access permissions, scanner allocation, entry and exit points, staff allocation, Wi-Fi/network availability, charging facilities, and physical security of Equipment. The Supplier may provide reasonable guidance regarding deployment and configuration, but the Customer remains responsible for the safe and effective operation of the Event.
| Hire charges invoiced | Monthly / Quarterly / Annually / In advance |
| Payment due | Within 30 days of the invoice date |
| VAT | All charges are exclusive of VAT unless expressly stated otherwise |
The Supplier may charge interest on overdue amounts at the rate permitted under applicable law, and may suspend Services where invoices remain materially overdue following reasonable notice. Suspension of Services shall not relieve the Customer of its payment obligations.
The Supplier may require a refundable security deposit of . The deposit may be applied against unreturned Equipment, lost Equipment, chargeable damage, unpaid charges, or other amounts properly due under this Agreement. Any remaining balance shall be returned to the Customer following completion of the Agreement and return of all Equipment.
The Customer shall maintain appropriate insurance covering the Equipment while in its possession, reasonably covering loss, theft and accidental damage. The Supplier may request evidence of insurance coverage where reasonably required.
Nothing in this Agreement limits or excludes liability that cannot legally be limited or excluded. Subject to that, neither Party shall be liable for indirect or consequential loss, and the Supplier's aggregate liability arising out of or in connection with this Agreement shall not exceed 100% / 125% / 150% of the total Hire Charges paid or payable during the 12 months preceding the event giving rise to the claim.
The Supplier shall not be responsible for losses arising from: Customer-provided network connectivity; mobile network failure; venue infrastructure; Customer configuration; incorrect use of Equipment; unauthorised modifications; Customer's failure to follow operating instructions; or events beyond the Supplier's reasonable control.
The Supplier shall use reasonable endeavours to maintain availability of the Qflow Platform. Planned maintenance may result in temporary service interruptions, and the Supplier may perform emergency maintenance where reasonably necessary to protect the security or integrity of the platform. Unless expressly included in a separate Service Level Agreement, no specific uptime guarantee shall apply to the Equipment or Qflow Platform.
All intellectual property rights in the Qflow Platform, Qflow Application, Qflow trademarks, software, documentation, configuration tools and device management systems remain the property of the Supplier or its licensors. No intellectual property rights are transferred to the Customer under this Agreement.
Each Party shall keep confidential information received from the other Party confidential and shall only use it for purposes connected with this Agreement. This obligation shall not apply to information that (a) is publicly available other than through breach of this Agreement, (b) was lawfully known before disclosure, (c) is independently developed, or (d) is required to be disclosed by law.
The Supplier may terminate this Agreement immediately or on written notice where:
The Customer may terminate this Agreement where the Supplier commits a material breach and fails to remedy that breach within 30 days of written notice. Termination does not affect accrued rights or payment obligations. Where the Customer terminates for convenience before the end of the committed Hire Term, the Customer shall remain responsible for the applicable early termination charges specified in the Order Form.
Upon expiry or termination of this Agreement, the Customer shall return all Equipment to the Supplier unless otherwise agreed. Equipment shall be returned in reasonable working condition, with all supplied accessories, in appropriate protective packaging, within 7 / 14 days of the termination or expiry date. The Customer shall be responsible for return shipping costs unless otherwise agreed. The Supplier may charge the Customer for Equipment that is not returned, and where Equipment is returned damaged beyond reasonable wear and tear, the Supplier may charge reasonable repair or replacement costs.
If Equipment is not returned within the required period, the Supplier may invoice the Customer for the replacement value of the Equipment. Payment of a replacement charge does not automatically transfer ownership of the Equipment to the Customer unless expressly agreed in writing. The Supplier reserves the right to recover Equipment through lawful means.
The Customer acknowledges that the Supplier may use remote device management technology to administer Equipment, including application deployment, device configuration, security policy enforcement, software updates, device diagnostics, remote locking, remote wiping, and device location information where supported and legally permissible. The Supplier shall use such functionality reasonably and primarily for security, support, administration and service delivery.
Neither Party shall be liable for failure or delay caused by circumstances beyond its reasonable control, including natural disasters, fire, flood, war, terrorism, industrial disputes, telecommunications failure, internet infrastructure failure, major cloud service outages, government action, epidemics or pandemics, and power failures. The affected Party shall notify the other Party as soon as reasonably practicable.
The Customer may not assign or transfer this Agreement without the Supplier's prior written consent. The Supplier may assign this Agreement to a group company or successor to its business provided that such assignment does not materially reduce the Customer's contractual rights.
The Supplier may use appropriately qualified third-party service providers to provide elements of the Services, including hardware manufacturers, telecommunications providers, cloud infrastructure providers, delivery companies and technical service providers.
Any notice under this Agreement shall be delivered by email to the relevant authorised contact, or by recorded delivery to the relevant Party's registered office or nominated address. Notices shall be deemed received in accordance with applicable law.
This Agreement, together with the applicable Order Form, forms the entire agreement between the Parties relating to the Equipment hire. In the event of conflict, the following order of precedence shall apply:
No amendment to this Agreement shall be effective unless agreed in writing by authorised representatives of both Parties.
If any provision of this Agreement is found to be invalid or unenforceable, that provision shall be modified to the minimum extent necessary and the remaining provisions shall continue in full force.
Failure by either Party to enforce any provision of this Agreement shall not constitute a waiver of that provision or any other provision.
This Agreement and any dispute arising out of or in connection with it shall be governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction over disputes arising under or in connection with this Agreement.
| Item | Description | Quantity |
|---|---|---|
| 1 | Qflow handheld scanner | |
| 2 | Charging cradle | |
| 3 | Power supply | |
| 4 | USB / charging cable | |
| 5 | Protective case | |
| 6 | Other |
| Device model | |
| Connectivity | Wi-Fi / 4G / 5G / other |
| Expected battery life | |
| Replacement service | e.g. 24-hour back-to-base replacement |
| Hire commencement date | |
| Initial hire term | 12 / 24 / 36 / 48 / 60 months |
| Number of scanners | |
| Monthly hire charge per scanner | |
| Monthly equipment hire | |
| Setup / configuration fee | |
| Delivery charge | |
| Support package | Standard / Premium / Event day |
| Security deposit | |
| Payment terms | e.g. 30 days |
| Renewal term | |
| Notice period | |
| Early termination charge |
Where a device develops a hardware fault during normal use, Qflow will use reasonable endeavours to diagnose and repair or replace the device.
Where the Customer has purchased a replacement service, Qflow will provide replacement Equipment in accordance with the applicable replacement service. Target replacement period: 24 hours / 48 hours / other. The replacement period commences once the Supplier has confirmed the device requires replacement and has received the information reasonably required to process it.
The Customer confirms that:
Company: Wiretouch Limited
Name:
Position:
Signed:
Date:
Company:
Name:
Position:
Signed:
Date:
Tell us how you'd use the equipment and we'll put a proposal together.