Questions to Ask

Duration, cost and changes

Ask exactly what the price covers and for how long. Is the rate per day, week or month, and does it include delivery, setup and collection? What happens if you need the robot for longer, or want to end early? Is there a minimum term? Are software updates applied during the rental, and could they change how the robot behaves mid-project? Clarify who is responsible for transport, and whether the robot arrives ready to work or needs configuration on site. Get every answer in writing, so the agreement reflects what was discussed.

Support, operators and uptime

Ask who operates the robot. Some rentals include a trained operator or remote support; others expect your staff to run it after a short handover. Find out how to report a fault, how quickly someone responds, and whether a replacement unit is available if the robot fails during an event or pilot. Ask what training your team receives and what the robot is permitted to do. For public-facing use, check whether the provider helps script interactions and set up demonstrations, or whether that work falls to you.

Insurance, liability and data

Ask who insures the robot while it is with you, and what you are liable for if it is damaged, stolen, or causes damage or injury. Check whether your own insurance needs to be extended and whether the provider requires proof of cover. If the robot has cameras or microphones, agree how recordings and other data are handled, stored and deleted, especially in public spaces or workplaces. Confirm any local rules on operating robots around the public. These questions can feel cautious, but settling them early protects everyone involved.

Sources and further reading

• Directive (EU) 2024/2853 on liability for defective products — EUR-Lex, Publications Office of the European Union.
  EU rules on who is liable when a defective product causes harm, rewritten to include software.
• Guidelines 3/2019 on processing of personal data through video devices — European Data Protection Board.
  EU guidance on handling video of people captured by devices, from warning signs to retention and access requests.
• ISO 31101:2023 Robotics — Application services provided by service robots — Safety management systems requirements — International Organization for Standardization.
  Safety management requirements for organisations supplying robot services, a basis for questions to a provider.

Common questions

Does a humanoid rental include an operator?

It depends on the provider. Some include an operator or remote support; others hand the robot over to your team. Agree this before you sign.

Who insures a rented robot?

Arrangements vary. Ask who covers damage to the robot and liability for incidents, and check whether your own policy needs extending.