Damage & Deposit Policy

1. Security Deposit - purpose

• A Security Deposit is a refundable amount we hold during the Rental Period against the risk of loss, theft, or damage. It is separate from the rental fee and is returned to you after the items come back in good condition, minus any amounts you owe. It applies to rental items only, never to the delivery charge.
• We keep this fair: a deposit protects the equipment other customers also depend on, it is fully refundable, and charges reflect real repair or replacement cost, not a penalty.

2. How the deposit amount is set

Your deposit starts from how much it would cost us to replace the item, is scaled by the item's risk, and is reduced by how far you have verified your account - but it never drops below the one-day floor below.

• Base: replacement value × risk band: We start from the item's buying value (our replacement cost), then apply its risk band: Low 25%, Medium 50%, High 75%. The higher the risk of damage or loss, the larger the share of replacement value we hold.
• Scaled by your order: The amount is scaled modestly by the number of items and the length of the rental, because a larger or longer order carries more risk.
• Reduced by verification: Verification reduces your deposit above the floor. The more of your account you confirm (email, both phones, ID, and a staff-approved tier), the lower your deposit - but verification reduces it towards the floor, never below it.
• One-day floor (every customer): Every customer, verified or not and on every tier, holds at least one day's rental as a refundable deposit, valued at the advertised list daily rate on the item's page. A fully verified customer reaches this one-day floor - that is as low as the deposit goes, not zero.
• Very-high-risk items: The most valuable or sensitive items are not self-rentable: they go out operator-accompanied (one of our trained operators stays with the gear), so no deposit is held on them.
• Full waiver - one case only: The deposit is fully waived only for an in-house delivery order, where we deliver and collect the gear ourselves. No other arrangement waives it.
• Rounding: The final deposit is rounded to the nearest Rs 500 for a clean figure.
• Foreign nationals / non-residents: A higher deposit (up to full replacement value) or a Sri Lankan resident guarantor may apply, because local recovery routes do not.
• Your exact deposit is shown on the Order Document before you pay.

3. A worked example

Say a High-risk camera has a replacement value of Rs 300,000 and an advertised list daily rate of Rs 4,000:

• Risk-band base: Rs 300,000 × 75% (High) = Rs 225,000 before verification.
• Reduced by verification: As you verify, this comes down - but only as far as one day's rental at the list rate, Rs 4,000.
• One-day floor: Fully verified, the deposit lands at the Rs 4,000 one-day floor (rounded to the nearest Rs 500), not zero.
• Figures are illustrative; your actual deposit is calculated per item and shown on your Order Document before payment.

4. Condition check at handover and return

• At handover: We record the condition of each item (notes and/or photos). Please inspect items yourself and raise anything before you accept them; once accepted, items are taken to be in good order apart from what was noted.
• At return: We check items against the handover record in your presence where possible. If a fault is found later that could not be seen at return (for example internal damage), we will contact you with evidence within a reasonable time.

5. Fair wear and tear vs damage

• Normal wear and tear: From proper use, is expected and is not charged (for example minor cosmetic marks that do not affect function).
• Damage: That goes beyond normal use is charged: physical, electrical, lightning, liquid, heat, or impact damage, and damage from misuse or operation without adequate knowledge.

6. Damage, loss, and theft charges

• Repairable damage: The reasonable cost of repair.
• Beyond economical repair: The replacement cost of the same or a similar item, at current market value.
• Loss or theft: The full replacement cost. The minimum charge for loss or theft of any item is LKR 1,000.
• Missing accessories: Cables, chargers, caps, cases, media - charged at replacement cost.
• Loss of rental income: Where an item is out of service for repair or replacement, we may charge a reasonable amount for the rental income lost during that time. We will show how this is calculated.
• We will give you a breakdown and, where relevant, photos or a repair quote. Charges are a genuine estimate of our loss, not a penalty.

7. Theft, and your duty to report

• You must protect the equipment from theft during the Rental Period. If equipment is lost or stolen, tell us immediately on +94 77 718 6500, and, for theft, report it to the police and give us the police entry reference. Prompt reporting helps recovery and any insurance claim.

8. How charges are settled against the deposit

• We work out what (if anything) you owe (late fees, damage, loss, missing accessories).
• We deduct it from your Security Deposit.
• If the deposit is more than the charges, we refund the difference.
• If the deposit is less than the charges, or the deposit was waived (an in-house delivery order), we invoice you for the balance, payable within the time stated on the invoice.

9. Refund of the deposit

• A clean return with nothing owed means a full deposit refund.
• Refunds go to your original payment method or by bank transfer to an account in your name, normally within 7 to 14 working days of the return and condition check.

10. If you do not pay

• If damage, loss, or theft charges are not paid, we may take lawful recovery action, including recovering the amount plus reasonable legal costs. We may share evidence with the police, courts, your bank, and our lawyers for recovery. We do not publish your details publicly. See the Privacy Policy for how this data is handled.

11. Insurance

• Some higher-value or higher-risk rentals (for example drones) may require you to hold appropriate insurance; where so, it is stated on the Order Document. A deposit is not insurance and does not cap your liability for loss or damage above the deposit amount.