Terms & Conditions

1. How you accept these Terms
2. Definitions
3. What is included
4. Eligibility
5. Account verification tiers
6. Reservation and stock lock
7. Rental price - Duration Pricing
8. Promotional discounts (loyalty, tier, quantity, coupons)
9. Security deposit - refundable, reduced by your tier
10. Credit terms (Business / Corporate / Partner)
11. Payment timing
12. Cancellation and refunds
13. Late return
14. Your responsibilities during the Rental Period
15. Delivery, pickup, and operators
16. Recovery, evidence, and legal action
17. Liability
18. Force majeure
19. Intellectual property and event media
20. Assignment and sub-rental
21. Governing law and disputes
22. General
23. Changes to these Terms
24. Annexes - item-specific conditions

01. How you accept these Terms

You accept these Terms when you do any of the following, whichever happens first:

• Tick "I agree to the Terms & Conditions" at checkout on our website;
• Sign a Rental Agreement, on paper or electronically; or
• Confirm a booking and pay the advance after we have made these Terms available to you.
• Electronic acceptance and electronic signatures are legally valid under the Electronic Transactions Act No. 19 of 2006. We record which version of the Terms you accepted and when. These Terms are additional to your rights under Sri Lankan law and do not remove rights you have under the Consumer Affairs Authority Act No. 9 of 2003.

02. Definitions

• Order Document / Invoice: The quotation, sale order, or invoice listing the exact items, services, dates, prices, and deposit for your booking.
• Rental Equipment: The items listed on your Order Document.
• Rental Period / Rental Days: The dates your booking runs, as stated on the Order Document. The number of rental days sets your rental price under the Duration Pricing curve (section 07).
• Technical Operator: A Rentitem.lk operator you have ordered to run equipment at your event.
• Security Deposit: A refundable amount (or agreed alternative) held against loss or damage, set under our Damage & Deposit Policy and reduced by your verification tier (section 09).
• Verification Tier: Your account level - Unverified, Standard, Full, Business, Corporate, or Partner - which determines your deposit, discounts, and any credit terms (section 05).

03. What is included

• You rent only the items and services listed on the Order Document. Anything not listed there is not included. If you need a change, contact us and we will issue a revised Order Document.

04. Eligibility

• Minimum age: You must be at least 18 years old.
• Verification: You must give accurate identity and contact details and complete the verification required for your account tier (see the Account Types & Verification Policy and section 05).
• Foreign nationals and non-residents: You are welcome, under enhanced verification: a valid passport, and either a higher refundable security deposit (up to the full replacement value of the items) or a Sri Lankan resident guarantor. We confirm the exact requirement before your booking.
• Organisations: Businesses, government, and other bodies must place the order through an authorised person, with an official request from an official email domain, official WhatsApp number, or a letter on letterhead.
• Our discretion: We may check rental history and references, and may decline or cancel a booking where eligibility or verification is not met, where information is false, or where there is a genuine, evidenced concern about fraud or safety. We will tell you a booking is declined; we do not have to disclose our internal risk assessments.

05. Account verification tiers

Your verification tier decides your refundable deposit (section 09), whether you qualify for promotional discounts (section 08), and whether you may be granted credit terms (section 10). Each tier includes everything the tier below it requires.

• Unverified: No verification completed. No discounts, no points, no credit.
• Standard: Email + two phone numbers (all OTP-verified) + an uploaded ID document (NIC, driving licence, or passport). Granted automatically / self-serve - no staff approval - and this unlocks ordering. Standard customers receive no promotional discount, no loyalty points, and no credit.
• Full: Standard + a full personal document set (photo, residential and permanent address, utility bill, etc.). Staff-reviewed.
• Business: Full + business documents (business registration, registered address, business email/phone). Staff-reviewed.
• Corporate: Standard + corporate documents (Certificate of Incorporation, authorised-signatory letter, VAT/TIN). Corporate does not require Full. Staff-reviewed.
• Partner: Full + a signed partnership agreement. Partner does not require Corporate. Staff-reviewed.

06. Reservation and stock lock

• An inquiry or quotation does not reserve stock. Items, services, and operators are reserved for you only after your advance payment is confirmed. Until then they remain available to other customers. This keeps the system fair: first to pay, first to secure.

07. Rental price - Duration Pricing

Your rental price is set by how many days you rent, along a fixed, published Duration Pricing curve. The longer you rent, the lower the effective daily cost - and a longer rental never costs less than a shorter one. This duration pricing is the rental price itself; it is not a promotional discount and it is not part of the 50% promotional cap in section 08. Published duration savings off the standard daily rate (per item):

• 1-2 days: 0% saving.
• 3-5 days: 5% saving.
• 7 days: 15% saving.
• 14 days: 30% saving.
• 21 days: 45% saving.
• 30 days: 60% saving.
• More than 30 days: flat 60% - the maximum duration saving.
• Days between these points are priced on a smooth curve between them (for example around 38% at 17 days, around 47% at 22 days). The maximum duration saving is 60%.
• Standard rental day: 8:00 AM to 11:59 PM on a single calendar date, unless your Order Document says otherwise. We do not offer hourly rentals.
• Extensions: Must be requested and approved at least 12 hours before your current period ends. Extensions depend on availability and are charged on the same Duration Pricing curve.

08. Promotional discounts (loyalty, tier, quantity, coupons)

Separately from Duration Pricing, eligible customers may receive promotional discounts on the rental equipment lines of an order.

• Who is eligible: Promotional benefits are available only to Full, Business, Corporate, and Partner customers. Standard, registered, and guest customers receive no promotional benefit - no loyalty discount, no loyalty points (neither earning nor redeeming), and no coupon / promo codes.
• Lifetime (tier) discount: A standing discount on rental equipment by tier: Full 5%, Business 5%, Corporate 0%, Partner 35%. Standard / registered / guest 0% (not eligible).
• Discounts that can combine: Eligible customers may combine the lifetime (tier) discount with loyalty-tier discounts, quantity discounts, and a valid coupon. These combine together.
• Universal 50% cap: However they combine, the total promotional discount can never exceed 50% for any customer or any situation. Duration Pricing (section 07) is not part of this cap and is applied separately as the rental price.
• Long rentals over 7 days - duration price only: For any rental longer than 7 days, the promotional discount stack is suppressed: the order is charged the Duration Pricing in section 07 only, with no loyalty / tier / quantity / coupon discount on top. Longer rentals are already deeply priced by the duration curve. This is clearly shown to you in your cart and at checkout.
• What discounts do NOT apply to: Promotional discounts (and loyalty points) apply only to rentable-equipment line items. They do not apply to, and no points are earned on: delivery and collection charges, technical-operator charges, extra services, and merchandise, nor to late fees, penalties, legal charges, or extra-day charges.

09. Security deposit - refundable, reduced by your tier

A refundable Security Deposit may apply, based on each item's buying (replacement) value and its risk band. The deposit is reduced by your verification tier, but a floor always remains:

• One-day floor (every customer): Every customer - verified or not, and including Full, Business, Corporate, and Partner - keeps at least one day's rental as a refundable deposit. That floor is one day at the advertised list daily rate of the items, and it is never waived. Verification reduces the deposit above this floor but never below it.
• Unverified: Full deposit (no tier reduction) - never below the one-day floor.
• Standard: Deposit reduced by 20% - never below the one-day floor.
• Full / Business / Corporate / Partner: Deposit reduced towards the one-day floor; the deposit is never waived below one day's list rental.
• Refundable liability: The deposit is held during the rental and refunded on return, or applied against any damage / loss charges, with any balance refunded to you.
• Voluntary ID security: Providing an original ID as security is a voluntary option you may choose; it is never a requirement, and a deposit or higher verification can be used instead.
• Your liability: You are liable for physical, electrical, lightning, liquid, or mishandling damage, and for loss or theft, charged at reasonable repair cost or, if beyond repair, replacement cost. The minimum charge for loss or theft of any item is LKR 1,000. Full detail is in the Damage & Deposit Policy.

10. Credit terms (Business / Corporate / Partner)

The default for every customer is payment before the rental begins (section 11). Credit (net payment terms after the rental) is an exception, available only to certain verified business accounts and only on the following strict basis:

• Who may be granted credit: Business (up to 21 days), Corporate (up to 45 days), and Partner (up to 14 days). Standard and Full accounts get no credit.
• A ceiling, not an entitlement: These day limits are a ceiling, not an entitlement. Credit is never automatic.
• Granted only by staff, on request: Credit is granted only by Rentitem.lk staff, for a specific selected customer, and only on a request from that business's administration.
• Audited: Every credit grant is recorded / audited and can be set only by a human - there is no automatic pathway.

11. Payment timing

Unless credit terms (section 10) have been expressly granted to your account, payment is due as follows, by the lead time of your booking:

• Rental starting 3 or more days from now: A 60% advance confirms and reserves your booking; the remaining 40% is due on collection / before the rental begins.
• Rental starting in less than 3 days: The full 100% is due upfront to confirm the booking.
• Release of equipment: Equipment is not delivered or released until the amount due before the Rental Period is paid in full.
• Accepted methods: Cash, bank transfer, or cheque in favour of RENTITEM.LK (PVT) LTD, as shown on the invoice.
• Usage irrelevant: The obligation to pay does not depend on whether you actually use the item once it has been made available to you.

12. Cancellation and refunds

Full detail is in the Refund & Cancellation Policy. In summary:

• Cancellation fee: 10% of the order value, a genuine pre-estimate of our loss, not a penalty.
• Cancel 24 hours or more before: Your advance is refunded, minus the 10%.
• Cancel less than 24 hours before: The advance is not refunded.
• Where the fault is ours: If we cancel, fail to deliver, or the item is unusable on arrival and we cannot replace it, you get a full refund including the 10%, or free rescheduling, at your choice. Your statutory consumer rights are not affected.

13. Late return

Late fees reflect lost availability to the next customer (a pre-estimate of our loss, not a penalty):

• After the due time but before noon the next day: 30% of the daily rate.
• After noon the next day: 100% of the daily rate, for that day.
• Each further day: 100% of the daily rate, until returned.
• Calculation: Late fees are calculated on the full daily rate, ignoring any discount on the original booking, and may be deducted from your Security Deposit.
• Tell us early: Tell us as soon as you expect to be late, on +94 77 718 6500. Persistent non-return may lead to recovery action under section 16.

14. Your responsibilities during the Rental Period

• Care, custody, and control: You are responsible for the equipment from delivery/pickup until it is collected/returned, unless a Technical Operator is running it for you.
• Inspect on receipt: Check every item works and suits your purpose before you take possession or before the delivery team leaves, and report any issue immediately. Once accepted, the equipment is taken to be in good condition apart from anything you noted.
• Use it properly: Follow reasonable operating practice, use only supplied cables, chargers, and accessories, and protect equipment from theft, damage, weather, power surges, and misuse.
• Provide setup needs: For delivery orders: power, safe space, and access.
• Report failures: Immediately on our hotline, so we can repair or replace where possible (additional delivery charges may apply).
• Return everything: Including cables and accessories, at the agreed time and place, following the return procedure and obtaining an acknowledgement.

15. Delivery, pickup, and operators

Full detail is in the Delivery & Pickup Policy. In summary:

• In-house delivery: Delivery and collection are handled entirely by our own team and vehicles (no third-party couriers), charged by distance, round trip. Delivery charges are not discountable.
• Pickup orders: You collect and return the equipment yourself, on time.
• Technical Operators: If you order an operator, the operator runs the equipment and most operational responsibility passes to the operator, but you must keep the site and the operator safe. Operator charges are not discountable. Delivery-only staff set up but do not operate; operating requires ordering an operator.
• Operator meals and conduct: For extended and full-day operator bookings you provide meals and refreshments for operators, or the cost is added to your invoice. We keep a zero-tolerance stance on abuse or harassment of operators, and expect the same courtesy from our side.

16. Recovery, evidence, and legal action

• If equipment is not returned or amounts are unpaid, or in cases of fraud, theft, or threats, we may take lawful recovery action, including deducting from the deposit, invoicing the balance, and recovering costs plus reasonable legal expenses.
• We may compile relevant records (identity copies, communications, photos, invoices, payment records, CCTV) and share them with the police, the courts, your bank or payment provider, and our lawyers, strictly for recovery and lawful proceedings. We do not publish your identity documents, photos, or private messages publicly. How we handle this data is set out in the Privacy Policy.

17. Liability

• Never excluded: We do not exclude or limit our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be excluded.
• Not liable for: Subject to that, we are not liable for: your loss of data or files on rented devices (back up your data first); malfunction of third-party equipment, software, accounts, internet, or platforms you connect or use; loss caused by your misuse, unlawful use, or failure to follow reasonable operating practice; or indirect or consequential loss.
• Limit: Where we are liable for the equipment or service itself, our liability is limited to the reasonable cost of putting it right, and does not exceed the total charges you paid for the affected booking, except where the law does not allow such a limit. Any exclusion or limit applies only so far as it is reasonable under the Unfair Contract Terms Act.

18. Force majeure

• Neither party is liable for failure or delay caused by events beyond reasonable control, including natural disaster, flood, storm, epidemic, civil unrest, strikes, fire, power or utility failure, telecommunications failure, or government order or restriction. Where such an event prevents a booking, we will offer a reschedule or a fair refund of amounts not already spent on your booking.

19. Intellectual property and event media

• Our marks: "Rentitem.lk" and our marks are protected under the Intellectual Property Act No. 36 of 2003; see our Trademark Notice.
• Event media: Where we provide videography, photography, or operator services, we may use selected media for our portfolio and marketing, unless you tell us in writing before the event that you do not want this. We never use your verification documents for marketing.

20. Assignment and sub-rental

• You may not sub-rent, lend, transfer, or assign the equipment or this agreement to anyone else without our written consent. We may assign our rights to a successor of the business.

21. Governing law and disputes

• These Terms are governed by the laws of Sri Lanka.
• If a dispute arises, both parties will first try in good faith to resolve it directly. If that fails, the parties will attempt mediation. If mediation does not resolve it, the matter may be brought before the courts of Sri Lanka, which have jurisdiction.

22. General

• Entire agreement / precedence: Where there is a conflict, a signed Rental Agreement prevails over the Order Document, which prevails over these Terms and the linked policies.
• Severability: If any provision is found invalid or unenforceable, the rest remains in force.
• No waiver: If we do not enforce a term on one occasion, we do not lose the right to enforce it later.
• Notices: We contact you using the details on your Order Document; you contact us at [email protected], +94 77 718 6500, or the registered office.

23. Changes to these Terms

• We may update these Terms. A new version takes effect from its stated effective date and applies to new bookings made after that date. A booking you have already confirmed is governed by the version in force when you confirmed it - changes are never applied retroactively, and existing quotes and orders are never re-priced. We keep a dated change log so you can see what applied to your booking.

24. Annexes - item-specific conditions

The relevant annex forms part of the Order Document for that item.