Terms and Conditions

Table of Contents

  1. Introduction
  2. Rental Equipment and Services
  3. Rental Period
  4. Eligibility For Rental
  5. Late Return
  6. Payment Terms
  7. Cancellation And Refund Policy
  8. Pick-Up Order Customer Responsibility
  9. Delivery Order Customer Responsibility
  10. Damage, Loss, Or Theft
  11. Legal Compliance and Governing Law
  12. Miscellaneous
  13. Security For Customer Pickup Items
  14. Technical Operator
  15. Policy Changes and Amendments

01. INTRODUCTION

This document constitutes a legal agreement between Rentitem.lk (Pvt) Ltd (hereinafter referred to as “the Company”) and the party stipulated on the associated Invoice (hereinafter referred to as “the Client”). By renting equipment and purchasing services from the Company, the Client agrees to comply with and be bound by these terms.

02. RENTAL EQUIPMENT AND SERVICES

The Client agrees to rent the equipment specifically listed and described in the Invoice (“Rental Equipment”). Only services explicitly listed on the Invoice are included. Any service not documented on the Invoice is excluded from the rental agreement.

03. RENTAL PERIOD

  • Standard Rental Period: Our standard rental period is from 8:00 AM to 11:59 PM, ensuring ample opportunity to utilize the equipment throughout the day and evening.
  • One-Day Rental Definition: A one-day rental period is strictly defined as the duration of a single calendar date. The rental must be returned before 11:59 PM on the same day it was picked up unless otherwise specified in the order document.
  • No Hourly Rentals: Hourly-based rental options are not offered. All rentals are based on full-day periods to provide maximum value and flexibility to our customers.
  • Rental Period Specification: The rental period for each item will be explicitly defined in the order documentation to ensure clarity and manage expectations for both parties.
  • Extension Requests: If an extension of the rental period is required, please contact us via WhatsApp, email, or phone call. Extension requests must be submitted and approved by the Company at least 12 hours before the current rental period expires to ensure availability of the equipment for other customers.

04. ELIGIBILITY FOR RENTAL

  • Sri Lankan Citizens Only:lk provides rental services exclusively to Sri Lankan citizens.
  • Proof of Citizenship: Renters must provide valid proof of Sri Lankan citizenship such as a national ID card or passport.
  • Service Restrictions:lk does not provide rental services directly to foreign nationals.
  • Service Through Citizens: If a foreign national requires rental services, they must be facilitated through a Sri Lankan citizen who will assume full responsibility for the rental agreement.
  • Minimum Age: Renters must be at least 18 years of age to rent equipment from Rentitem.lk.
  • Proof of Age:lk may require renters to provide valid government-issued identification to verify their age.
  • Valid Identification: Renters must provide a valid government-issued ID (e.g. national ID card, passport) at the time of rental.
  • Contact Information: Renters must provide accurate and up-to-date contact information, including a valid phone number and email address.
  • Address Verification:lk may require renters to provide proof of address, such as a utility bill or bank statement.
  • Official Request: Rentals for businesses, government entities, or other organizations must be accompanied by an official request from a responsible person within the organization.
  • Request Methods: Official requests can be made via:
    • Official WhatsApp: A request sent from the official WhatsApp number of the responsible person within the organization.
    • Official Email: A request sent from an official domain email address of the organization.
    • Letterhead Request: A formal letter request printed on the organization’s official letterhead and signed by the responsible person.
  • Rental History:lk reserves the right to check the renter’s rental history with other rental services.
  • References:lk may request references from previous rental services or employers.
  • Discretion:lk reserves the right to refuse rental services to any individual who does not meet the eligibility criteria or who has previously violated the Terms and Conditions.

05. LATE RETURN

  • Late Return: Any rented equipment not returned by the agreed-upon return time will be considered a late return.
  • Partial Day Late Fee: For any equipment returned after the due date but before noon of the following day, a late fee of 30% of the daily rental charge as listed on the invoice will be applied.
  • Full Day Late Fee: If the equipment is returned after noon of the following day, a late fee equal to 100% of the daily rental charge will be applied.
  • Subsequent Day Fees: For each subsequent day the equipment is not returned, a late fee equal to 100% of the daily rental charge will be applied until the item is returned.
  • Discount Exclusion: When calculating late fees, any discounts provided on the initial rental charges will not be considered. The late fees will be calculated based on the full daily rental charge.
  • Communication: Renters must inform Rentitem.lk immediately if they anticipate a delay in returning the equipment. This can be done via phone at 0777186500 or Our Hotline: 0114532160.
  • Deduction from Security Deposit: Late charges may be deducted from the renter’s security deposit if applicable.
  • Additional Consequences: If the equipment is not returned within the agreed-upon return date and time, Rentitem.lk reserves the right to take further action, which may include additional charges and legal action.

06. PAYMENT TERMS

  • Complete Payment Before Rental Period: All payments must be completed before the rental period begins to ensure that your rental is fully confirmed and ready for use.
  • Accepted Payment Methods: Payments can be made via cash, bank transfer, or check drawn in favor of Rentitem.lk (Pvt) Ltd as detailed on the invoice.
  • Advance Payment for Early Orders: For orders placed at least three days before the delivery or pickup date, a 60% advance payment is required to finalize the booking process. This advance payment confirms your order and secures the equipment for your specified rental period.
  • Full Payment for Late Orders: For orders placed less than three days before the delivery or pickup date, the full amount of the order value must be paid to confirm the booking.
  • Balance Payment: Any remaining balance must be paid in full before the rental period begins. Please note that equipment will not be delivered or available for pickup until the full payment is received.

07. CANCELLATION AND REFUND POLICY

  • Cancellations Made 24 Hours Before the Rental Period: The advance payment will be refunded to the customer’s bank account.
  • Cancellations Made Less Than 24 Hours Before the Rental Period: The advance payment is non-refundable.

08. PICK-UP ORDER CUSTOMER RESPONSIBILITY

  • Care, Custody, and Control: The Client is responsible for the care, custody, and control of the rental equipment throughout the rental period.
  • Reporting Equipment Failures: Any equipment failures must be reported immediately to our company hotline. We will arrange for repair or replacement as soon as possible, with additional delivery charges applicable.
  • Inspection at Pickup: When picking up orders, customers are responsible for ensuring that all items are in proper working condition and suitable for their intended use. It is essential to inspect each item thoroughly for any existing damages or issues before taking possession of the equipment. Noting any pre-existing conditions or concerns at the time of pickup helps prevent misunderstandings and ensures a smooth rental experience.
  • Timely Return of Equipment: For pickup orders, customers are fully responsible for returning all rented items by the return date specified in the order document. Late returns will incur late fees.
  • Liability for Damages: The Client is fully liable for any physical damage, lightning damage, electrical damage, or damage resulting from improper handling or operation without adequate knowledge. Any such damages will be charged to the Client at the current market value of the item or the cost of replacing the item with the same or a similar product, subject to current market availability.
  • Force Majeure: In the event of unforeseen circumstances beyond the control of either party (e.g., natural disasters, government restrictions), Rentitem.lk may consider exceptions on a case-by-case basis.
  • Usage Irrelevant: The obligation to pay the rental amount is not contingent upon the usage of the rented item or service. Customers must pay the full rental fee even if the item is not used.
  • Return Location: Items must be returned to the designated Rentitem.lk location or pick-up point as specified in the rental agreement.
  • Return Procedure: Renters must follow the proper return procedure, including signing any necessary return documents and confirming the return with Rentitem.lk staff.
  • Return Confirmation: Renters should confirm the return of items with Rentitem.lk staff and obtain a receipt or acknowledgment of return.

09. DELIVERY ORDER CUSTOMER RESPONSIBILITY

  • Care, Custody, and Control: The Client is responsible for the care, custody, and control of the rental equipment from the moment it is delivered and set up until it is picked up by our team, unless a technical operator is provided.
  • Inspection Upon Delivery: Upon delivery, our team will set up the equipment as per the Client’s instructions. The Client must inspect all items to ensure they are in proper working condition and suitable for their intended use. Any existing damages or issues must be reported to the delivery team immediately to avoid misunderstandings.
  • Provision of Installation Requirements: The Client must provide all necessary installation requirements and conditions to ensure the equipment is properly set up at the location. This includes access to power sources, appropriate space, and any other specific requirements needed for the setup.
  • Technical Operator Services: If the Client has ordered a technical operator to operate the equipment, most of the responsibility for the equipment’s operation passes to the technical operator. However, the Client must ensure the safety of both the equipment and the technical operator at the location.
  • Proper Handling and Operation: The Client is responsible for the proper handling and operation of the equipment after setup, unless a technical operator is provided. Any damages resulting from improper handling, operation without adequate knowledge, or failure to follow provided instructions will be charged to the Client.
  • Security and Protection: The Client must ensure that the equipment is secure and protected from theft, damage, and adverse weather conditions at all times during the rental period. Additionally, the Client must ensure the safety and working conditions for the technical operator on site.
  • Reporting Equipment Failures: Any equipment failures or malfunctions during the rental period must be reported immediately to our company hotline. We will arrange for repair or replacement as soon as possible, with additional delivery charges applicable.
  • Timely Availability for Pickup: The Client must ensure that all rented items are available for pickup at the agreed-upon time and location specified in the order document. Any delays in making the equipment available for pickup may incur additional charges.
  • Liability for Damages: The Client is fully liable for any physical damage, lightning damage, electrical damage, or damage resulting from improper handling or operation. Any such damages will be charged to the Client at the current market value of the item or the cost of replacing the item with the same or a similar product, subject to current market availability.
  • Third-Party Equipment and Compatibility: We do not assume any responsibility when customers connect third-party equipment, software, or services to our products. While we are responsible for addressing compatibility issues with our own equipment, we do not take responsibility for the compatibility of third-party products with our rental items.
  • Usage Irrelevant: The obligation to pay the rental amount is not contingent upon the usage of the rented item or service. Customers must pay the full rental fee even if the item is not used.

10. DAMAGE, LOSS, OR THEFT

  • Assessment: If the rented equipment is returned damaged, Rentitem.lk will assess the damage and determine the cost of repair.
  • Repair Costs: The renter will be charged for the cost of repair. If the equipment cannot be repaired, the renter will be charged the full replacement cost.
  • Additional Fees: In addition to repair or replacement costs, the renter may be charged for any loss of rental income due to the unavailability of the equipment during the repair or replacement period.
  • Immediate Reporting: In the event of loss or theft of the rented equipment, the renter must notify Rentitem.lk immediately.
  • Replacement Cost: The renter will be charged the full replacement cost of the lost or stolen equipment.
  • Loss of Rental Income: The renter may also be charged for any loss of rental income incurred by Rentitem.lk due to the loss or theft of the equipment.
  • Minimum Charge: The minimum charge for loss or theft of any rented item will be a minimum amount of 1000 LKR.
  • Failure to Pay: If the renter fails to pay for damages, loss, or theft, Rentitem.lk reserves the right to take legal action to recover the costs plus legal process fees.

11. LEGAL COMPLIANCE AND GOVERNING LAW

This Agreement is governed by the laws of Sri Lanka, and both parties agree to comply with all applicable legal requirements.

Dispute Resolution: Any disputes arising from this Agreement shall be resolved through mediation. If mediation is unsuccessful, the matter will proceed to legal proceedings in the courts of Sri Lanka.

Use of Customer Data for Legal Evidence: Rentitem.lk reserves the right to use various forms of customer data for legal evidence, including:

  • CCTV footage
  • Call recordings of all parties involved with the orders
  • Social media links and images
  • Direct camera photos
  • Invoices and order documents
  • Payment receipts
  • Message screenshots
  • Copies of national identity cards, passports, and driving licenses

Publication of Evidence: In the event of misuse, threats, or theft, we may publish all collected evidence on our website and social media platforms to ensure the safety and security of our community.

12. MISCELLANEOUS

  • Responsibility for Cables and Accessories: The Client is responsible for ensuring that all proper cables and accessories are received at the time of delivery and returned at the end of the rental period. Extra charges will apply for the redelivery of any missing items.
  • Manuals: Instruction manuals are not typically provided with the rental equipment but may be requested and supplied based on availability.
  • Amendments: These Terms and Conditions may be amended from time to time by the Company without explicit prior notice to the Client. Continued use of the Rental Equipment following any such changes constitutes the Client’s acceptance of the new Terms and Conditions.

13. SECURITY FOR CUSTOMER PICKUP ITEMS

  • Required Identification: When picking up rental items, customers must provide a valid form of identification as security. Accepted forms of identification include a National Identity Card, Driving License, or Passport.
  • Verification Process: The identification provided will be held securely by Rentitem.lk for the duration of the rental period and will be returned to the customer upon the safe return of all rented items.
  • Alternative to Identification: If customers do not agree to provide identification as security, Rentitem.lk reserves the right to request a security deposit instead.
  • Determining the Deposit Amount: The amount of the security deposit will be determined based on the value and quantity of the items being rented. Rentitem.lk will decide the appropriate amount based on the situation.
  • Deposit Handling: The security deposit will be fully refunded upon the return of all rental items in their original condition. Any damages or late returns may result in deductions from the security deposit.
  • Non-Compliance: Failure to provide either a valid form of identification or the required security deposit will result in the cancellation of the rental order.
  • Transparency:lk aims to be transparent about the security requirements and will communicate the specific terms to the customer during the booking process.
  • Deduction from Security Deposit: Any charges for damages, loss, or theft may be deducted from the renter’s security deposit. If the security deposit is insufficient to cover these charges, the renter will be billed for the remaining amount.

14. TECHNICAL OPERATOR

  • Working Period:
    • Half-Day Working Period: Covers up to 6 hours of continuous work.
    • Full-Day Working Period: Extends up to 12 hours of continuous work.
    • Extended Full-Day Working Period: For extensive events or projects that necessitate round-the-clock technical support, the extended full-day period covers up to 24 hours of continuous work.
  • Overtime: Any work beyond the 6-hour limit will be billed at an additional hourly rate. Prior arrangements must be made if an extension of service is anticipated.
  • Breaks and Rest Periods: For the well-being and effectiveness of our technical operators, appropriate breaks and rest periods are mandated. These will be planned in coordination with the event schedule to minimize any disruption.
  • Food and Refreshments: Customers are not required to provide food and refreshments for the half-day working period. However, for extended full-day and full-day working periods, customers must supply food and refreshments for technical operators and assistants. If not provided, the costs for food and refreshments will be added to the final invoice.
  • Dress Code: Our operators typically arrive wearing Rentitem.lk branded t-shirts, trousers, and shoes or sometimes in smart casual attire. If customers have specific preferences for their attire, please inform us before the rental day.
  • Misbehavior and Conduct:lk maintains a zero-tolerance policy for misbehavior or misconduct by technical operators. If a technical operator exhibits any inappropriate behavior, please report it immediately. Similarly, customers are expected to treat technical operators with respect and professionalism. Any abuse or harassment towards our staff will not be tolerated and may result in immediate termination of services without a refund.
  • Safety Measures: Safety is a top priority for Rentitem.lk. Our technical operators are trained to follow stringent safety protocols to prevent accidents and ensure a safe working environment. Customers must also ensure that the event or project site complies with safety standards. Any hazardous conditions should be rectified prior to the commencement of work to prevent accidents and ensure smooth operation.
  • Setup and Installation: Technical operators are responsible for the proper setup and installation of audio-visual and multimedia equipment, ensuring all components are functioning correctly before the event begins.
  • Operation and Monitoring: Throughout the event, technical operators will manage and monitor the equipment to ensure optimal performance, making necessary adjustments as needed to maintain quality.
  • Troubleshooting and Repairs: In case of any technical issues, operators are trained to quickly diagnose and resolve problems to minimize any disruptions to your event.
  • Technical Support and Assistance: Providing on-the-spot technical support to address any queries or requirements from the client or event attendees.
  • Compliance with Safety Standards: Adhering to all safety regulations and protocols to ensure a secure environment for everyone involved in the event.
  • Post-Event Dismantling: After the event, technical operators will responsibly dismantle and pack up the equipment, ensuring everything is accounted for and safely stored or transported back.
  • Delivery Operators: Delivery operators are not responsible for providing operational services. They will deliver the equipment to the customer’s location and perform the setup. If the customer requires an operator for the equipment, a technical operator must be ordered. We do not assume any responsibility for the equipment’s functionality or any incidents arising from third-party operation without a technical operator.

15. POLICY CHANGES AND AMENDMENTS

  • Amendment Authority:lk reserves the right to modify, amend, or update these Terms and Conditions at any time without prior notice.
  • Scope of Amendments: Amendments may include, but are not limited to, changes in rental fees, late charges, eligibility criteria, damage and loss policies, and any other terms outlined in this document.
  • Effective Date: Any amendments or changes to these Terms and Conditions will become effective immediately upon posting on the Rentitem.lk website unless otherwise specified.
  • Binding Nature: All amendments to the Terms and Conditions are binding on all renters, including those who entered into rental agreements before the amendments were made.
  • Continued Use: Renters who do not agree with the amended Terms and Conditions should cease using Rentitem.lk’s services. Continued use of the services will constitute acceptance of the revised terms.
  • Resolution of Disputes: Any disputes arising from or relating to the amendments to the Terms and Conditions will be resolved in accordance with the dispute resolution procedures outlined in the original agreement.
  • Severability Clause: If any provision of these Terms and Conditions as amended is found to be invalid or unenforceable, the remaining provisions will continue to be valid and enforceable.

Effective Date: 2020-12-19

Contact us: 0777186500 / info@rentitem.lk

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