Damage & Deposit Policy

1. Security Deposit - purpose

• A Security Deposit is a refundable amount (or an agreed alternative) 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.
• 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

• Base: The item's buying value (our replacement cost), not its retail/list price.
• Reduced by verification: The amount is reduced by your verification tier and the verification items you have completed. The more we can confirm who you are, the lower your cash deposit.
• Full Verified: A Full Verified customer can reach a zero cash deposit (the signed agreement and completed verification stand in place of cash), and also earns a 5% lifetime discount.
• Business / Partner / Corporate: Generally use a purchase order, signed agreement, and authorised-contact verification instead of a cash deposit.
• Foreign nationals / non-residents: A higher deposit (up to full replacement value) or a Sri Lankan resident guarantor, because local recovery routes do not apply.
• Your exact deposit is shown on the Order Document before you pay.

3. Alternatives to a cash deposit

You may choose one of these instead of, or to reduce, a cash deposit:

• More verification: Complete more verification items to raise your tier.
• Voluntary original ID as security: Providing an original NIC, driving licence, or passport as security is your choice, never a requirement. If you choose it, we issue a receipt, keep it securely, and hand it back when all items are returned in good condition. You may switch to a cash deposit at any time before handover.
• Passports: We generally discourage leaving an original passport (it is a travel document); a deposit or guarantor is preferred for passport holders.
• We only ever hold an original document with your agreement and a receipt. We do not treat holding your ID as a right.

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 there was no cash deposit, we invoice you for the balance, payable within the time stated on the invoice.
• If you provided an original ID as security, it is returned once items are back and any amount owed is settled.

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.